How annual leave hours are calculated
Purpose
This topic explains how Timemaster records the number of hours on the Timecard and Absence Request when booking annual leave.
Additional Information
A staff member works the following pattern;-
Day |
AM |
PM |
No. hours |
|---|---|---|---|
Mon |
9:00 - 12:45 |
13:45 - 17:30 |
7.5 hours |
Tue |
9:00 - 12:45 |
13:45 - 17:30 |
7.5 hours |
Wed |
9:00 - 12:45 |
13:45 - 17:30 |
7.5 hours |
Thu |
9:00 - 12:45 |
13:45 - 17:30 |
7.5 hours |
Fri |
9:00 - 12:30 |
13:30 - 17:00 |
7.0 hours |
Total number of hours for the week: 37
Explanation if the staff member is NOT set to use annualised hours;-
Number of hours in a leave day: 37 / 5 days = 7.4.
The staff member books a days leave on the Thursday.
The system deducts 7.4 hours from the staff member's annual leave and records 7.5 hours on the Timecard.
The staff member books a days leave on the Friday.
The system deducts 7.4 hours from the staff member's annual leave and records 7 hours on the Timecard.
This ensures that the staff member spends 7.4 hours from their annual leave allowance irrespective of which days they book. The flexi balance also always balances on the staff member's timecard.
Staff member who IS set to use annualised hours;-
Number of hours in a leave day: 7.4
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The staff member books a days leave on the Thursday.
The system deducts 7.5 hours from the staff members annual leave and records 7.5 hours on the Timecard.
The staff member books a days leave on the Friday.
The system deducts 7 hours from the staff members annual leave and records 7 hours on the Timecard.
This ensures that the staff member spends the same number of hours from their annual leave allowance as they were contracted to work.
Converting Hours into Days
With the example above, the staff member is contracted to work less hours on the Friday. This skews the number of hours in a standard day.
Therefore the system has to take an average as the 'Number of Hours is a Leave day' (stored against each member's staff record).
This average is used when converting the number of hours into the number of days and is not a problem for staff who are NOT set to annualised hours.
However, if the staff member is using annualised hours they are spending leave by the hour not by the day.
Timemaster applies the following formula as a means of converting hours to days;-
Number of Hours used on annual leave booking(s) / Number of hour in leave day
So, if the staff member books a days leave on the Thursday the system sees this as 7.5 / 7.4 which calculates as 1.01 days.
If the staff member books a days leave on the Friday the system sees this as 7.0 / 7.4 which calculates as 0.95 days.
The only reason we give this comparison is because a figure of 185 hours is fairly meaningless compared to a figure of 25 days.
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