Access Care Rostering is a tool that can be utilized to administer holiday schemes and compute entitlement, accrual, and pay, adhering to the guidelines provided by the UK Government website.
The legal minimum holiday entitlement of 5.6 weeks is predicated on an employee’s five-day work week. This translates to 28 days of leave (20 days of vacation, in addition to eight public holidays), which corresponds to 12.07% of the total hours worked.
The formula to derive this percentage is as follows:
5.6 weeks, divided by 46.4 weeks (52 weeks - 5.6 weeks), multiplied by 100.
📌 Note: When you award an employee extra holiday, this figure is higher.
The calculation does not include the 5.6 weeks as the employee does not accrue leave during this period. For a more comprehensive explanation, please refer to the UK Government website.
If there are variations in your computations, you have the option to set up multiple schemes for different employees.
Your holiday scheme can be adjusted to calculate on a pro-rata basis, depending on the number of days an employee works. This allows you to apply the same 5.6-week scheme to employees who join during the holiday year.
Since the scheme factors in annual leave absence in its calculations, the holiday entitlement continues to accrue even when an employee is on annual leave.
Holiday scheme calculation formulas
There are various formulas for holiday scheme calculations, and these depend on the settings within the holiday scheme.
Field | Description |
Weeks | Number of weeks defined by the holiday scheme |
HP | Holiday period |
HYTD | Holiday year to date |
* | Multiply |
- | Minus |
+ | Plus |
/ | Divide |
Field | Description |
Functionality type: Standard V2 | Type: Actual |
Employee's accrued hours | (Reconciled visits duration in HYTD + Paid travel time in HYTD + Paid wait time in HYTD) * (weeks / 52 weeks) |
Employee's average daily hours | (Reconciled service duty duration in HP + Paid travel time in HP + Paid wait time in HP) / Days worked in HP |
Employee's average hourly pay rate | (Visit value in HP + Paid travel time value in HP + Paid wait time value in HP) / (Visit duration in HP + Paid travel time duration in HP + Paid wait time in HP) |
Functionality type: Standard V2 | Type: Fixed |
Employee's average hourly pay rate | (Visit value in HYTD + Paid travel time value in HYTD + Paid wait time value in HYTD) / (Visit duration in HYTD + Paid travel time duration in HYTD + Paid wait time duration in HYTD) |
Functionality type: Standard - Accrued days |
|
Employee's average hours pay rate | (Visit value in HP + Paid travel time value in HP + Paid wait time value in HP) / (Visit duration in HP + Paid travel time duration in HP + Paid wait time duration in HP) |
Employee hours per day - Actual |
|
Employee's average daily hours | (Visit duration in HP + Paid travel time duration in HP + Paid wait time duration in HP) / (Days worked in HP) |
Holiday details
When an employee’s holiday is booked through their individual record, the holiday details page displays computed data related to the employee’s vacation time. This information is refreshed each time the page is accessed and varies depending on the volume of work completed by the employee in the preceding 12-week period.
Field | Description |
Total Hours Worked | The total number of reconciled hours worked (including cancelled hours) within the holiday year. |
Accrued Hours | This shows 12.07% of the hours worked within the holiday year and shows the current accrued entitlement. |
Already Taken Hours | The total number of holiday hours already taken to the current date. |
Under/Over Hours | This shows a +/- calculation based on holiday accrued (accruable hours) and holiday taken (already taken hours). |
Accruable Hours | The number of accrued hours that could be earnt if the working pattern continues. |
Future Booked Hours | The number of accrued hours within the holiday year. |
Average Daily Hours | This shows the number of hours worked, on average, per day, across the previous 12 worked weeks. |
Average Hours Pay Rate | The average hourly rate, based on all paid work within the previous 12 worked weeks. |
Average Daily Pay Rate | The average daily pay rate, based on all paid work across the previous 12 worked weeks. |
Future Bookable Hours | The number of hours possible to accrue. This is based on the average number of hours per day, multiplied by the number of days left in the holiday year, minus the number of hours already taken, and any booked hours in the future. This leaves the number of bookable hours within the current holiday year. |
Days | The number of days booked. This is an optional setting within the holiday scheme settings. |
🤓Tip: For those located in Ireland, the computation of average hours and pay is conducted over a 13-week period. It’s important to remember that holiday time is not accumulated during periods of sickness or maternity leave. Accumulation of holiday time only occurs for reconciled visits or shifts.