WALSALL HEALTHCARE NHS TRUST. Document Title. Annual Leave Policy. Lead Author(s)

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1 Document Title Annual Leave Policy Document Description Document Type Policy Service Application Trust Wide Version 2.0 Sue Wakeman Human Resources Director of HR Lead Author(s) Change History Version Control Version Date Comments 1.0 February 2012 Integrated Policy for Walsall Healthcare NHS Trust 2.0 July 2014 Policy reviewed and amended to align with sickness absence policy 2.1 January 2015 Policy reviewed and amended Link with External Standards Key Dates DATE Ratification Date Trust Management Board - January 2015 Minute Number: 07/15 Review Date January 2018 Page 1 of 22

2 Executive Summary Sheet Document Title: Please tick ( ) as appropriate Annual Leave Policy This is a new document within the Trust This is a revised document within the Trust What is the purpose of this document? This document will provide a uniform and equitable approach to the calculation of annual leave and General Public Holiday entitlements under the arrangements defined in the Agenda for Change agreement. It is the Trust s priority to ensure that services to patients can be maintained at all times. In the event that any member of staff needs assistance with the application of this policy they can contact the Human Resources Department or a Trade Union Representative for advice and guidance. What key issues does this document explore? It sets out the process for annual leave and gives guidelines to managers of how annual leave should be managed. Who is this document aimed at? This document advises all managers within Walsall Healthcare NHS Trust. principles set out in this policy apply to all staff within the Trust. The What other policies, guidance and directives should this document be read in conjunction with? Special leave Sickness Absence Policy How and when will this document be reviewed? This policy will be subject to review every three years. This review will be undertaken by the Human Resources team. Circulated to the following for consultation: Staff Side Human Resources colleagues Senior Management Regional Union Officers Page 2 of 22

3 Document Index Pg No 1 Purpose and Scope 4 2 General Principles Entitlement Calculation of Reckonable Service Entitlement on Joining Annual Leave Entitlement and Rostered Overtime Holiday Entitlement on Changing Contracted Hours Entitlement for Employee s with Term-Time Only Contracts Holiday Entitlement Following Service Anniversary ( years) 2.8 Carryover of Leave Sickness Occurring During or After Annual Leave or General 7 Public Holidays 2.10 Annual Leave whilst on Maternity Leave Extended Period of Annual Leave Entitlement when Leaving Death During Service 9 3 General Public Holidays 9 4 Annual Leave Protection Under Agenda for Change 10 5 Block Leave 11 6 Human Resources Advice 11 7 Management Responsibility 11 8 Employee Responsibility 12 9 Monitor Review 13 Document Appendices 1 Annual leave entitlements table 14 2 General public holidays entitlement template 16 3 Recording leave entitlements template 18 4 Request form for block annual leave 19 5 Annual leave request form 20 6 Calculation for Whole Time Equivalent for Term Time Only Staff 21 Page 3 of 22

4 1 PURPOSE AND SCOPE WALSALL HEALTHCARE NHS TRUST The Trust in partnership with recognised Trade Union representatives are committed to providing a harmonised and equitable approach to the calculation of annual leave and General Public Holidays. This policy applies to all employees who will be employed under Agenda for Change terms and conditions. It is the Trust s priority to ensure that services to patients can be maintained at all times. Our Promises and Standards are an integral part of everything we do. As such, this procedure has been developed ensuring that it is aligned to and upholds our promises and standards. The Trust expects that our colleagues behaviour, with the implementation and application of this procedure, is in the spirit of our Promises and Standards. It is expected that a colleague s behaviour, e.g. how a colleague conducts them self, supports the organisational objectives. 2 GENERAL PRINCIPLES The annual leave year runs from 1 April until 31 March. 2.1 Entitlement Entitlement for complete years: The basic annual leave provisions under Agenda for Change are contained in the table below. ANNUAL LEAVE ENTITLEMENT Length of service On appointment After 5 years service After 10 years service Annual leave + General Public Holidays 27 days + 8 days 29 days + 8 days 33 days + 8 days The Trust Policy is to determine annual leave entitlement in hours for all Employee groups regardless of whether the employee is full-time, part time, term time or on annualised hours. The benefit for all Trust employees of calculating entitlement in hours is that this provides equity for all by giving employees an entitlement that reflects their annual contractual hours, regardless of working patterns. The calculation of annual leave entitlements for all employees is contained at Appendix 1. Hours have been rounded up or down to the nearest 0.5 decimal point (i.e. the nearest half hour). In addition to annual leave entitlement, employees are entitled to 8 paid General Public Holidays. In the case of all part time employees, this entitlement is calculated pro-rata to their contractual working hours. The calculation of this entitlement is always proportional to the number of basic contracted hours worked. Page 4 of 22

