General Principles when Calculating Annual Leave

Annual Leave Calculator

All the examples below use National pay zones

Standard Days for calculation purposes are:

National - 7 hours 24 minutes (7.4)

London - 7 hours 12 minutes (7.2)/ 7 hours 24 minutes (7.4)

Standard Weeks for calculation purposes are:

National - 37 hours

London – 36/ 37 hours

General Principles when Calculating Annual Leave

Calculations are to 2 decimal places not rounded up or down until the end of the

calculation.

If you are using a calculator you will need to re input the figures to two decimal

places at each stage of the calculation. Please note, this rule does not apply when

calculating annual leave for part time part year employees (non transitional year).

The additional day in a leap year is excluded from calculations

All calculations are capped to the full time allowances

You may only benefit from rounding up days once in each leave year

Calculation Forms

The most regularly used calculations are available as forms with examples in

Tools/Calculations to make it easier to calculate changes in Annual Leave. Use of these

forms is not mandatory. Any calculations should be kept with the DWPAL1 for 18 months

Calculating Increases in Annual Leave

Calculating how to Pro-Rata Leave Anticipated from Next Year

Calculating Annual Leave for Temporary Workers

Calculating a Permanent Change in Working Pattern/Hours

Calculating a Temporary Change in Working Hours

Calculating a Compressed Hours Contract

Calculating a Permanent Change in Grade

Calculating a Change in Annual Leave Entitlement due to a move to a lower Grade

Calculating Leave for Transfers and Re-instatements and new entrants

Calculating Leave for Those Leaving the Department (incl. resignation, end of

contract, medical grounds/death/dismissal)

Calculating how to Pro-Rata untaken Annual Leave to carry forward into the next

year

Calculating a Deduction from Annual Leave Entitlement due to a period of Non-

Reckonable Service

Calculating Leave for Part Year Employees

Calculating Leave for Part time Employees

Calculating Hours into Days for Part Time Employees

Calculating Increases in Annual Leave

Example 1: Full time

Step 1

Count the number of days from leave year start date to the day immediately before the

change

Multiply by the current full time leave allowance (23.5/26.5 days)

Divide by 365 (A)

Step 2

Count the number of days from the date of change to the end of the leave year

Multiply by the new full time leave allowance (26.5/31.5 days)

Divide by 365 (B)

Step 3

Add A and B and round up to the nearest full day. This is the annual leave allowance

for the transitional leave year.

Annual leave year 1 October to 30 September

1 October to 30 April 212 days at 23.5 days leave per year

1 May to 30 September 153 days at 26.5 days leave per year

Step 1

212 x 23.5

365

= 13.64 days (A)

Step2

153 x 26.5

365

= 11.10 days (B)

Step 3

13.64 + 11.10 =

24.74 days

Round up to nearest full day (round down if this exceeds the annual full time allowance)

Entitlement is 25 days from 1 October to 30 September

Example 2: Part time worker (25 hours per week)

Step 1

• Count the number of days from leave year start date to the day immediately before the

change

• Multiply by the current full time leave year allowance (23.5/26.5 days)

• Divide by 365 (A)

Step 2

• Count the number of days from the date of change to the end of the leave year

• Multiply by the new leave allowance (26.5/31.5 days)

• Divide by 365(B)

Part 3

• Add A + B together and round up to the nearest day

• Multiply the annual leave allowance for the transitional year by the weekly part time hours

worked

• Multiply by the standard working day

• Divide by the standard working week

This is the annual leave allowance in hours for the transitional year

Annual Leave year 1 October to 30 September

Entitlement 26.5 days per year

Leave increases to 31.5 days 1 April

Part time period 1 October to 31 March 182 days

Part time period 1 April to 30 September 183 days

Step 1

182 x 26.5 (A/L

allowance)

365

= 13.21 days (A)

Step 2

183 x 31.5

365

= 15.79 days (B)

Step 3

13.21 + 15.79 = 29

Round up to nearest full day

= 29 days

29 x 25 x 7.4

37

= 145 hours

Entitlement is 145 hours from 1 October to 30 September

Calculating how Leave is anticipated from Next Year

Example of how this calculation is made

Form to help make the calculation

Part time employees may anticipate a pro-rata amount of the 10 days leave available to full

time staff.

