Annual Leave

The University's leave year runs from 01 October to 30 September. Leave should be taken in agreement with the line manager/Dean of Faculty/Service Director. Leave not taken by 30 September will normally lapse.

Leave Entitlement

Leave is calculated in hours and accrues at the rate of one-twelth (1/12) for each completed month of service in accordance with terms and conditions of employment. One full time equivalent day equates to 7.2 hours (36 hours divided by 5 days).  Leave is categorised as basic, and fixed public and university holidays.  Leave entitlement is calculated on a pro rata basis for part time employees (those working less than 100% FTE). 

Leave should be taken in hours equivalent to a full or half day. For example, a full time employee who works 7.2 hours per day should request leave in multiples of either 7.2 or 3.6 hours. Leave remaining at the end of a year which is under half a day can be carried forward to the next year's entitlement.

Time should be reserved to cover the fixed university and public holiday dates that fall within normal working patterns.

This table sets out the full time equivalent hours for each category of leave:

Grade

Length of
Service 

at 30 Sept 

Basic Hours

Fixed Public/University 
Hours
(equates to 10
FTE days)

Annual Full Time 
Entitlement Hours

1-5

under 3 years

208.8

72

280.8
(39 FTE days)

1-5

3-5 years*

216

72

288
(40 FTE days)

1-5

5+ years*

223.2 

72

295.2 
(41 FTE days) 

6-10

n/a

244.8 

72 

316.8 
(44 FTE days)

*Long service leave is awarded to entitlement in the leave year that follows the relevant year's service accrued. For example, an employee on Grade 1-5 who has 3 years' service on 01 July 2017, would receive 7.2 hours (pro rata if part time) to their Oct 2017- Sept 2018 entitlement onwards. 

How to Calculate Entitlement

Leave is calculated based on FTE and number of completed months during the leave year. The calculator can be used to calculate leave entitlement (examples are also provided below):


Leave Calculator

Please complete the three boxes below then press calculate to find out the relevant leave entitlement

%

Please enter your FTE

FTE cannot be higher than 100 or below 0

Please restrict your entry to two decimal places or it will be truncated

Calculate
hours

*Time should be reserved from this total to cover the fixed university and public holidays that fall during working pattern

Recording Annual Leave

All annual leave (including Public and University holidays) should be recorded in hours and updated in the Annual Leave Template as per the Annual Leave guidelines.

A copy of the Annual leave spreadsheet template can be accessed by click here. Guidance on how to complete the spreadsheet has also been provided, and can be accessed here.

Leave entitlement can be calculated using the following formula:

(FTE% x full time equivalent entitlement / 12) x number of completed months

Here are some example scenarios with leave calculated:

Scenario

Entitlement for October 2016 to September 2017 Leave Year

Part year example

A full time (100% FTE) employee on Grade 7 with a start date of 01 January 2016 and working pattern of Monday to Friday

(FTE% x full time equivalent entitlement / 12) x number of completed months
= (1 x 316.8 / 12) x 9 
= 26.4 x 9
= 237.6 hours (in Oct 2016 to Sept 2017 leave year)

Based on this employee's working pattern and start date, they will need to reserve 36 hours (5 days) of their 237.6 hours entitlement to cover the public/university holidays which fall on their working days.

Part time example

A part time (80% FTE) employee on Grade 5 with a start date of 01 September 2014 and working pattern of Monday to Thursday

(FTE% x full time equivalent entitlement / 12) x number of completed months
= (0.8 x 280.8 / 12) x 12
= 18.72 x 12
= 224.6 hours (in Oct 2016 to Sept 2017 leave year)

Based on this employee's working pattern and start date, they will need to reserve 57.6 hours (8 days) of their 224.6 hours entitlement to cover the public/university holidays which fall on their working days.

Part time, service leave example

A part time (50% FTE) employee on Grade 3 with a start date of 01 September 2013 and working pattern of Tuesday to Thursday, 6 hours per day.

 (FTE% x full time equivalent entitlement / 12) x number of completed months
= (0.5 x 288 / 12) x 12
= 12 x 12
= 144 hours (in Oct 2016 to Sept 2017 leave year)

Based on this employee's working pattern and start date, they will need to reserve 30 hours (5 days) of their 144 hours entitlement to cover the public/university holidays which fall on their working days.