5 This ensures that all employees have a fair and equitable, static entitlement rather than eligibility based solely on the normal days of work. This calculation based on the number of basic weekly contracted hours removes any potential for inequity in the case of employees whose working days vary. Appendix 2 contains the General Public Holiday entitlement for a full leave year (which runs from April to March in accordance with the annual leave year). Further information on General Public Holidays is contained in section 3. To calculate an employee s total leave entitlement, inclusive of General Public Holidays, Appendix 1 and 2 should be added together. They are shown separately so that the composition of an employee s full entitlement is clear. It is expected that annual leave will normally be taken in periods of not less than half a day or half a shift, however managers may use their discretion to grant less than this. 2.2 Calculation of Reckonable Service All NHS employment will count as reckonable service when calculating annual leave entitlement. Where this is discontinuous this will be aggregated. The Trust has the discretion to take into account any period or periods of employment with employers outside of the NHS where these are judges to be relevant to NHS employment. Managers should contact their Human Resources Representative before authorisation. 2.3 Entitlement on Joining New employees will accrue annual leave plus General Public Holidays on commencement of employment with the Trust, on a pro-rata basis. Annual leave entitlements will not be carried forward from any other employer. Any existing holiday commitments made prior to joining the Trust will be honoured as far as possible, subject to operational commitments. If the holiday commitment is for longer than the individual s pro-rata entitlement for the year, unpaid leave may be granted at the discretion of the manager. This should be discussed either at the point of interview or at the point of offering the job. Entitlement in the first year is dependent on the number of full complete calendar months worked after the date of joining and before the end of the annual leave year. The Trust will allow employees who commence up to the 15 th calendar day in the month to receive the full annual leave entitlement in respect of that calendar month. Employees who join after the 15 th calendar day in the month will receive half the amount of leave entitlement for this month. Annual leave entitlement for part years can be calculated using Appendix 1 and 2 but this must be pro rata to the number of completed months worked in the annual leave year since joining. Annual leave is calculated based on 1/12 th for each complete calendar month (subject to the terms of the paragraph above). The General Public Holiday hour entitlement will be based on the number of General Public Holidays remaining in the current leave year from the date of joining. Page 5 of 22

6 Example: An employee works 25 hours per week, working 5 hours per day. Their joining date is 24 August and they are new to the NHS: Their annual leave entitlement inclusive of General Public Holidays for a full leave year is 175 hours, (135 hours annual leave plus 40 hours General Public Holidays per Appendix 1 & 2). As they started on 24 August, they are entitled to 7 whole months of annual leave from September March, i.e. 7/12 th of 135 hours (Appendix 1) which is: 135 hours entitlement X 7 months of the annual leave year to be worked 12 months = 79 hours annual leave entitlement General Public Holiday hours must be added to this. The total will vary depending upon where the General Public Holidays fall during the annual leave year. For the purposes of this example, assume that there are 4 General Public Holidays remaining in the leave year. 4 General Public Holidays x 5 hours per General Public Holidays = 20 hours. (Appendix 2) The total leave entitlement for the part leave year will be 79hrs +20hrs = 99 hours to be taken by the 31 March. 2.4 Annual Leave Entitlement and Rostered Overtime Employees will not accrue additional hours for rostered overtime due to being paid at overtime rate for the hours worked. 2.5 Holiday Entitlement on Changing Contracted Hours Where employees change their contracted hours, this will result in a re-calculation of their annual leave entitlement based on completed months on the new and the old contracted hours to give the full year entitlement. Where employees change their contracted hours part way through a month they should not lose entitlement. Therefore, in these cases the entitlement for the first month will be based on the basic weekly contracted hours that they predominantly work for that month. 2.6 Entitlement for Employee s with Term-Time Only Contracts As part of flexible working Walsall Healthcare NHS Trust encourages term-time only contracts. The salary for this type of contract is based on the number of weeks actually worked A pro-rata of the annual leave and general public holiday entitlement This salary will be made in 12 equal payments. Page 6 of 22