Example: Part time employees

Weekly hours worked 28

Full time A/L allowance 31.5 days

Employee wishes to anticipate 10 days

Step 1 Calculate leave allowance for the year

28 x 31.5 (days) x 7.4

37 (standard working week)

176.24 hours

Step 2

176.4 hours

31.5 days

Daily leave is 5.6 hours

5.6 x 10 days (leave to be anticipated) = 56 hours

This amount should be deducted from the following years leave allowance.

Calculating Annual Leave for Temporary Workers

Example 1: Temporary workers (Non-permanent) Full Time

Temporary contract starts 2 January, ends 31 March = 89 days. Employee is entitled to 23.5

days annual leave allowance

89 days x 23.5(A/L

allowance)

365

= 5.73 days. Rounded up to nearest whole day

Entitlement is 6 days from 2 January to 31 March

Example 2: Temporary workers (Non-permanent) Part time

Employee works part time, 30 hours per week Monday to Thursday. Employee is entitlement

to 22 days full time annual leave allowance. Temporary contract starts 2 January, ends 31

March = 89 days

89 days x 23.5 (A/L

allowance)

365

= 5.73 days.

30 hours x 5.73 days x 7.4

37

= 34.38 To convert 0.38 into minutes multiply by 60 = 22.8 rounded up to 23 minutes

Entitlement is 34 hours and 23 minutes from 2 January to 31 March

Temporary employees may apply to take leave that will be accrued during the duration of the

appointment at any time.

Calculating a Permanent Change in Working

Pattern/Hours

Entitlement will be based on the combination of leave already earned while working the

original pattern and leave that will be earned working the new pattern. Leave will be

converted into hours as follows:



Example 1: Full time to part time

Count the number of days from the leave year start date to the day immediately before

the change

Multiply by the full time leave allowance [23.5/26.5/31.5 days]

Divide by 365 and round up to the nearest whole day

Rounding up of full time entitlement is done only once in any leave year. The result

must not exceed a full time officer's entitlement and may need to be restricted.

Multiply the result by the net standard working day

To calculate the amount of annual leave from the date part time work starts to the end of the

current leave year:

Count the number of days from the date of change to the end of the leave year.

Multiply by the full time leave allowance [23.5/26.5/31.5 days]

Divide by 365

Multiply by the weekly hours worked

Multiply by the net standard working day

Divide by net standard working week

Add the two amounts together and convert any fraction of an hour into minutes by

multiplying the fraction by 60 and round up to the nearest minute.

This is the annual leave allowance in hours for the transitional leave year.

Any annual leave carried over from the previous year will need to be converted to hours and

minutes and added to the new entitlement

Example 2: Full time to part time

Annual Leave year runs from 1 October to 30 September

Entitlement is 26.5 days per year

Officer started part time work on 1 April at 30 hours per week,

Monday to Thursday

Full time period 1 October to 31 March is 182 days

Part time period 1 April to 30 September is 183 days

Step 1 182 x 26.5 (A/L allowance)

365

= 13.21 days

Round up to nearest whole day = 14 days

14 X 7.4 = 103.6 hours

Step 2 183 x 26.5

365

= 13.28 days

30 x 13.28 x 7.4

37

= 79.68 hours

Step 3 103.6 + 79.68 = 183.28

hours

To convert 0.28 hours into minutes multiply by 60 =16.8 minutes

Round up to nearest minute = 17 minutes

Entitlement is 183 hours 17 minutes from 1 October to 30 September

If the officer going from part time to full time, use the same calculations as above in reverse



Example 3: Part time (25 hours per week) to part time (30 hours per week)




Entitlement is 26.5 days per year

Officer changed part time hours from 25 per week to 30 per week, Monday to Friday, from 1

April.

