Annual leave and bank holidays

D Kennedy made this Rhyddid Gwybodaeth request to Powys County Council

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

Roedd y cais yn llwyddiannus.

Dear Powys County Council,

This request is concerning the calculation and allocation of annual leave and bank holiday leave for employees. I am specifically interested in the different calculation methods and how employees receive their allowances.
1. Please forward your policy on annual leave and bank holiday entitlement
2. Do you have guidance (or a calculator) specifically on calculating annual leave and bank holidays? If yes, please forward the guide/calculator.
3. When does the leave year for your authority start?
4. Who is responsible for ensuring that employee’s leave is correct?
5. Who is responsible for calculating leave?
6. Please forward your formula for calculating annual leave (full time and part time).
7. Please forward your formula for calculating bank holidays (full time and part time).
8. Is annual/bank holiday leave calculated electronically? If so, which system do you use?
9. Is annual/bank holiday leave recorded electronically? If so, which system do you use?
10. If an employee changes their contract hours, do you recalculate their annual leave/bank holiday entitlement? If, so, please forward your method.
11. If an employee changes their work pattern, do you recalculate their annual leave/bank holiday entitlement? If, so, please forward your method.

Many thanks

D Kennedy

Information Compliance (CSP - Generic), Powys County Council

1 Atodiad

 

Cyfarwyddwr Strategol: Rheoli Gwybodaeth/
Adnoddau
Information Compliance
Strategic Director: Resources
Neuadd Y Sir / County Hall
David Powell
Spa Road East

Llandrindod Wells

Powys LD1 5LG
  If calling please ask for / Os yn galw
gofynnwch am
 
 
 
Tel / Ffôn:  01597 82 7543         
 
Fax / Ffacs:  01597 82 6215      
 
Email/Llythyru electronig:
  [1][Powys County Council request email]

Our ref / Ein cyf:  F2018-0343

Date / Dyddiad:   06/04/18

 

 

Request Accepted

 

FREEDOM of INFORMATION ACT 2000

Reference No: F2018/0343

 

Dear Sir/Madam

 

Thank you for your request for information, received at this office on
05/04/2018, in which you requested details of the following:

 

Annual Leave and Bank Holidays        

 

The above is a summary of your request. The full details of the
information sought is provided to the officer to whom the request is
tasked.

 

Your request will now be considered and you will receive a response within
the statutory timescale of 20 working days as defined by the Act, subject
to the information not being exempt or containing a reference to a third
party. In some circumstances Powys County Council may be unable to achieve
this deadline. If this is likely you will be informed and given a revised
time-scale at the earliest opportunity.

 

There may be a fee payable for the retrieval, collation and provision of
the information you request. If this is the case you will be informed and
the 20 working day timescale will be suspended until we receive payment
from you. If you choose not to make a payment then your request will
remain unanswered.

 

Some requests may also require either full or partial transference to
another public authority in order to answer your query in the fullest
possible way. Again, you will be informed if this is the case.

 

The due date for responding to this request for information is 03/05/2018.

 

Should you need to discuss this further please contact the Information
Compliance Team on 01597 827543.

 

I would like to take this opportunity to thank you for your interest in
Powys County Council.

 

Yours sincerely,

Carl Bryden

 

Information Compliance Officer

 

 

[2]Footer_banner[1]

 

dangos adrannau a ddyfynnir

References

Visible links
1. mailto:[Powys County Council request email]

Information Compliance (CSP - Generic), Powys County Council

2 Atodiad

Cyfarwyddwr Strategol: Rheoli Gwybodaeth/
Adnoddau
Information Compliance
Strategic Director: Resources
Neuadd Y Sir / County Hall
David Powell
Spa Road East

Llandrindod Wells

Powys LD1 5LG
  If calling please ask for / Os yn galw
gofynnwch am
 
 
 
Tel / Ffôn:  01597 82 7543         
 
Fax / Ffacs:  01597 82 6215      

Email/Llythyru electronig:
[1][Powys County Council request email]

Our ref / Ein cyf:  F2018-0343

Date / Dyddiad:   18/06/2018

 

Reference No: F2018-0343

 

 

Dear Sir/Madam

 

Thank you for your request for information dated 5/4/18 concerning Annual
Leave and Bank Holidays

 

This is to inform you that your request has been considered and I can
provide the following response:

 

The Request:

This request is concerning the calculation and allocation of annual leave
and bank holiday leave for employees. I am specifically interested in the
different calculation methods and how employees receive their allowances.

 

1.    Please forward your policy on annual leave and bank holiday
entitlement

Please see information attached.

 

2.    Do you have guidance (or a calculator) specifically on calculating
annual leave and bank holidays? If yes, please forward the
guide/calculator.