7 It is assumed to be allocated during the non-term time period. Exceptions to this need to be agreed with the line manager. The formula for calculating the leave and salary for term time is given at Appendix Holiday Entitlement Following Service Anniversary (5+ and 10+ years) Any increase in entitlement arising from an individual achieving the necessary service will be implemented on a pro-rata basis during the current holiday year, with only complete calendar months after the date, being counted at the higher rate. 2.8 Carryover of Leave The Trust expects that within the annual leave year employees should be provided with the opportunity to take all their annual leave. In exceptional circumstances one month prior to the end of the current annual leave year an employee may request to carry over up to one week of basic contracted hours to the following year. This will need to be taken within one month, with the agreement of the manager and confirmed in writing. 2.9 Sickness Occurring During or After Annual Leave or General Public Holidays If an employee falls sick whilst on annual leave, the Trust s Sickness Absence Policy should be applied. In accordance with Agenda for Change Terms and Conditions, employees will not be entitled to an additional day off if they are sick on a General Public Holiday that they would otherwise have been required to work as part of their basic week. However, they will be paid in accordance with their sick pay benefits. However, employees calling in sick whilst on annual leave will be required to produce a Doctor s Statement of Fitness for Work to demonstrate that they are unfit to attend work. With reference to the Sickness Absence Policy section 12, whilst on sick leave employees will continue to accrue their annual leave entitlement. When an employee s period of sickness absence spans across two annual leave years, the statutory annual leave entitlement may be carried over into the following year. If the employee leaves for reasons of ill-health retirement, dismissal or resignation, they will be entitled to be paid in lieu for their statutory annual leave entitlement. For further information please refer to the Sickness Absence Policy. There may be occasions where an employee has pre-booked annual leave prior to taking sick leave or alternatively requests annual leave whilst on paid/unpaid sick leave. Where an employee requests annual leave or continues with pre-booked holiday arrangements, s/he will have their annual leave deducted accordingly, and employees will be paid in accordance with their annual leave entitlement not their current sick pay situation. Should their Statement of Fitness for Work extend beyond the period of the holiday, they will go back onto sick leave on their return from pre-booked annual leave Annual Leave whilst on Maternity Leave With reference to the Maternity Leave Policy 11.4 employees will continue to accrue annual leave whilst on paid and unpaid maternity leave, based on their working hours prior to commencement of that leave. Page 7 of 22

8 Employees may take annual leave, with the agreement of their manager, immediately prior to the commencement of their Ordinary Maternity Leave period. However, they will still need a medical certificate stating their fitness to work if the annual leave extends beyond the 36 th week. Alternatively annual leave may be taken at the end of the Ordinary Maternity Leave period but not if this is to be followed by a period of unpaid Additional Maternity Leave. Annual leave can be taken at the end of the Additional Maternity Leave period. A maximum of one week s annual leave may be carried over to the following annual leave year, to be taken within three months with the agreement of the manager if employees have been prevented from taking their full leave entitlement because of service needs Extended Period of Annual Leave There are occasions when an employee may wish to or need to take extended periods of annual leave. Such requests should not be unreasonably refused by the manager. However, the manager should seek to ensure the individual has regular planned annual leave/time out throughout the rest of the annual leave year. The manager and the individual must ensure that the individual does not get over tired whilst saving up their leave entitlement. This may mean that there is an agreement that the individual will take part of the extended leave as unpaid leave. Any such agreement will depend upon on the individual and their circumstances Entitlement on Leaving In the event individuals cannot use up their leave entitlement prior to leaving employment, any outstanding leave will be paid in their final salary payment. This will be calculated on the same principle as when they join i.e. they must leave on or after the 15 th day of the calendar month to accrue annual leave for that month. For the purpose of pension arrangements/contributions, the amount to be paid will be calculated by dividing the number of hours leave left untaken by the employee s normal daily working hours, rounded to the nearest half day. In the event of an individual having overtaken their leave entitlement prior to leaving, the overtaken amount will be deducted from their final salary. The amount to be deducted will be calculated on the same basis as for payment of undertaken annual leave. Where an employee takes up and transfers to a post within another department within the Trust, the individual should make every effort to take the annual leave accrued up until the period they transfer from their existing post. Where an individual has pre-booked leave or where it is impossible to take their leave within the timescale, the new departmental manager should make every effort to accommodate the carry over of leave for this individual. The managers of the departments should come to a mutual agreement on who will bear the cost of the leave entitlement. Page 8 of 22