Monday to Thursday

Part time period 1 October to 31 March is 182 days

Part time period 1 April to 30 September is 183 days

Step 1 182 x 26.5 (A/L

allowance)

365

= 13.21 days

25 x 13.21 x 7.4

37

= 66.05 hours

Step 2 183 x 26.5

365

= 13.28 days

30 x 13.28 x 7.4

37

= 79.68 hours

Step 3 66.05 + 79.68 =

145.73 hours

To convert 0.73 hours into minutes multiply by 60 =43.8 minutes.

Round up to nearest minute = 44 minutes


Example 4: Part time (25 hours per week) to Part time Part year (25 hours per week)




Entitlement is 25 days per year

Officer changed to part time part year hours from 1 April.

Part time period 1 October to 31 March is 182 days

Working days in Part time Part year period 1 April to 30 September is 17 weeks (inc

weekends)= 119 days

Step 1 182 x 26.5 (A/L

allowance)

365

= 13.21 days

25 x 13.21 x 7.4

37

= 66.05 hours

Step 2 119 x 26.5

365

= 8.63 days

25 x 8.63 x 7.4

37

= 43.15 hours

Step 3 66.05 + 43.15 =

109.2hours

To convert 0.2 hours into minutes multiply by 60 = 12 minutes.


Calculating a Temporary Change in Working

Pattern/Hours



Example: Part time to full time

Subtract the number of part time hours normally worked from net conditioned hours

Divide the result by net conditioned hours

Multiply the result by annual leave entitlement for the full time band/grade

Multiply this figure by net standard working day

Multiply the number by the number of days on increased hours (including weekends)

Divide the answer by 365

Convert any fraction of hours to minutes

Entitlement is 25 days per year

Employee normally works 30 hours per week, Monday to Thursday

Employee works for one week at full time Monday to Friday

37 - 30 = 7 hours

7

37

= 0.1891 x 26.5 = 5.01

5.01 x 7.4 = 37.074

37.074 x 7

365

= 0.71

To convert 0.71 into minutes multiply by 60 = 0.42.6 minutes

Additional annual leave allowance is 43 minutes to be added to current leave year entitlement

Calculating a Compressed Hours Contract



Example 1: Full time to Compressed hours

If an employee changes from full time (standard Monday to Friday pattern) to compressed

hours, the annual leave allowance from the date of change will be expressed in hours. This is

known as the transitional year.

Multiply the A/L allowance [23.5/26.5/31.5 days] by the standard working day

Multiply any A/L carried forward by the standard working day and add the two

together

This is the total leave allowance for the year converted into hours

Multiply the number of days leave already taken by the standard working day·

Deduct from the total leave allowance for the year as determined above

The balance is the annual leave allowance converted into hours for the remainder of the year.

A/L year 1 October to 30 September

A/L entitlement 26.5 days

Compressed hours Starts 1 April

A/L carried forward 4 days

A/L taken 16 days

26.5days x 7.4 hours =196.1 hours (A)

4 (carried forward) x 7.4 hours = 29.6 hours (B)

A + B =225.7 hours (C)

16 days (leave already taken) x 7.4= 118.4 hours (D)

C - D = 107.30 hours

To convert .30 hours into minutes multiply by x 60 = 18 minutes

A/L remaining in transitional year = 107 hours 18 minutes

Example 2: 5 days worked over 4 days

To calculate one day's leave allowance, divide the weekly hours worked by 4.

37 hours worked, divided by 4 days = 9.25 hours, therefore the employee should be credited

with 9 hours 15 minutes for each day's leave taken and the same amount deducted from the

annual leave allowance.

Example 3: 10 days worked over 9 days

To calculate one day's leave allowance, multiply the weekly hours worked by 2 and divide

the result by 9.

