Annual leave calculator

Full-time staff

Please use the tab labelled “Form (days)" if you would like to calculate annual leave for full-time staff.  

• Choose the staff group from the drop down menu to show the applicable length of service
• Add the number of days of leave carried over from previous annual leave year if applicable
• Add the number of days of additional purchased leave if applicable
• Add the start and end date of the period you wish to calculate e.g. 01/09/2023 and 31/08/2024
• The annual leave entitlement will show in the box below

Part-time staff

Please use the tab labelled "Form (hours)” for part-time staff.

• Choose the staff group from the drop down menu to show the applicable length of service
• Add the number of hours of leave carried over from the previous annual leave year if applicable
• Add the number of hours of additional purchased leave if applicable
• Add the start and end date of the period you wish to calculate e.g. 01/09/2023 and 31/08/2024
• Enter the number of hours worked per week
• Enter the number of hours worked per day
• The annual leave entitlement will show in the box below
  • NB: The amount of hours shown is the total number of bookable hours.  This figure takes into consideration all deductions for bank holiday and concessionary days and so is the amount that should be entered into PeopleXD.

Full-time staff

Please use the tab labelled “Form (full-time) if you would like to calculate annual leave for full time staff.   

• Choose the staff group from the drop down menu to show the applicable length of service.
• Add the number of days of leave carried over from the previous annual leave year if applicable
• Add the number of days of additional purchased leave if applicable
• Add the start and end date of the period you wish to calculate e.g. 01/09/2023 and 31/08/2024
• The annual leave entitlement will show in the box below

Part-time staff

Please use the tab labelled “Form (part-time) if you would like to calculate annual leave for part-time staff.   

• Choose the staff group from the drop down menu to show the applicable length of service
• Add the number of days of leave carried over from the previous annual leave year if applicable
• Add the number of days of additional purchased leave if applicable
• Add the start and end date of the period you wish to calculate e.g. 01/09/2023 and 31/08/2024
• Enter the hours per week which are calculated by multiplying 37 by the FTE.  

For example if you were 0.5 FTE you would enter 18.5.  

37 multiplied by 0.5 = 18.5.   

If you were 0.7 FTE you would enter 25.9.  

37 multiplied by 0.7 = 25.9.

Example:

Academic and senior staff who work part time or compressed hours receive an allocation for annual leave and an allocation for bank holidays and concessionary days. We recognise that for these staff working patterns are subject to different degrees of flexibility. The aim should be to ensure that the deduction of bank holiday and concessionary days is done in a way that is fair and allows all staff to benefit from this provision. For this reason, different approaches may be appropriate in different circumstances. 

For example, for a member of staff who works on the same days every week and takes a day off when one of their normal working days is a bank holiday, it should be possible to add up how many bank holiday and concessionary days that member of staff will take over the whole year. This can be deducted from their total entitlement and the remainder of their entitlement will be available to book.

A member of staff who works very flexibly might adjust their working pattern on a week that includes a bank holiday so that they still work all of their normal hours. In this case the individual would not be expected to deduct any days from their total leave entitlement.

For some individuals it might be possible to agree how many bank holidays and concessionary days they will take at the beginning of the year, whilst for others these days might need to be managed over the year. The university expects that most senior and academic staff will take time off between Christmas and New Year so in most cases a deduction from the total entitlement will need to be made in respect of that period.

Any queries about how to manage leave entitlements should be referred to your link People Manager.