9 2.13 Death During Service WALSALL HEALTHCARE NHS TRUST Where an employee dies in service, an allowance equivalent to the balance of the annual leave entitlement on the date of death, calculated on a proportionate basis shall be paid to the employee s representative. No deduction from the final salary payment should be made in respect of annual leave taken in excess of entitlement on the date of death. 3 GENERAL PUBLIC HOLIDAYS A General Public Holiday shall be defined as a period of normal duty that starts within the period of 24 hours from midnight to midnight. For Example: Christmas day begins on 25 December at 00:00 hours and ends on 25 December at 23:59 hours. Employees will be entitled to all paid General Public Holidays in the leave Year. All part time employees are entitled to General Public Holidays pro rata to the full time allowance. The 8 General Public Holidays in the year are: New Year s Day Good Friday Easter Monday May Day Spring General Public Holiday August General Public Holiday Christmas Day Boxing Day Where bank holidays (ie Easter) fall in the same leave year there will be no detriment. Special rules apply when Christmas and New Year fall on weekends. Employees are entitled to the above 8 paid General Public Holidays in the leave year. In the case of part time employees, this will be a proportionate number of General Public Holiday hours based on their basic weekly contracted hours. Appendix 2 identifies the actual hours entitlement pro rata per General Public Holiday day and the number of hours for the total leave year. The total leave entitlement is calculated by adding their annual leave entitlement as per Appendix 1 to the General Public Holiday hour s entitlement in Appendix 2. On each and every occasion an employee takes paid time off on a General Public Holiday as part of their basic week, the appropriate deduction of their normal basic working hours for that day will be made from their overall entitlement (i.e. Appendix 1 & 2 combined). Where operationally possible and subject to mutual agreement, employees may change their days of working during a General Public Holiday week and therefore retain their leave entitlement in respect of the General Public Holiday. This can then be taken as time off at another time. Page 9 of 22

10 Example A: An employee is not required to work on May Day Holiday. Their normal contracted hours of work are 18 hours per week, working 6.0 hours per day. They would normally work 6 hours on a Monday and they have less than 5 years service. So, using the above principle, 6 hours will be deducted from their total entitlement of 126 hours (Appendix 1 & 2) Appendix 3 shows an example of how to record this information. Example B: An employee works 30 hours per week, working 7.5 hours per day. They would normally work 7.5 hours on a Monday and have over 10 years service. They are required to work on May Day Holiday so their leave entitlement remains intact, as this day has not been taken off as leave. However, they are not required to work on August General Public Holiday so 7.5 hours will be deducted from their total leave entitlement. There will be some years when more (or less) than 8 General Public Holidays fall within the leave year simply because General Public Holidays follow the calendar year and the Easter Public Holidays can fall in March or April. When this situation arises the appropriate hours adjustment i.e. plus or minus, will need to be made using the final column of Appendix 2. In some circumstances employees may be rostered to work more hours than their average day, causing them to have a shortfall of General Public Holiday entitlement. They will be required to use hours from their annual leave to make up the difference, however, managers may be flexible in their approach to resolve the shortfall and wherever possible individuals should have the option to work back the extra hours at another time, provided this is in accordance with operational need. Line managers have the final decision. Employees who are required to work on a general public holiday are entitled to equivalent time to be taken off in lieu at plain time rates in addition to the appropriate payment for the duties undertaken. However, employees are not entitled to accrue more than the upper limit of 60 hours of bank holiday. If a public holiday falls within a period of annual leave then the day will count as a public holiday, not as annual leave. Employees on maternity leave will be entitled to General Public Holidays that fall in the first 14 weeks of their leave. However, these days are unpaid and can be taken at the end of their maternity leave period. 4 ANNUAL LEAVE PROTECTION UNDER AGENDA FOR CHANGE Any employee whose leave (and General Public Holiday) entitlement is reduced under Agenda for Change will have their existing entitlement protected for five years from their date of assimilation into the new system. Please note protection of General Public Holidays is on the basis of a maximum of 8 General Public Holidays. This does not apply to new starters recruited under Agenda for Change Terms and Conditions. Page 10 of 22

