Annual Leave Calculator User s Guide

Transcription

1 Annual Leave Calculator User s Guide The Annual Leave Calculator is designed to enable managers and individual staff to calculate the changes in their leave entitlement following the implementation of Agenda for Change. It is of course also available to be used in the instance of any new employees starting within our trust who may have previous service to be taken into consideration. The calculator produces an individual s annual leave entitlement in hours taking into consideration their staff group, previous service and contracted hours. The calculator will initially be forwarded to senior managers and supervisors by . (In the future the calculator will be available on an HR Intranet site.) If you experience any difficulties accessing it please contact HR. The calculator is stored as an excel file and can be accessed accordingly. When the calculator is first opened the following screen will be displayed. NB. If an Employee starts in the middle of a month the entitlements will commence from 1 st of the next month. If an employee leaves in the middle of a month, the entitlement stops at the end of the last full month. 1 of 6

2 A future version of this calculator will be made available covering the period April 2005 to Mar 2006 on the HR Intranet site. Notification will be issued when it is accessible. Calculating New Leave Entitlements for the Full Year April 2004 to March 2005 Select Calculate a Full Year s Leave April 04 to March 05. The following screen will be displayed. The first box is to be used for the first 6 months of the year, ie April to September and pre-agenda for Change. Click here to show entitlements by grade. An employee s specific grade can be found on their payslip in the middle of the second line. Disregard the last 2 digits which indicate the incremental point. Entitlements are driven by number of years in service. This includes all previous NHS service. Click on tab to return to calculator 2 of 6

3 Enter the appropriate annual leave entitlement. Enter the hours the employee was contracted to work for this period. Click on the black box to calculate the entitlement. Move on to box number 2 and repeat the process of checking the Agenda for Change entitlement and entering it in the box, entering the contracted hours per week for the period and clicking on the black box to calculate the entitlement. The total entitlement is then displayed in the green box in the top right hand side of the screen. Please note that the calculations will frequently produce totals with numbers after the decimal point. The final total in the green box will be rounded to ensure all leave is calculated in full hours. Please refer to the front sheet of the calculator to see the method that has been used. NB. Total leave is expressed in hours only. To convert to days divide by hours worked per day. If these vary it is important to retain the entitlement in hours only. In the above example, contracted daily hours are /7.5 = 14 days including Bank Holidays. 3 of 6

4 This form should be printed and kept in the employee s personal file to answer any queries that may arise later. To do this click on the print icon at the top of the screen. To return to the original menu, click the tab at the bottom of the screen. Calculating Leave for a Part Year. Click on the box entitled Calculate Leave for Less Than a Year. If an employee was employed by the trust after 1 April 2004 a different calculation needs to be undertaken. This will mean calculating the old rate of leave from their start date to 30 September 2004 and then implementing the Agenda for Change rates from 1 October Box 1 deals with the period prior to 30 September Enter the employee s start date by selecting the appropriate month from the drop down menu. (NB Only complete months are used in the annual leave calculation so if an employee joins the trust anywhere after the beginning of the month, their entitlement starts at the beginning of the next month.) 4 of 6

5 Complete the employee s entitlement using the look up table as detailed before and enter their contracted hours for the period. Click on the black button to calculate the entitlement. (See diagram below.) Go to Box 2 to calculate the entitlement for the remainder of the year. Select the date from the drop down list (whole months only) then input the entitlement and the contracted hours. Click on the black button to calculate the entitlement. The annual leave entitlement is then displayed as 2 totals which then need to be added together to give the total entitlement. Description Box 1 Box 2 Total (Box 1 + Box 2) in Hours Hours (Annual Leave) Hours Bank Holiday Total Hours Leave Entitlement 57* 44* 101* *NB The totals are rounded to remove the decimal places. This means that the employee has a leave entitlement of 101 hours. It is recommended that this sheet is then printed and stored in the employee s personal file for any future reference. From this position a new calculation can be undertaken or the main menu can be reinstated by either clicking Back to MENU in the green block or clicking on the Menu tab at the bottom of the screen. 5 of 6

6 If you experience any difficulty accessing this tool or you wish to have further guidance, please contact HR. 6 of 6