Calculating holiday entitlement for part-time staff

Where a member of staff works on a part-time basis and works the same number of hours per day from Monday to Friday, then the annual leave entitlement will be the same as that for a member of full-time staff. The only difference, of course, is that the payment for a "day" of annual leave for the part-time worker will be different from the payment for a day's leave received by the full-time staff member.

The case is not so simple for a member of staff who works on a part-time basis where the number of hours are not the same each working day or they do not work every working day of the week. The following step-by-step guide provides a calculation based on hours worked. These calculations need to be done annually to take account of the actual days when bank holidays and fixed closure days fall.

There is a separate step-by-step guide for term-time only workers.

In other cases where it is not possible to follow this guide for a particular working pattern, please seek assistance from Personnel Services.

Step-by-step guide to calculating leave entitlement for part-time employees

This guide uses the example of a University support staff employee working for a full day (7.3 hours) on both Wednesdays and Thursdays and for a part day (4.3 hours) on Fridays, and they do not work on Mondays and Tuesdays.

Step one: identify the equivalent full-time total leave entitlement

These are specified for each staff group in holiday calculation. The leave allowance for a full-time University support staff member, inclusive of personal leave, any fixed closure days and the eight annual bank holidays, is 38 days or 277.4 hours (38 days x 7.3 hours in the day).

Step two: calculate the proportion of full-time hours to be worked by the part-timer

Hours of work for University support staff are specified in hours of work. For academic-related staff, for whom there are no prescribed hours of work, a notional figure of 37.5 hours per week is used for payroll calculations and should be used for calculating leave for part-time academic-related staff.

In this example full-time University support staff have a working week of 36.5 hours and our part-timer works a total of 18.9 hours per week, which is 51.78% of the full-time hours.

Step three: calculate a pro rata leave entitlement

A part-time employee is entitled to a leave allowance in the same proportion to that of a full-timer as his or her working hours. In our example the full-time leave allowance is 277.4 hours. The part-timer works 51.78% of full time hours and is therefore entitled to a leave allowance equalling 51.78% of 277.4 hours. This works out at 143.64 hours of leave inclusive of personal leave, any fixed closure days, and bank holidays.

Step four: calculate the personal leave entitlement

To calculate the employee's personal leave entitlement for the year, deduct the appropriate number of hours for any fixed closure days and bank holidays which fall during that particular year on days when they would otherwise have been due to work. In our example, these days are: four full days (7.3 hours x 4), and 2 part-days (4.3 x 2), making a total of 37.8 hours. Deducting this from the total of 143.64 gives 105.84 hours of personal leave entitlement (this figure may be rounded to the nearest half hour, eg 106 hours).

Step five: keeping the leave record

Establish a leave record indicating a total allowance of 143.64 hours. Deduct all hours of leave as they are taken. So if the part-timer in our example takes a week's personal leave, you deduct 18.9 hours. If they take a day's leave (ie does not work on a day when they would otherwise have been due to work), whether this is a bank holiday, fixed day of closure or personal leave, you deduct 7.3 hours for a day they work full-time hours and 4.3 hours for their part-day. No deduction should be made for bank holidays or fixed closure days which fall on days when the part-timer would not have been due to work.