Calculating the Annual Hours and Percentage of Full-time, for Part by fyx28874

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```									                        Annual Leave Calculations for Part-Time Clerical Staff

These guidelines only apply to staff who work more than 45 weeks per annum since staff working less
than these weeks have annual leave paid with their salary.

The following calculations are made on the basis of a full-time annual leave entitlement of 23 days.

 Where staff work an equal number of hours each day, their annual leave should be calculated on the
basis of the number of days worked each week. For example, someone who works 6 hours each day
for 3 days per week works 3/5ths of full-time and is therefore entitled to 3/5ths/60% of annual leave.
60% of 23 days holiday is 13.8 days (each day being taken as 6 hours).

 Where a member of staff works a varying number of hours each day, but the same number of hours
each week, their annual leave should be calculated in hours as follows:

Members of staff receives 4.6 weeks annual leave (ie for a full-time member of staff; 36.5 hrs x 4.6 =
167.9 hrs annual leave). Therefore a part-time member of staff’s weekly hours should be multiplied
by 4.6 to calculate their annual leave entitlement. For example, a member of staff who works 19 hrs
per week would received 87.4 hrs annual leave.

NB Staff are entitled to long service days after a certain period. The weekly hours will need to be
multiplied by a different figure to take account of this.

 One other scenario is in the case of a member of staff who works half-time (ie 18.25 hrs pw) in the
pattern of 2 full-days and one half-day per week. In this instance, they would receive 50% of the
holiday entitlement (ie 11.5 days) and their holiday entitlement would be reduced according to which
day they took as leave, eg a full-day or a half-day of their normal working pattern.

Statutory and Customary Leave Calculations for Part-Time Staff

Entitlement to statutory and customary days leave should be calculated in a similar way to that for
annual leave above.

The following calculations are made on the basis of a full-time statutory/customary entitlement of 12
days*

 Where staff work an equal number of hours each day, their entitlement to statutory and customary
leave should be calculated on the basis of the number of days worked each week. For example,
someone who works 6 hours each day for 3 days per week will get 3/5ths/60% of the 12 days = 7.2
days per annum.

 Where a member of staff works a varying number of hours each day, their entitlement to statutory and
customary leave should be worked out in hours. A full-time member of staff receives 2.4 weeks
statutory/customary days (ie 36.5 hrs x 2.4 weeks = 87.6 hrs annual leave). Therefore a member of
staff’s weekly hours should be multiplied by 2.4 to calculate their statutory/customary entitlement. For
example, a member of staff who works 19 hrs per week would receive 45.6 hrs statutory/customary
leave.

 One other scenario is in the case of a member of staff who works half-time (ie 18.25 hrs pw) in the
pattern of 2 full-days and one half-day. In this instance, they would receive 50% of the
statutory/customary entitlement (ie 7.5 days) and their entitlement to statutory and customary leave
reduced according to which day of their normal working week they took off, eg a full-day or a half-day.

Where a part-time member of staff has to take a statutory or customary day off (because if falls
on one of their working days) and their entitlement does not allow for this, the balance should
be taken from their annual leave entitlement. Also, where a part-timer cannot take all of their
entitlement to statutory/customary days (because not enough statutory/customary days fall on
their working days) the balance should be added to their annual leave entitlement.
Calculating the Percentage of Full-time, for Staff who work less than 45 weeks per year

For the purposes of these notes, we will assume we are calculating the figures for a clerical
member of staff (a full-time clerical will work 36.5 hours per week * ³)

    The total number of hours a full-time employee can work each year (excluding holidays) is 1898
hours (ie 36.5 hours x 52 weeks).

    We have to take away the number of annual hours that a member of staff will not work through
annual leave and statutory holidays etc which calculates to 255.5 *¹ hours per annum (ie 35 days
{20 annual leave + 15 stats} x 7.3 hours per day = 255.5 hours). Members of staff who do not
work for 52 weeks do not have any holiday entitlement. There holiday pay is incorporated with
their salary and the % of full-time that they work.

    Therefore, the total number of hours a full-time member of staff will work each year is
1642.5 hours * ²

    Calculate the total number of hours a part-time member of staff will work each year, for example
someone may work 25 hours per week for 30 weeks per annum ie 750 hours per annum.

    The calculation you need to do to work out this particular percentage of full-time is:

Total number of hours worked per annum (750 hours)
100% = 45.6621%
Total number of hours if full-time (1642.5 hours)

    Where staff start part way through the academic year, you will need to calculate a different % to
ensure that they are paid for the hours that they work for that part-year. You will need to ask the
department to provide you with further information, ie how many hours they will work between their
th
start date and 30 September. See excel spreadsheet M:/personnel/forms/TTO Calc- Clerical.xls

*¹       When a member of staff completes 5 years of service (different for manual staff), they are
allowed an extra 2 days holiday entitlement. In this case this figure should be changed to
270.1 hours

*²       As per note * ¹ above, this figure changes to 1627.9 hours

*³       For staff who work more than 36.5 hours per week, the figures are as follows:

Weekly Hours               Full-time       Full-time Annual Hours       Staff with 5 years +
Annual Hours       minus Holiday Hours               Service

36½ (Clerical)                1898                  1642.5                    1627.9
37 (Technicians, Nursery)           1924                   1665                     1650.2
38 (Chefs, Manual )              1976                   1710                     1694.8

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