Calculating annual leave, bank holidays and concessionary days for staff working part time hours or compressed hours

Introduction

From 1 September 2004, new staff and existing staff who change their hours to work part time hours, compressed hours or a working pattern where the number of hours worked each day is different, will benefit from pro rata entitlement to bank holidays and concessionary days.

Existing staff prior to 1 September 2004 who have the majority of bank holidays and concessionary days because they work the beginning of the week will continue to benefit from this. Existing staff prior to the 1st September 2004 who subsequently change their hours or working pattern will be required to use the pro rata entitlement to bank holiday and concessionary days.

Oxford Brookes University is committed to a policy of equality of opportunity, recognising that flexible working practices, part time working, job share and compressed hours offer benefits both for the organisation and for staff. Staff working part time or compressed hours will need to calculate their entitlement to annual leave, bank holidays and concessionary days in hours.

Terms and conditions

Annual leave, bank holidays and concessionary days will be calculated on a pro rata basis and be in hours.

Those working flexible hours or compressed hours should have their annual leave, bank holidays and concessionary days calculated in hours. The appropriate number of hours taken for the number of hours normally worked on the day that is being taken as annual leave, bank holiday or concessionary day. Appendix A (Word doc, 393KB) contains a quick reference table of pro rata annual leave, and, bank holiday and concessionary days.

e.g. A person on salary scale point 35 employed for less than 5 years who works 30 hours per week will be entitled to:

  • Annual leave: 150 Hours
  • Bank holidays/concessionary days : 78 Hours
  • Total of all leave types : 150 Hours + 78 Hours = 228 hours

If a member of staff who works 6 hours per day would like to take the day off then they will reduce their entitlement by 6 hours for each day taken, even if this is a bank holiday or concessionary day because their entitlement includes an amount to be used for bank holidays and concessionary days. All bank holidays and concessionary days should be recorded on the annual leave card at the beginning of the annual leave year to ensure nobody takes more leave than they are entitled to resulting in time needing to be paid back.

Some staff have a working pattern where they work longer hours during semester time and shorter hours during vacation periods. To calculate their entitlement to annual leave, banks holidays and concessionary days the FTE (full time equivalent) on the tables in Appendix A (Word doc, 393KB) should be used, as an individual’s FTE averages their hours for the year.

e.g. If an individual works 7 hours per day during semester time and a bank holiday falls in semester time then the individual will need to use 7 hours of their leave entitlement. If the individual works 4 hours per day during vacations, then the individual will need to use 4 hours of their leave entitlement for any bank holidays or concessionary days that fall during the vacation period.

Where a member of staff is entitled to more hours for bank holiday and concessionary day entitlement than is needed because of the way his/her working days fall with the bank holidays and concessionary days, then the extra hours may be used as annual leave but only if there are an excess number of hours. Where a member of staff is entitled to less bank holiday and concessionary day hours than are required for the number of bank holidays and concessionary days that fall on his/her working days they will be required to either use some annual leave, take unpaid leave or make up the hours at some point during the week as agreed with their line manager.

N.B. At the beginning of the annual leave year, all bank holiday leave and concessionary day leave must be recorded on the annual leave card. Any unpaid leave taken for concessionary day leave or bank holidays must also be recorded on the annual leave card to ensure an audit trail exists.

 

Update June 2017