11 5 BLOCK LEAVE Block leave of more than 3 weeks consecutive leave requires a minimum of 8 weeks notice to allow the Trust to plan for the extended absence. Employees requesting block leave should complete and submit Appendix 4 to their Line Manager. 6 HUMAN RESOURCES ADVICE Human Resources advice may be sought when: Sickness occurs during annual leave A change of circumstance is to be made to the employee s contract e.g. where the individual has changed their contracted hours of work. 7 MANAGEMENT RESPONSIBILITY Employees should not normally attempt to use all their annual leave entitlement at the beginning of the year or all at once. It is best practice that managers should try and ensure that employees spread their leave evenly throughout the year in order that annual leave provides for rest and recuperation. For block holidays it is important that other options are taken into consideration, i.e. unpaid leave or a combination of paid and unpaid leave especially where a block of leave falls early in the annual leave year to ensure that the individual reserves enough combined annual leave and GPH entitlement to cover General Public Holidays. It is the responsibility of management to be aware of when protection entitlements cease for employees within the department. To ensure that services to patients can be maintained the Trust encourages employees to provide as much notice as possible to take leave, however 4 weeks notice is required as a minimum. The 4 weeks notice may be waived and local procedures for booking leave may be implemented at the manager s discretion. A manager may refuse a request for annual leave if the needs of the service will be adversely affected should the employee take annual leave at that time. Applications for Annual Leave of less than 5 days must be submitted to the appropriate Line Manager at least 10 days before the required date(s). All Annual Leave applications must be signed off, using the attached form (Appendix 5) and approved by the relevant manager who should respond to the individual requesting the leave in a timely and appropriate manner and then be recorded appropriately. Alternatively you should follow local procedures. It is the responsibility of each manager to make appropriate annual leave arrangements for their area of responsibility. The arrangements should be clearly communicated to all employees. In exceptional circumstances, employees can request annual leave in advance up to a maximum of 18 months from the date of the request. Examples include; getting married, special holidays and anniversaries. Page 11 of 22

12 Christmas, New Year, Easter and other peak times that are specific to the area in which an individual works, will not necessarily be on a first come, first served basis but will be authorised and signed off fairly and consistently taking into consideration previous peak time annual leave authorisations. A fair and consistent approach should be taken when approving leave and this needs to be in accordance with service demands. Where local procedures for requesting leave are in place, managers need to ensure that they clearly communicate this to their employees, especially to new employees. In the event individuals cannot use up their leave entitlement prior to leaving employment any outstanding leave will be paid in their final salary payment. For the purpose of pension arrangements/contributions, outstanding leave will be calculated and paid to the nearest half day (the average day based on contracted hours per week). Line Manager s should familiarise themselves with Walsall Healthcare NHS Trust s Annual Leave Policy. 8 EMPLOYEE RESPONSIBILITY Employees should be encouraged to avoid taking annual leave where local service demands are likely to be at their peak. Employees may only take annual leave when they have been given prior permission to do so. Employees should only confirm Holiday booking arrangements e.g. pay deposits to secure holiday bookings, once their annual leave request has been authorised by their manager. Leave that is taken that has not been sanctioned in advance will normally be treated as unpaid unauthorised absence and could lead to disciplinary action. All Annual Leave applications must be signed off, using the attached form (Appendices 3 and 5) and approved by the relevant manager. To ensure that services to patients can be maintained, employees are encouraged to provide as much notice as possible to take leave, however 4 week s notice is required as a minimum. The 4 weeks notice may be waived and local procedures for booking leave may be implemented at the manager s discretion. A manager may refuse a request for annual leave if the needs of the service will be adversely affected should the employee take annual leave at that time. Applications for Annual Leave of less than 5 calendar days must be submitted to the appropriate Line Manager at least 10 days before the required date(s). When an employee is requesting to take more than 3 consecutive weeks leave, a minimum of 8 weeks notice is required. Employees are required to complete and submit the attached form (Appendix 4) to their line manager who will consider their request, taking into consideration the needs of the service before this leave can be authorised. In order to avoid any disruption to the service, employees are responsible for ensuring that they are able to return to work at the specified time following leave. Employees should, therefore, organise any return journey to allow some margin for possible delay. Page 12 of 22

