Memo_for_Managers_Regarding_Extra_Bank_Holidays_2011_and_2012 by cuiliqing

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									Memo
To            Heads of School, Heads of Departments, School Managers                  Human Resources
              cc Deans, PVCs, HR
                                                                                      King’s Meadow
                                                                                      Campus
Department    All Schools/Departments                                                 Lenton Lane
                                                                                      Nottingham
                                                                                      NG7 2NR
From          Jaspal Kaur, Director of Human Resources

Department    Human Resources

Direct line   0115 9515207            E-mail    Jaspal.Kaur@nottingham.ac.uk

Fax number    0115 9515205

Date          11 February 2011

              Extra Bank Holidays 2011 & 2012
              As you will probably be aware there will be an additional Bank holiday on Friday 29 April
              2011 due to the Royal Wedding and on Tuesday 5 June 2012 due to the Diamond
              Jubilee.

              The University has already published these dates on the Bank holiday and other days of
              closure available at the weblink below:
              http://www.nottingham.ac.uk/staff/bankhol.phtml#bank

              In accordance with normal practice, please be aware that part time staff and fractional
              contract staff are entitled to a pro-rata entitlement of these additional days. You will
              therefore need to recalculate these pro-rata entitlements for the relevant staff as
              detailed below:

              Part time staff (not working a 5 day standard pattern)
              Part-time staff working a standard 5 day working pattern (working the same hours
              every day Monday to Friday) will not need their pro-rata entitlement calculating, as with
              full-time staff, they work on each day therefore are entitled to each of the bank
              holidays/Closure days as they fall. Part-time staff not working a standard 5 day working
              pattern will require line managers to calculate their pro-rata entitlement for 2011 and
              2012 separately.

              In order to assist line managers in recalculating the entitlements for relevant part time
              staff in 2011 and 2012 respectively, revised calculators are available at the weblink
              below:
              http://hr.nottingham.ac.uk/display.aspx?id=1227&pid=241

              These calculators are programmed to take account of the days of the week on which the
              Bank holidays/Closure days fall for the holiday years running 1 Jan to 31 December and
              1 October to 30 September. The line manager needs to detail the start date of the
employee (if later than the start date of the holiday year) and the hours worked on each
working day. The calculator will detail both the pro-rata entitlement to Bank
holidays/Closure days for the holiday year specified, and also whether the staff member
should be credited with an additional amount of leave in hours, or will be required to
deduct (if figure is negative) an amount of leave from their annual leave entitlement, or
work the hours at an appropriate agreed time.

In the event that a member of staff leaves before the end of a holiday year, as is current
practise, when completing Section 4) on Annual leave of the Leavers form, the line
manager should continue to ensure that only a pro rata amount of both annual leave
and the pro rata entitlement to Bank holidays/Closure days for the relevant year is
calculated, based on the number of months completed service in that holiday year.

Fractional staff
In order to ensure that fractional staff receive the pro-rata entitlement for the additional
Bank Holiday in 2011 and 2012, line managers will have to calculate the pro-rata
entitlement for all fractional staff.

In order to assist line managers in recalculating the entitlements for fractional staff in
2011 and 2012 respectively, a revised calculator is available at the weblink below:
http://hr.nottingham.ac.uk/display.aspx?id=1227&pid=241

The calculator requires the line manager to input the Full Time Equivalent of the
employee concerned which can be found on the Business Intelligence (BI) reports,
and the number of hours normally worked on the particular additional Bank Holiday,
entering ‘0’ where required.

For example:
1. Where the Bank Holiday falls on a normal working day during the designated
    working weeks you enter the number of hours which would have normally been
    worked on that specific day.
2. Where the Bank Holiday falls on a day not normally worked but during a designated
    working week you enter ‘0’.
3. Where the Bank Holiday falls during a non-working week outside the designated
    working weeks you enter ‘0’.
4. Where the Bank Holiday falls on a normal working day during the designated
    working weeks, and the day is required to be worked you enter ‘0’.

The calculator will then detail both the pro-rata entitlement to the particular Bank
Holiday, and also whether the staff member should be able to take the additional
amount of leave in hours during their designated working weeks on an exceptional basis
(if the figure is positive), or will be required to work the specified hours back during the
designated working weeks (if the figure is negative), as agreed with the line manager.
No contractual changes or additional payments will be made.

Where the Bank Holiday falls on a normal working day during the designated working
weeks, and the day is required to be worked you enter ‘0’, and the calculator will show
the additional amount of leave in hours the employee should be able to take during their
designated working weeks on an exceptional basis.

Any additional amount of leave should only be taken after the occurrence of the bank
holiday concerned.

As there is already a fractional leavers calculator (used within HR) the line manager
needs to continue providing leavers information to HR as currently and the calculator will
take account of the number of complete months service relative to the fractional
contract anniversary date, as opposed to the holiday year.

Further guidance on fractional contracts is available at the weblink below:
http://hr.nottingham.ac.uk/display.aspx?Id=1345&pid=0&tabId=222

If you have any queries regarding the above please do not hesitate to contact your
Assistant HR Adviser.




Jaspal Kaur
Director of Human Resources

								
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