Change of hours example

An employee who has a change of hours from 100% FTE to 70% FTE with effect from 01 February 2017. They are on Grade 6 and have a start date of 01 January 2010. Their working pattern will change from Monday to Friday, to Tuesday to Friday, 6.3 hours per day.

(FTE% x full time equivalent entitlement / 12) x number of completed months

This would need to be broken down into two periods for the leave year, one for each FTE as follows:

4 months at 100% FTE
= (1 x 316.8 / 12) x 4
= 26.4 x 4
= 105.6 hours

8 months at 70% FTE
= (0.7 x 316.8 / 12) x 8
= 18.5 x 8
= 148 hours

Total entitlement for leave year = 105.6 + 148 = 253.6 hours (in Oct 2016 to Sept 2017 leave year)

Based on this employee's working pattern and start date, they will need to reserve 63.9 hours (9 days) of their 253.6 hours entitlement to cover the public/university holidays which fall on their working days.

 

 

A workflow has been created to allow an easy and efficient process for divisions to request and approve leave using BOX. An overview/workflow of the process including a template forms and examples of them in use can be found in the following BOX folder: https://stir.box.com/v/annualleaveboxtemplates  

An FTE reflects how many hours an employee works in proportion to full time which is 36 hours per week e.g. a full time employee working 36 hours per week has an FTE of 100%. If an employee works part time, their FTE can be worked out as follows:

Working hours per week / 36 x 100

In addition, annualised FTEs need to be worked out using the following formula:

Contracted annual working hours / 1872 hours x 100

The University recognises six fixed public holidays and in addition to these, four fixed university holidays are set each year. Employees must ensure they reserve enough of their annual entitlement to cover these days where they fall within their normal working pattern.

Public Holidays

The six public holidays recognised are:

Christmas Day (25th December)

Boxing Day (26th December)

New Year's Day (1st January)

2nd January

Good Friday

Easter Monday

University Holidays

Additionally the University designates four days over the Christmas/New Year period as university holidays - these can vary depending on when the weekends fall within this period.

2017-2018 Fixed Public and University Holiday Dates

Monday 25 December 2017

Public Holiday               

Tuesday 26 December 2017

Public Holiday

Wednesday 27 December 2017

University Holiday

Thursday 28 December 2017

University Holiday

Friday 29 December 2017

University Holiday

Monday 1 January 2018

Public Holiday

Tuesday 2 January 2018

Public Holiday

Wednesday 3 January 2018

University Holiday

Friday 30th March 2018

Public Holiday

Monday 2nd April 2018

Public Holiday

Employee's on grades 1-5 that work an annualised shift pattern which covers 365 days a year may from time to time be required to work on a Public or University holiday as part of their normal working pattern, further details can be found within the terms and conditions.

If an employee leaves the University part way through the leave year they are normally entitled to annual leave in proportion to the number of completed months service in the current leave year less any leave already taken, e.g. if an employee leaves on 10 April their annual leave entitlement accrues from 1 October to 31 March (6 months).

Staff should normally take any annual leave due during their period of notice. If it is not possible to do so due to operational requirements of the Faculty/Service they will be entitled to receive payment-in-lieu for any outstanding annual leave.

Annual leave cannot be paid-in-lieu whilst the employment continues.

The University reserves the right to deduct salary for overpayment of annual leave which has been taken before it has been accrued. Any such payments will normally be deducted from an employee's final salary payment or offset against an employee's notice period.

When an employee has a change in their working hours, i.e. their FTE increases or decreases, a new annual entitlement needs to be calculated to take the revised FTE into account. An employee's entitlement should be calculated for each FTE period within the leave year; each separate period can then be added together to get a total annual entitlement amount for the leave year. The calculator, found on the 'how to calculate entitlement' tab, can be used to help do this by using the completed months figure to break the calculation into each FTE period. An example of this can be found with the calculator.

Annual leave will continue to accrue during periods of maternity leave. Further information can be found here.

If an employee falls sick during a period of authorised annual leave, they may be entitled to reclaim the leave entitlement. Read more in the Absence Management Policy

Casual staff and "workers" (not employees) are entitled to take holidays in accordance with current statutory entitlements and as outlined in the terms of engagement.

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