13 Employees returning late will normally have to count the excess time taken against their remaining holiday entitlement or take the time as unpaid leave. In the event that employees are delayed in returning to their rostered shift i.e. the agreed return date, employees should contact their Manager/Department to inform them, as soon as it is known that they are likely to be late. Employees are not allowed to exceed their annual leave entitlement. Employees may request a period of unpaid leave by submitting the relevant form from the Special Leave Policy to their line manager. Whilst on unpaid leave there is no entitlement for employees to accrue annual leave. Employees should not normally attempt to use all their annual leave entitlement at the beginning of the year or all at once. The purpose of annual leave is for rest and recuperation. Therefore annual leave should be spread evenly throughout the annual leave year where possible. Employees should endeavour to take into account their colleagues within the department when considering booking annual leave. Christmas, New Year, Easter and other peak times will not necessarily be on a first come, first served basis but will be authorised and signed off fairly and consistently taking into consideration previous peak time annual leave authorisations. Employees should retain an up to date and accurate record of leave taken so that they are aware of how much leave is remaining in the current year and should also familiarise themselves with Walsall Healthcare NHS Trust s policy. 9 MONITOR Monitoring Process Who Standards Monitored When How Presented to Monitored by Completion/Exception reported to Requirements HR Department. That the Policy is applied consistently across the Trust by managers to avoid any grievance claims or Employment Tribunals. Continuously. Exception reporting via HR Management and Staff Side Representatives through the HR Policy Sub Group. HR Policy Sub Group. Director of Human Resources and the Head of HR Operations. Any actions are noted in the Action Log of the HR Policy Group Meetings. If the Policy needs to be revised the HR Policy Sub Group will undertake a review and submit a revised version to TMB for ratification. 10 REVIEW This policy will be reviewed by the Human Resources Department in partnership with the Trust s recognised Trade Unions This policy will be reviewed again in three years. Page 13 of 22

14 Appendix 1 Annual Leave Entitlement for Complete Years (exclusive of GPHs) Weekly Basic Contracted Hours On Appointment After 5 Years After 10 Years 27 DAYS 29 DAYS 33 DAYS Hours Equivalent Page 14 of 22

15 Weekly Basic Contracted Hours WALSALL HEALTHCARE NHS TRUST Appendix 1 Continued On Appointment After 5 Years After 10 Years 27 DAYS 29 DAYS 33 DAYS Hours Equivalent Formula is: Weekly Contracted Hrs X No. of Days Entitlement 5 Page 15 of 22

16 Appendix 2 Weekly Basic Contracted Hours General Public Holiday Entitlement Hourly Entitlement for Full Leave Year (8 GPH) Hourly Entitlement On Each GPH as it Occurs Page 16 of 22

17 Appendix 2 Continued Weekly Basic Contracted Hours Hourly Entitlement For Full Leave Year (8 GPH) Hourly Entitlement on Each GPH as it Occurs Page 17 of 22

18 Appendix 3 Individual Record of Annual Leave Entitlement Name: Aneeda Holiday Job Title: Clerical Officer Department: A&E Leave Year: Apr 05-Mar 06 Contracted Hours Per Week: 25 Years In Service: 5 Years 3 Months Annual Leave Entitlement: General Public Holiday Entitlement: Total Entitlement: 145 Hours 40 Hours 185 Hours Date From Date To Return to Work Date No of Shifts/ Days No of Hrs Managers Authorisation Signature Date Authoris ed Balance of Leave Left to Take in Hours 02/05/05 02/05/05 03/05/ /05/05 20/05/05 22/05/ /06/05 22/06/05 24/05/ Cover arranged Page 18 of 22