Annual leave entitlement and bank/public holiday are defined within
section 8 of the Powys County Council Single Status Agreement.  Please see
appendix 1 attached.

 

3.    When does the leave year for your authority start?

1^st January

 

4.    Who is responsible for ensuring that employee’s leave is correct?

Responsibility lies with the employing department who need to ensure that
the correct working pattern is provided.  The working pattern is then used
to establish the appropriate holiday entitlement.

 

5.    Who is responsible for calculating leave?

For employees paid via annualised hours leave is calculated electronically
based upon the working pattern information provided by the employing
department.

 

6.    Please forward your formula for calculating annual leave (full time
and part time).

For full and part-time employees holiday entitlement is calculated in line
with section 8 of the Powys County Council Single Status Agreement.

 

For employees paid by claim the appropriate percentage for the equivalent
whole-time employee is applied to the aggregate hours claimed during the
leave year.  The appropriate percentage is:

 

Employees with less than 5 years service:         

            No. of weeks holiday (FTE)                                   
  6.40 weeks  (A)

            Weeks worked to earn full entitlement      45.74 weeks  (B)

            Ratio A:B  =  6.40:45.74  = 0.1399 =          13.99%

 

Employees with 5+ years of service:

            No. of weeks holiday (FTE)                                   
  7.20 weeks  (A)

            Weeks worked to earn full entitlement      44.94 weeks  (B)

            Ratio A:B  =  7.20:44.94  = 0.1399 =          16.02%

 

7.    Please forward your formula for calculating bank holidays (full time
and part time).

Bank holiday entitlement is dealt with in section 8(5) of the Powys County
Council Single Status Agreement.

 

For part-time employees bank holidays are calculated pro rata to
hours/weeks worked.

 

For employees paid by claim the bank holiday entitlement is included in
the appropriate percentage as assessed in 6 above.

 

8.    Is annual/bank holiday leave calculated electronically? If so, which
system do you use?

For employees paid via annualised hours: Yes, I-Trent.

For employees paid by claim:  Yes, manual records updated to recognise new
working pattern.

 

9.    Is annual/bank holiday leave recorded electronically? If so, which
system do you use?

For employees paid via annualised hours: Yes, I-Trent.

For employees paid by claim:  Yes, manual records updated to recognise new
working pattern.

 

10. If an employee changes their contract hours, do you recalculate their
annual leave/bank holiday entitlement? If, so, please forward your method.

Yes, pro rata to time available in each position using the same basis as
that described in 5 and 6 above.

 

11. If an employee changes their work pattern, do you recalculate their
annual leave/bank holiday entitlement? If, so, please forward your method.

Yes, pro rata to time available in each position using the same basis as
that described in 5 and 6 above.

 

We regret the delay you have experienced with this request. We acknowledge
that Powys County Council has failed in its obligation under the Freedom
of Information Act 2000, to provide you with a response to your request
within the statutory timescale of 20 working days. Please accept our
apologies for this and for any inconvenience this may have caused.

 

We believe that this request is now complete and shall be closed
immediately. Should any further information be requested regarding this
topic, a separate request will need to be submitted.

 

We would like to take this opportunity to thank you for your interest in
Powys County Council.

 

Yours sincerely,

 

Information Compliance Team

 

 

The supply of documents under Freedom of Information does not give the
person or organisation who receives them an automatic right to re-use the
documents in a way that would infringe copyright.

 

You are free to use any information supplied for your own use, including
for non-commercial research purposes. The information may also be used for
the purposes of news reporting. However, any other type of re-use, for
example, by publishing the information or issuing copies to the public
will require the permission of the copyright owner.

 

The copyright of most of the information that we provide in response to
Freedom of Information Act requests will be owned by Powys County Council.
The copyright in other information may be owned by another person or
organisation, as indicated in the information itself.

 

For HMSO Guidance Notes on a range of copyright issues, see the Office of
Public Sector Information(OPSI) website.

[2]http://www.opsi.gov.uk/advice/crown-copy...

 

If you are dissatisfied with the service you have received in relation to
your request and wish to make a complaint, please contact Information
Compliance. Our complaints procedure is available on request or on our
website.

 

If you are still not satisfied following this, you can make an appeal to
the Information Commissioner, who is the statutory regulator. The
Information Commissioner can be contacted at:

 

Information Commissioner's Office

2nd floor

Churchill House

Churchill way

Cardiff

CF10 2HH

Tel: 029 2067 8400

Email: [3][email address]

[4]www.ico.org.uk

 

 

 

dangos adrannau a ddyfynnir

References

Visible links
1. mailto:[Powys County Council request email]
2. http://www.opsi.gov.uk/advice/crown-copy...
3. mailto:[email address]
4. http://www.ico.org.uk/