Holiday entitlement for part-time employee with varied workdays per week

[Jimmy_Spoons]

Hey all. I'm trying to work out holiday entitlement for our first employee who is part time. There are many online calculators but they're based on same days each week. Our employee works 3 days for 3 weeks and 4 days for 1 week each month.

I need to work out what their annual entitlement is but also what they have accrued to date as they want to book time off.

We have allocated them 25 days per year plus stats. They started on June 17th this year.

Could anyone help please? Thanks so much.

 

[BubbaWY]

Building up holiday - Irregular hours and part-year workers - Acas

What irregular hours workers and part-year workers are and how they accrue holiday.

www.acas.org.uk

 

[Newchodge]

Building up holiday - Irregular hours and part-year workers - Acas

What irregular hours workers and part-year workers are and how they accrue holiday.

www.acas.org.uk

That is useful guidance but the OP's employee is not covered by it as they work a defined number of hours.

They work 13 hours in 4 weeks or 3.25 hours on average each week. (assuming by monthly the OP means every 28 days).

They are entitlerd to 6,6 weeks in total, or 21.45 hours.

 

[Jimmy_Spoons]

That is useful guidance but the OP's employee is not covered by it as they work a defined number of hours.

They work 13 hours in 4 weeks or 3.25 hours on average each week. (assuming by monthly the OP means every 28 days).

They are entitlerd to 6,6 weeks in total, or 21.45 hours.

Sorry, I feel wasn't clear. The employee works 3 days of 8 hrs per day for 3 weeks a month, then one of the weeks they work 4 days of 8 hrs. So 104hrs a month.

 

[Newchodge]

Sorry, I feel wasn't clear. The employee works 3 days of 8 hrs per day for 3 weeks a month, then one of the weeks they work 4 days of 8 hrs. So 104hrs a month.

Then calculate their average weekly hours and multiply by 6.6 to get their annual entitlement.

 

[Jimmy_Spoons]

Then calculate their average weekly hours and multiply by 6.6 to get their annual entitlement.

Thank you.

So 104hrs per month, 26hrs per week. Multiplied by 6.6 = 171.6. So to work out how many days to give is it then divided by 8 (8hrs per day)?

 

[Newchodge]

Thank you.

So 104hrs per month, 26hrs per week. Multiplied by 6.6 = 171.6. So to work out how many days to give is it then divided by 8 (8hrs per day)?

Actually, I am wrong. 25 days plus stats is only 6.6 weeks for a 5 day/week worker. What, exactly does their leave entitlement say?

 

[Jimmy_Spoons]

Their leave entitlement says 25 plus stats prorata. It was set before we agreed number of days. Now I need to confirm for definite. Number of days they are entitled to and number of days accrued so far since June 17th.

 

[Jimmy_Spoons]

I try and avoid ChatGPT (or AI in general as I work in the creative sector) for ethical reasons, but this one has been a real struggle (with it not being the same days each week), so I caved in. This is what it said - I can't see a reason why this doesn't work:

To calculate the holiday entitlement for a part-time employee with a variable working pattern, we need to:

1. Determine the average number of days worked per week.
2. Calculate the pro-rata holiday entitlement based on their part-time hours relative to a full-time equivalent.

Step-by-Step Calculation​

1. Average Weekly Working Days​

The employee works:

• 3 days per week for 3 weeks
• 4 days per week for 1 week

Average days worked per week:

(3×3)+44=9+44=3.25 days per week4(3×3)+4=49+4=3.25 days per week

2. Full-Time Equivalent (FTE) Holiday Entitlement​

A full-time employee is entitled to 25 days of holiday plus 8 statutory days, totaling 33 days.

3. Pro-Rata Holiday Entitlement for Part-Time Employee​

Now, we calculate the part-time entitlement by multiplying the FTE entitlement by the average weekly working days:

Part-time entitlement=33×3.255=21.45 daysPart-time entitlement=33×53.25=21.45 days
So, this employee is entitled to approximately 21.45 days of holiday, which you may round according to company policy (often to the nearest half day or whole day).

 

[Jimmy_Spoons]

And this for the year so far:

To calculate the accrued holiday without statutory days, we’ll first remove the 8 statutory days from the annual entitlement and then pro-rate the remaining days.

1. Non-statutory holiday entitlement:
   21.5 days−8 statutory days=13.5 discretionary days21.5 days−8 statutory days=13.5 discretionary days
2. Accrued non-statutory holiday for 20 weeks:
   Accrued discretionary holiday=13.5×2052=5.19 daysAccrued discretionary holiday=13.5×5220=5.19 days

Rounding to the nearest half day, the employee has accrued approximately 5.0 days of discretionary holiday from June 17th to November 7th.

 

[Newchodge]

Their leave entitlement says 25 plus stats prorata.

Ok. Pro rata to what? I thought you said this was the only employee?

 

[Newchodge]

And this for the year so far:

To calculate the accrued holiday without statutory days, we’ll first remove the 8 statutory days from the annual entitlement and then pro-rate the remaining days.

1. Non-statutory holiday entitlement:
   21.5 days−8 statutory days=13.5 discretionary days21.5 days−8 statutory days=13.5 discretionary days
2. Accrued non-statutory holiday for 20 weeks:
   Accrued discretionary holiday=13.5×2052=5.19 daysAccrued discretionary holiday=13.5×5220=5.19 days

Rounding to the nearest half day, the employee has accrued approximately 5.0 days of discretionary holiday from June 17th to November 7th.

GIGO.