74 hours worked, divided by 9 days = 8.22 hours, therefore the employee should be credited

with 8 hours 14 minutes for each day's leave taken and the same amount deducted from the

annual leave allowance.

Calculating a Permanent Change in Grade

Example 1:


change·

Multiply by the current full time leave allowance·

Divide by 365 (A)

To calculate the amount of annual leave due from the date of change to the end of the current

leave year:


Multiply by the new full time leave allowance

Divide by 365 (B)

Add (A) to (B) and round up to the nearest full day. This is the annual leave

allowance in hours for the transitional leave year


Entitlement increases from 1 May

1 October to 30 April 212 days at 26.5 days per year

1 May to 30 September 153 days at 31.5 days per year

Step 1

212 x 26.5

365

= 15.39 days (A)

Step 2

153 x 31.5

365

= 13.20 (B)

Step 3

15.39 + 13.20 = 28.59 days

Round up to the nearest full day


Calculating a Change to a Lower Grade

Example 1:

Step 1


change

Multiply by the current full time leave allowance

Divide by 365 (A)

Step 2


Multiply by the new full time leave allowance

Divide by 365 (B)

Step 3

Add (A) to (B) and round up to the nearest full day. This is the annual leave

allowance in hours for the transitional leave year


Entitlement reduces from 1 May

1 October to 30 April 212 days at 26.5days per year

1 May to 30 September 153 days at 23.5 days per year

Step 1

212 x 26.5

365

= 15.39 days (A)

Step 2

153 x 23.5

365

= 9.85 days (B)

Step 3

15.39 + 9.85 = 25.24 days

Round up to nearest full day


Calculating Leave for Transfers and Re-instatements and

New Entrants



Example 1: Employee transfers in from another Government Department

Count the number of days worked for the other Government department (OGD) from

the start of the employee's leave year to the day before joining the DWP

Multiply by the annual leave allowance

Divide by 365 days (A)

Count the number of days from joining the DWP to the last day of the leave year See

Taking Annual Leave in Annual Leave Policy

Multiply by the annual leave allowance

Divide by 365 days (B)

Add A to B and round up to the nearest full day

Add any annual leave carried forward from the previous service to the employees

current leave year

Deduct any leave taken while with the OGD

Record the new annual leave allowance for the current year on the employee's leave

chart

Employee joins DWP 4 May

Leave year with OGD 15 January - 14 January

Leave year with DWP is 1 January to 31 December

Days carried forward 2

Days taken 4

A/L entitlement 26 days per year

15 January to 3 May is 109 days

Service with OGD

109 days x 26

365

= 7.76 days (A)

Service with DWP

242 days x 26

365

= 17.23days (B)

Entitlement

7.76 + 17.23 = 24.99 Rounded up to 25 days

Add 2 days C/F = 27 days

Deduct 4 days taken = 23 days

Entitlement to end of leave year is 23days

Example 2: New Entrant



Employee joins DWP on the 14 April. Transitional leave year 14 April to 31 March total of

352 days. Annual leave entitlement is 23 days

• Count the number of days from the date joined DWP to the end of the leave year See


• Multiply by the annual leave allowance

• Divide by 365

• Round up to the nearest full day

352 x 23

365

= 22.18

Rounded up = 23 days

Example 3: New Entrant

Employee joins DWP on the 5 of July. Annual leave year 5 July to 30 June total of 360 days.

