Calculating annual leave with compressed hours!?!

[Planeflames]

Right, I’m not sure why my brain isn’t working as I’m getting different figures than my work - so wanted some help! They’ve been shit during mat leave so I’m not going to just trust their numbers this time!

I work a 37.5 hour work week compressed into 4 days (I no longer work Mondays). I get 25 days annual leave plus bank holidays = 247.5 hours leave inc bank holidays for a calendar year.

for ease I have then put this back into days which comes to 33days.

In 2024 there are 3 bank holidays not on a Monday, which then need to come off this total - leaving 30 days total.

Is that right? Can someone advise as maths has never been my strong point and I’m getting stressed about it all

When I say paper system, I mean not the computerised system everyone else uses. I do mine on a spreadsheet. I agree an actual paper system doesn't work for Wfh.

@helpfulperson I would still need to use the system to some degree as they can’t have 22,000 using an online system and one person just left off it. Although I will suggest it and hope as I could probably get away with far more that way

It would be 26.5 as a minimum and say a Wednesday might be worth 8hrs and a Thursday might be worth 10 hours.

First of all your calculation may vary each year depending on where the bank holidays are and when your leave year starts, Ie 24/25 there are 7 bank holidays as Good Friday is in March.

You shouldn't loose entitlement if it coincides with your non working day.

I would advise that for an 8 bank holiday year, yours should be 25+8=33 days x 7.5. = 247.5. Divide 247.5 by 9.375=26.4 days.

Frankly it should be done by hours against your working day

@Planeflames you have to work your leave out in hours.

25 days + 8 BH = 33 days x 7.5 hours = 247.5 hours.

As your daily hours vary you need to complete the following with actual hours:
NYD (Mon) = 0 hours
GF (Fri) = ? hours
EM (Mon) = 0 hours
MD (Mon) = 0 hours
SBH (Mon) = 0 hours
ABH (Mon) = 0 hours
XD (Wed) = 8 hours
BD (Thur) = ? hours
Total =

Deduct the total from 247.5 hours. This is your net entitlement.

Each day you take leave deduct the number of hours you are contracted to work and be paid for.

Note:

• you need to redo the calculation each year because NYD, XD and BD change which day of the week they fall on.
• because Monday is your NWD you get more hours to take on days you choose.

Sadly due to archaic approaches to pay and flexible working it is not unusual for HR/payroll systems not be able to calculate leave in hours. It can be changed by reconfiguring the system but sometimes it’s more cost effective to do it manually.

So out of 22,000 people using the system you are the only one who works compressed hours?

Surely the system works for other people who don't work a 5 day week?

This means a separate record of your own. Why would you only do your best to keep an accurate record if you will be watched by someone else.

Presume you are joking

Just do your best with what you have and be ready to justify what you've done. What more can you do?

If 37.5 hours is full time you get your full time entitlement inclusive of BHs . If you worked standard , 7.5 hour days you would deduct 7.5 hours from your total for each days leave taken . As you work longer days you will need to deduct your numbers of day hours from your total for each day of leave taken. If you take a weeks leave its 37.5 hours . The fact you dont work Mondays is irrelevant, it's a non working day as weekends are , for many jobs . If a BH falls on your working day and you take the day off you need to deduct this from your total allowance.

I did exactly this. FT compressed into 4 working days .

If you are NHS? your online roster system should show your entitlement and update as you book / take your annual leave.

I assume they think you work 4 days rather than 5 compressed into 4.

The 3 Bank Holidays that aren’t on a Monday don’t get taken away from you.

You have 25 days leave and 8 bank holidays.
It is not legal to treat people differently due to working patterns.

(businesses do not have to grant bank holidays as additional time off but they must treat all employees equally - your has bank holidays and annual leave so you must have the total allowance)

As your compressed week working day is longer than standard length days

Standard day 37.5 / 5 = 7.5 hours
Compressed week day 37.5 / 4 =9.375 hours
(a day and a quarter)

This means whenever you have a day off whether it’s leave or bank holiday you will need to take 9.375 from your allowances

Can the leave system count 0.5 of a day? (Which it should to allow for an afternoon off)

In which case can it also count 0.25 of a day?
(In which case yours can be deducted in ‘days’)

Do bank holidays get added to the systems allowance and deducted when taken?
If both, and as a single total then take 1.25 days at a time
If both and as separate allowances then take 1 bank holiday and 0.25 leave
If bank holidays aren’t recorded then take 0.25 leave - but if the system is used to track you then it won’t be clear that you are taking Bank holiday Monday on a Tuesday etc —— which you are entitled to as a compressed hours worker

What do you record when you take a week off? It should be 5 days, if it’s 4 days then in theory you could have your bank holidays & leave counted on that basis to take them, but if you take a whole day allowance for your longer compressed day then you would be benefiting from a discrimination against standard week employees

Ok, I do this as part of my job.

You get 0.8 x the full allocation of 33 days, but you are obligated to take bank holidays that fall on your normal working days out of this. So….

33x0.8 = 26.4 (this should be rounded to 26.5). Three of those days will be bank holidays leaving you with 23.5 days of annual leave

I get 21.12 days!!!
No of hours per normal day x number of days leave (inc Bank hols)
7.5 x 33 = 247.5 hours entitlement for a 5 day week.
x 80% as you only attend on 80% days = 198 hours
divide by 9.375 (number of hours in your normal working day) = 21.12 days.

If you ignored the bank holidays, you’d be entitled to 20 days x 7.5 hours = 150 hours divided by 9.375 = 16 days.

You think you should get 30 days leave but as your working day is 9.375 hours that would equate to 281.25 hours which equates to 37.5 days over a 5 day working week when others working a 5 day week would only get 247.5 hours AL

@Soontobe60 That's not correct. She's working full-time hours, albeit compressed into 4 days, so she has the same entitlement to 247.5 hours of leave as any other full-time worker.

You can't reduce her entitlement to 80% just because she's working a 4-day week.

I work 30 hours so need to take annual leave in hours. As others have said I put my annual leave allowance and bank holiday allowance together (based on my 30 hours). I then take my bank holidays as leave when they fall on a working day. I don’t get the bank holiday leave taken off me if it falls on a non-working day, I can just use that additional leave allowance when needed (if I have any bank holiday allowance left).

I also do this as part of my job and agree with this. You get 80% because you work 80% of five days. You only take four days off to get a full week off and if you take one day off you're paid for 9.38 hours rather than the 7.5 hours for a full time worker on a standard pattern.

For all those doing it in days not hours, the op works 10 hours on a Tuesday and 8 hours on a Wed. You cannot accurately work out her leave unless you use hours.

God knows where I got that from!

It isn't as simple as that though as she works variable hours - that's why her leave has to be calculated in hours not days.

OP are you the only person that works compressed hours, or part time, or not five days a week - because part timers will also need their leave calculating in hours unless they all work the same hours Monday to Friday.

Ah yes, you’re right. I had missed that she worked variable hours. Strictly it should be worked out as 247.5 hours with the hours to be booked as 10 hours on days when you work 10 hours days and 8 on 8 hour days etc. Bank holidays on normal working days would need to come out of this and would count as the number of hours normally worked.

Calculating in days is fine even for part timers as long as they work the same number or hours each day they work. It’s the different day lengths that is the issue rather than the number of days.

Calculating in days is fine even for part timers as long as they work the same number or hours each day they work. It’s the different day lengths that is the issue rather than the number of days.

Exactly and it's hard to believe if there are that many employees that at least some work different hours each day and therefore are currently not being given the correct leave.