19 Appendix 4 REQUEST FOR BLOCK ANNUAL LEAVE I wish to apply for more than 3 consecutive weeks leave: from to returning to work on Signed: Name: (in block capitals) Department: Date of request: TO BE COMPLETED BY THE MANAGER The request is *approved/not approved. (*Please delete where applicable) Reason leave not approved: Signed: Department: Date: Page 19 of 22

20 Appendix 5 ANNUAL LEAVE REQUEST FORM I wish to apply for Annual Leave commencing: from to returning to work on Number of hours required: Date of request: (annual leave must be booked in multiples of half hours) Balance of hours since last authorised leave remaining: New balance of annual leave hours remaining for current financial year: Signed: Name: (in block capitals) Department: TO BE COMPLETED BY THE MANAGER The Annual Leave request is *approved/not approved. (*Please delete where applicable) Reason Annual Leave not approved: Signed: Department: Date: Page 20 of 22

21 APPENDIX 6 CALCULATION OF WHOLE TIME EQUIVALENT (WTE) FOR TERM TIME ONLY STAFF 1 ANNUAL WEEKS WORKED For staff on Agenda for Change Terms and Conditions of employment and who work TERM TIME ONLY (TTO), a normal working week is Monday to Friday, for 37½ hours per work, working 7½ hours per day, pro-rata if hours of work are less than 37½ hours per week. TTO staff are contracted to work 38 weeks and 4 days per annum, which includes any Teacher Training Days. As May Day falls in the school term, this is added to the actual weeks worked = 39 weeks out of 52 weeks per year, but the day is taken off as it falls during the school term. There are 13 weeks of School holidays (including 7 General Public Holidays) where staff are not required to work: Holiday February Easter May End July-August October December-January TOTAL Duration 1 week 2 weeks (including 2 General Public Holiday) 1 week (including 1 General Public Holiday) 6 weeks (including 1 General Public Holiday) 1 week 2 weeks (including 3 General Public Holiday) 13 weeks 2 TEACHER TRAINING DAYS Teacher Training days are for education staff only. Each school will set its own Teacher Training days, which is normally between 5 and 6 per year and can, vary from one year to the next. Walsall Healthcare NHS Trust s staff s prime role is normally within the School. Therefore, as a result of Teacher Training days Walsall Healthcare NHS Trust staff are unable to work within the School as normal. In these circumstances, staff should continue to provide work on these days as agreed with their manager, which may require, either helping out in another area where schools are open (doing the same role) or working from a clinic/health centre. 3 CALCULATION OF ANNUAL LEAVE Annual leave is calculated on a pro-rata basis because staff are only contracted to work 39 weeks out of a total of 52 weeks in one year. Page 21 of 22

22 A full years annual leave entitlement for a normal working year of 52 weeks is based on length of NHS service ie: 27 days per annum on entry (ie 5.4 wks) 29 days per annum after 5 years continuous service (ie 5.8 wks) 33 days per annum after 10 years continuous service (ie 6.6 wks) The calculation of pro-rata annual leave entitlement for each of the above categories of staff is as follows: W x Y = Z X W = number or weeks worked per year by term time only staff X = weeks per year minus leave entitlement for full time staff ie weeks available for work Y = annual leave entitlement for full time staff Z = actual annual leave entitlement for term time only staff Annual leave for staff with less than 5 years NHS service (0-5): 39 x 27 = 22.5 days 46.6 Contractual pay = 39 wks wks = 43.5 weeks pay spread over 12 monthly payments. Annual leave for staff with less than 10 years NHS service but more than 5 years: 39 x 29 = 24.5 days 46.2 Contractual pay = 39 wks wks = 43.9 weeks pay spread over 12 monthly payments. Annual leave for staff with more than 10 years NHS service (10+): 39 x 33 = 28 days 45.5 Contractual pay = 39 wks wks = 44.6 weeks pay spread over 12 monthly payments. Page 22 of 22

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