How would you calculate AL entitlement

[swissrollisntswiss]

For three months of this year I am working 80%, the rest of the year will be at 100%. I will work 5 days per week all year and do shorter days whilst working 80%.

Annual leave entitlement for a full time employee is 25 days. My company want to reduce my entitlement by 1.25 days. My point is that if I take a weeks holiday whilst on 80% then I still have to use 5 days annual leave. The company’s argument is that if I don’t use the annual leave accrued whilst working 80% on an 80% day then I will be getting extra leave. I do acknowledge this is also an issue.

Has anyone else been in this situation and what was the solution? I know it’s not a big difference either way but I may ask to extend the 80% for a few more months so it would become a bigger variance.

I'm with the comapny.
IMO you can take A/L outside the 80% and 100%

Calculation for the year is divided 25 by 12 = 2.8333 per month

The 2.8333 x 3 = 6.25

= 25 for the yea

6.25 days for 3 months minus 20% = 5 days -

= minus 1.25 days for the whole year

Therefore take as a block if allowed inside or outside the 80% working - company is correct

My workplace would calculate that in hours so you'd get less hours deducted per day when you work shorter days and then more when you work the longer days.

Bigger variances - just divided your 25 days for FT = divide by 12 - then take the percentages off for that month

Would it not make sense for your annual leave to be calculated in hours?

Our annual leave is counted in hours too, it makes it much easier.

As long as it's calculated in days then your entitlement to the number of days doesn't change.

One day is one day no matter if it's 3 hours or 8.

Your employer should try to calculate as hours as then when you are working 80% you will only take the hours you are off.

Most employers struggle with annual leave entitlements.

They need to calculate in hours. It's a simple calculation. Assuming a 7.5 hour normal working day:

25-1.25=23.75
23.75×7.5=178.125. So rounded up would be 179 hours.

So if you took leave in the 3 months you are working less hours, you would only deduct 6 hours from your leave total. If you were taking it in the rest of the year, you would deduct 7.5 hours.

Hours would be so much easier, I can’t see them changing though. Thanks for the calcs too. I’ll ask if we can recalculate at the end of the 80% period after we know how much AL I have taken in that time. I may take 3 days but I’m unlikely to take 5 as I need it for school holidays.

Yes - where I worked - soc services we had a 5 week time-sheet/flexi hours sheet - it was calculated by hours - therefore if I took half a day off as A/L = 3.5 hours and I could add flexi time as well to it to make it the whole day ie another 3.5 hours. Then on the 5 week time-sheet, you'd have total hours used for A/L and flexi and hours carrying over etc - there were limits on the hours you could take over or under - it looks complex but not once you get your head around it

I get that for be .95 FTE over the year - which is the 1.25 days on 25 days leave - what's happening with bank holidays?
So, AL needs reducing by the same amount, and then calculating in hours over the year.

@DistingusedSocialCommentator I previously worked somewhere with this system, I absolutely agree it’s a really good solution.

@SpringOfContentment I won’t get anything for bank holidays. I’m not in the UK so there is no entitlement (everyone loses out if Christmas falls on the weekend too!).

Hours is the only way for it to be fair to you and them imho

There are two methods I have used depending on your contract as follows:

1. Full time entitlement including BH in days x 7.5 hours = full time hours x 80% = part time entitlement / 365 x calendar days in period = entitlement for period.

• Repeat for 100% period
• Add the two together
• Deduct hours leave taken e.g. 5 days x 6 hours, including BH. Plus any BH in the rest of the year e.g. 7 BH x 7.5

2 Full time entitlement + BH falling in the period in days x 7.5 hours = full time hours x 80% etc.

• repeat for 100% period but exclude BH ( you will take these as they fall).
• Add the two together
• Deduct hours leave taken

You can then convert back to days by dividing by 7.5.

Hi everyone,
For those struggling with calculating their annual leave entitlement, I recommend trying annualleavecalculator.com. It's a free tool designed to help you work out your exact entitlement based on your working hours, start date, and other factors.
Whether you're calculating pro-rata leave, handling irregular hours, or just double-checking your calculations, it simplifies the process and ensures accuracy. I’ve found it really helpful for similar situations.
Hope this helps!