Annual leave entitlement is 23 days

360 x 23

365

= 22.68


Example 4: Reinstatement

Employee is reinstated to DWP on the 8th of November. Annual Leave year 8th of November

to 31 October total of 358 days. They are entitled to their previous annual leave entitlement

of 26.5 days

• Count the number of days from the date joined DWP to the end of the leave year See


• Multiply by annual leave allowance

• Divide by 365

• Round up to the nearest full day

358 x 26.5

365

= 25.99 days. Rounded up to 26 days

Calculating Leave for Those Leaving the Department

There are a number of reasons why an employee would leave the department and the

following shows examples of how to calculate their leave:

Resignation/ End of Contract

Example 1: Full Time



Employee works full time

Leave year 1 September to 31 August

A/L entitlement is 26.5 days

14 days A/L already taken

Last day of service is 2 April

1 September to 2 April is 214 days

214 x 26.5

365

=15.53 days. Rounded up to 16 days

Deduct 14 days leave already taken = balance 2 day A/L

Example 2: Part Time 25 hours per week



Leave year 1 October to 30 September

A/L entitlement is 26.5 days per year

50 hours already taken

Last day of service is 31 March.

1 October to 31 March is 182 days

Step 1

182 x 26.5 (A/L

allowance)

365

= 13.21 days

25 x 13.21 x 7.4

37

= 66.05 hours

0.05 x 60 = 3 minutes

Entitlement is 66.03

Deduct 50 hours already taken = balance 16.03 hrs A/L

Medical Retirement

Example 1:


Leave year 1 January to 31 December


Sick absence began 2 March

Medical retirement began 30 September (same year)

Contractual leave entitlement for period 1 January to 1 March

1 January to 1 March = 60 days

60 x 31.5 (A/L

entitlement)

365

= 5.17 days

Statutory leave entitlement for period 2 March to 30 September

2 March to 30 September = 213 days

213 x 28 (statutory leave

entitlement)

365

= 16.33 days

5.17 + 16.33 = 21.5

Total leave entitlement is 21.5 days


Deduct any leave taken in current leave year

Example 2:




Sick absence began 4 August

Medical retirement begins 30 September (same year)

Contractual A/L entitlement for period 1st January to 3rd August

1 January to 3 August = 215 days

215 x 31.5

(A/L

entitlement)

365

= 18.55 days

Statutory A/L entitlement for period 4 August to 30 September

4 August to 30 September = 58 days

58 x 28 (statutory A/L

entitlement

365

= 4.44 days

18.55 + 4.44 = 22.99

Total leave entitlement is 22.99days


Deduct any leave taken in current leave year

Dismissal

Example:

Employees who are dismissed for serious misconduct will receive cash compensation for the

proportion of annual leave outstanding at the last day of service.

Count the number of days from the start of the current leave year up to the day of

dismissal

Divide the number of days by 365

Multiply by the annual leave entitlement

Round up to the nearest full day

Full time Employee dismissed 12 July

Annual leave year 1 January to 31 December

Departmental leave allowance 26.5 days

Leave already taken 7 days

1 January to 12 July = 193 days

193 x 26.5

(A/L

entitlement)

365

= 14.01 days


Deduct 7 days leave already taken,

Balance due = 8 days

The employee is entitled to payment in lieu of 8 days leave

Death in Service

Example

If the employee was on sick leave prior to the date of death, annual leave entitlement may be

reduced.




Sick absence, full and half pay Exhausted 1 March

Employee died 30 September (same year)

Reckonable service1 January to 1 March = 60 days

Contractual annual leave entitlement for period 1 January to 1 March

1 January to 1 March = 60 days

60 x 31.5 (Contractual AL

entitlement)

365

= 5.17days

Statutory annual leave entitlement for period 2 March to 30 September

2 March to 30 September = 213 days

213 x 28 (statutory

leave entitlement)

365

= 16.33 days

5.17 + 16.33 = 21.50

Total leave entitlement is 21.50 days


The employee's estate will be credited with payment in lieu of 22 days leave (deduct any

leave taken)

Calculating How to Pro- Rata untaken Annual Leave to

carry forward into the next year

Example: Part time



Part time employees may carry forward a pro-rata amount of the 10 days leave available to

full time employees.

