Chapter 1 - Annual leave
Appendix 2 - Calculation of annual leave allowances
- When calculating an employee's annual leave allowance, any fractions of a day should either be rounded up to the nearest half day, e.g. 3.42 = 3.5 days or rounded down, i.e. 3.08 = 3 days.
- The annual leave allowance due to staff during the leave year in which they take up employment in the Civil Service is the amount which they will earn between the date of taking up duty and the end of their leave year. Similarly, the allowance of leave due to staff who resign or retire during the course of the leave year is the amount which they will earn between the beginning of the leave year and their last day of service.
- an employee joining the Department:
- an employee leaving the Department:
- When in the course of a leave year staff become eligible for a higher annual leave allowance, they should be given in that leave year a part of the increase due, proportionate to the part of the leave year remaining, any fraction being rounded up.
- number of extra days in the annual leave allowance/365 x number of days (inclusive) between the date when the employee reached the required length of service for an increase in the annual leave allowance and the end of the annual leave year
- When an employee is on no pay, half pay, or SLWP the annual leave allowance should be re-calculated as follows:
- annual leave allowance/365 x days on full pay during annual leave year.
- Part-time staff receive an annual leave allowance appropriate to their level and length of service, proportionate either to the number of days or hours worked in the week.
No. of hours worked per week
5 days (London & elsewhere)x Normal annual leave allowance appropriate to level and length of service; No. of days worked per week
5 days (London & elsewhere)x Normal annual leave allowance appropriate to level and length of service; - To calculate the allowance for part-time staff who join the Department part way through a leave year, the calculation at paragraph 5 should be followed and the resulting figure inserted as the annual leave allowance in the calculation at paragraph 2.
- To calculate the allowance for part-time staff leaving the Department, their annual allowance should be inserted as the annual leave allowance in the calculation at paragraph 2.
- Where an employee changes their working hours part way through a leave year, the annual leave allowance should be adjusted to take account of this change.
- For example, an employee who becomes part-time on 1 August and works 3 days per week and whose annual leave year ends on 31 October:
- Any annual leave already taken in excess of the annual leave allowance should be deducted from their allowance as a part-time employee to ensure that an incorrect number of days is not taken in total.
- Part-time staff are entitled to time off for public holidays and privilege days proportionate to the number of hours worked as compared to those worked by full-time staff. This is calculated by determining the proportion of time worked in the average week and multiplying by the entitlement of public holidays and privilege days for a full-time employee. The calculation is as follows:
- no. of hours worked per week/36/37 x 75.6/77.7 = no. of hours of public holidays and privilege days for a part-time member of staff.
- Public holiday and privilege day allowances for part-time staff should always be calculated for the calendar year (January - December) irrespective of the member of staff's annual leave year.
- Part-time staff may carry over an amount proportionate to their annual leave allowance. The calculation is as follows:
- 10 (carry over allowance)/5 x no. of days worked per week;
- 10 (carry over allowance)/36/37 x no. of hours worked per week.
- Casual staff are entitled to a strictly proportionate part of the annual leave allowance for each completed month of service in that leave year. This is calculated as follows:
- annual leave allowance, i.e. 25 days/12 months = 2.084 days annual leave per month.
- To determine the annual leave allowance for a part-time casual employee the procedure in paragraph 5 should be followed. The annual leave should then be divided by 12 to calculate the number of days allowed for each completed month of service.
Calculation
Annual leave allowance for incomplete leave years
number of days (inclusive) between date joined and the end of the employee's leave year/365 x the employee's annual leave allowance = the annual leave allowance for a part year.
number of days (inclusive) between the start of the employee's leave year and their last day of service/365 x the employee's annual leave allowance = the annual leave allowance for a part year.
Change of leave allowance during leave year
Staff on no pay, half pay or special leave without pay (SLWP)
Annual leave allowance for part-time staff
Conversion during leave year
Annual leave allowance (25 days)/365 x number of days (inclusive) between the start of the employee's annual leave year and the day before the employee became part-time (273 days) = 18.6, rounded to 18.5 days;
Annual leave allowance (25 days)/365 x number of days (inclusive) between the day the employee became part-time and the end of their annual leave year (92 days) = 6.3, rounded to 6.5 days;
Number of days employee works per week 3/5 x 6.5 days = the annual leave allowance for the period of the annual leave year the employee is part-time, i.e. 3.9, rounded to 4 days.
Public holidays and privilege days for part-time staff
London
| 10.5 | (no.of public holidays/privilege days) | x | 7.2 | (average no.of hours = 75.6 worked a day) |
Elsewhere
| 10.5 | (no.of public holidays/privilege days) | x | 7.4 | (average no.of hours = 77.7 worked a day) |
The allowance for an individual employee should be calculated as follows:
Change of hours part way through the calendar year
Part-timers are entitled to a proportionate amount of P& P leave that a full timer is entitled to, for the remaining P&P holidays in that calendar year. The following calculation should be used:
No. of hours worked per week 36 hours London/37 elsewhere |
x | hours leave a full timer is entitled to for the remaining P&P days in that calendar year. |