Part time employees whose annual leave is recorded in days are entitled to carry forward ten

days annual leave without application into their new leave year. Jobsharers and part time

employees who work exactly half the hours of a standard working week will be entitled to

half of the carry forward figure. All other part time employees will be allowed a carry

forward figure in proportion to their weekly hours.

Weekly hours worked 28

Full time A/L allowance 31.5 days

Employee wishes to carry forward 5 days

Step 1 - Calculate leave allowance for the year

28(weekly hours) x 31.5 x

7.4

37

176.4 Hours

Step 2

168 hours

31.5 days

Daily leave is 5.33 hours

Step 3

5.33 x 5 days (leave to be carried forward) = 26.66 hours

Rounded up to 27 hours.

This amount should be added to the following years leave allowance.

Calculating a Deduction from Annual Leave Entitlement

due to a period of Non- Reckonable Service

Employees will have a proportion of their annual leave entitlement deducted (one

twelfth for each complete calendar month of absence) if in their annual leave year

they have absences that are classed as non-reckonable service. These include:

Special leave without pay including carers leave

Unpaid departmental parental leave

Sick leave at nil pay (including part time on medical grounds)

Sick leave at pension rate of pay (including part time on medical grounds)

Unauthorised absence

Periods of suspension without pay

Unpaid Paternity Leave (outside the statutory 2 week paternity leave period)



Example:

Count complete calendar months of absence and multiply by A/L allowance

Divide by 12 months

Round down to nearest full day

A/L allowance 26.5 days

Special leave without pay 1 April to 12 November (7 months 12 days)

7 x 26.5

12

= 15.45 days

Round down to 15 days deduction

(The 12 days remaining over the 7 complete calendar months are recorded on the personal

file to be aggregated with future periods of non-reckonable service in the current leave year)

Calculating leave for Part Year Employees

Annual leave allowance for employees who work full time part year is calculated as follows:

Current full time leave entitlement

Divide by 365 days

Multiply the result by the number of days in the employee's working periods

(including weekends)

Round up the answer to the nearest whole day

Example 1: Full time



Employee works 39 weeks (39 x 7 = 273 days) in the year

Annual Leave entitlement is 26 days

26 x 273

365

= 19.44 days

Round up to nearest whole day

Entitlement is 20 days annual leave for the year

Example 2: Part Time



If the employee is working part time part year and not working the same number of hours

each day, convert A/L to hours as follows:

Step 1

Current full time Annual leave entitlement

Divide by 365 days

Multiply the result by the number of calendar days in the employees working periods

(including weekends) – do not round up at this stage.

Step 2

Multiply result of calculation in Part 1 by weekly hours worked

Multiply the result by the standard working day

Divided by net standard working week hours

Any decimal fraction is calculated into minutes by multiplying by 60 and rounding up

to the nearest minute

periods of non-reckonable service do not count towards the qualification of higher

annual leave entitlement.

Calculating leave for Part time Employees

The calculation for a full year's entitlement for part time employees is:

(Weekly hours worked) x (A/L entitlement) x (net

working day)

(Standard working week)

Any fractions of an hour are converted into minutes by multiplying by 60 and rounding up to

the nearest minute.



Example 1: Part Time


Officer works 30 hours per week

Annual leave entitlement is 26.5 days

30 x 26.5 x

7.4

37

Entitlement is 159 hours from 1 October to 30 September

Calculating Hours into Days for Part Time Employees

The calculation for converting hours into days is:

(A/L entitlement in hours) ÷ (standard working day)

Any fractions of an hour are converted into minutes by multiplying by 60 and rounding up to

the nearest minute.

Example:

Officer has changed from part time hours to full time

Annual leave is recalculated and the new entitlement is 203.8 hours

Standard working day is 7.4

203.8

7.4

= 27.54

0.54 x 7.4 = 3.99 rounded up to 4 hours

Annual leave entitlement in days is 27 days and 4 hours

Add remaining hours/minutes to your flexi sheet

General Principles when Calculating Annual Leave

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