NHS Electronic Staff Record Annual Leave Guidance
Contents
1. 23 Annual Leave Guidance v1 0 Page 2 of 26 INTRODUCTION Introduction Annual leave can be recorded using either Core or Self Service functionality in ESR Core functionality can be used where the annual leave process is managed centrally and an organisation s Absence Administrator can enter dates related to all annual leave episodes for employees However the full benefits of absence recording are achieved when both the employee and their supervisor manager use ESR self service functionality to the process in real time This Guide provides details on how To attach the appropriate accrual plan for the employee based on their T amp Cs Each Accrual plan works including their calculations and rules To override the default calculations to suit local rules Create a Local Accrual Plan To attach Accrual Plans en masse using the Concurrent Processes available Accrual Plans An accrual plan holds information about the annual leave entitlement based on national rules per year of service The details are held on the corresponding Generic Rate Retrieval Table An accrual plan must be attached to each assignment for the employee and this has to be in existence on the employee record prior to annual leave being entered ESR will display the entitlement together with the start and end dates used in the calculation of the entitlement o2. 11 aC Boo c m 13 Overriding the Entitlement esses eene eene ennn seen tenens ene eennss sentent n sss e nee n sese nennen 14 BANK ANNUAL LEAVE HOURS N PLANS eere eee ee eee ee tees esee esee esee eee 15 PAYMENT ACCRUED ANNUAL LEAVE TO BANK STAFF ccssssccccccceeccccccscecccceccececcuscccceccucececcesauccececeuuceseeens 15 CHEATING A LOCAL ACCRUAL PLAN aV psa DE ey da UE eV oro D EU ev HR E eo eda cas rune ap ezice 16 ATTACHING ACCRUAL PLANS TO MULTIPLE EMPLOYEES CONCURRENT PROCESSES eee 16 ATTACHING THE HOURS BASED PLANS 16 alid c V A 17 ATIAOHMING THE DAYS BASED PLANS A DU uc ep ed 18 ntc cH ee 18 APPENDIX 1 AFC ANNUAL LEAVE ENTITLEMENTS 20 2 cccccsssscccccsscccccccssccccccccsccsccccsssccccssees 19 l Exoluding Bank TION O AVS sr M NIU E PIE 19 2 Including Bank
3. Confirmed leave not affecting the balance until the confirmed leave dates are passed The Gross figure shown will inclade Bank Holidays or Statutory Days where these options have been selected for the plan TIP The accrual balances are as of 13 Aug 2014 TIP Entor the date for which you wish to view Leave accruals Fide LII Effective as Days based plan will state Add 2 Statutory Days instead Annual Leave Hours 1 HHS Gross Accrual 140 75 Net Accrual 118 25 Include Bank Holidays Yes As they fall of the Include Bank holidays detai Annual Leave Guidance V1 0 4 of 26 Accrual Plan Types Staff Group 1 Accrual Plan Agenda for Change Annual Leave Hours n NHS Bank Staff Medical amp Dental Annual Leave Hours n Plans Bank Annual Leave Hours n NHS Annual Leave Accrual n NHS Very Senior Managers Annual Leave Accrual n NHS These are Hours Based plans and are for use with AfC staff only Separate but similar plans are available for Bank Staff There are 5 separate plans but each is a replica of the others except for the name where n is either 1 2 3 4 or 5 Plan 1 should be used for the employee s primary assignment with the other numbered plans being used in numerical order in cases where the employee has additional assignments Entitlement Based on Years of Service In order to ensure that the employee s entitlement takes account of their aggre
4. service date field available on the entry vales itself This can be used as an alternative date for entitlement calculation Where the employee has no previous NHS service then annual leave entitlement is based on their latest start date Annual Leave Guidance V1 0 5 of 26 Annual Leave Hours n Plans Rules They run from 1st April to 31st March Entitlement is based on hours and is calculated using the employee s FTE See Appendix 1 here for full list of calculations including excluding bank holidays The full entitlement for the leave year is shown up front and does not require the user to date track to the last day of the leave year e g 31 March to establish entitlement Gross and net values will be shown in both the core application and self service The plan will indicate whether or not the entitlement includes bank holidays Entitlement is based on complete calendar months only Any allowance for starting or leaving part way through a month can be catered for using the Annual Leave Hours Override Element see below Values are rounded up to the nearest 15 minutes where calculations change mid year due to Increase in entitlement at 5 or 10 year anniversary Starting leaving or reducing increasing contractual hours either mid month or mid year Setting up the Plan Accrual Plans can only be set up in ESR Professional Forms and not Self Service An accrual plan is required for each assignment the employee has When
5. Include Bank Holidays options have been completed then the entitlements on appointment at 5 and 10 years will be automatically populated The element will need to be queried back Ctrl F11 before this can be seen 5 Entry values 01 APR 2014 Craddock01 Mr Stuart IDE Period 1 2014 Calend Scheme lale Include Bank Holidays Yes As they fall On Appointment Rate 252 5 After 5 Years Rate 277 5 Classification Element Marne Basic Contracted WHS After 10 Years Rate 307 5 MI Carry Forward Rate 37 5 Negative Net Pay NHS PATE Details SMP Calculator WHS standard Costing MHS Overtime Multipliers NHS Pension NHS Pensions Information Enhanced Multipliers WHS f Annual Leave Hours 1 WHS Further Entry Information Date Earned Entry Values Balan Original Date Earned Payee Details Processing Priority S00 Key points From Bank to Substantive If your organisation does not give credit for bank employment only then you must use the NHS Annual Leave Hours Override element to amend the entitlement until such time that they reach their 5 and 10 year anniversary Otherwise it will use their latest start date and Aggregate Years Days Service values to determine their anniversary dates as per substantive staff Previous Service at the Organisation If the employee worked for you previously then you must add their previous aggregate service with your organisation subject to local policy into the Aggregate Servi
6. has been terminated mid year Refer to the ESR User Manual here for more details Annual Leave Accrual n NHS These accrual plans are Days Based and are for use with Medical and Dental amp Dental staff There are 5 separate plans but each is a replica of the others except for the name where n is either 1 2 3 4 or 5 Plan 1 should be used for the employee s primary assignment with the other numbered plans being used in numerical order in cases where the employee has additional assignments These plans include an additional two statutory days to be added to the entitlement There is an option to remove these additional days when setting up the element details on the plan for the first time depending on local agreements Very Senior Managers whose entitlement mirrors the M amp D staff may also have these plans attached to them Annual Leave Guidance V1 0 10 of 26 Annual Leave Accrual n Plans Rules They run from ist April to 31st March This date can be overridden by putting in a different Leave year start date on the Absence Accrual Start Date field on the Assignment DFF The full entitlement for the leave year is shown up front and does not require the user to date track to the last day of the leave year e g 317 March to establish entitlement Gross and net values will be shown in both the core application and self service he plan will indicate whether or not the entitlement includes the 2 statutory days Enti
7. setting up the plan the following fields should be completed where appropriate Scheme Unless you have created a local plan with different entitlements you should always select NHS as the scheme a Inpx n9 ypes Override 19 Addition Scheme NHS Include Bank Holidays Include Bank Holidays This has the option to include Bank Holidays into the On Appointment Rate z i 3 After 5 Years Rate entitlement which is compulsory for part time staff as ER follows Carry Forward Rate No Does not add Bank holidays Yes Bank Holidays are prorated across the whole 12 months of the leave year Yes As they fall Further Entry Information Adds Bank holiday entitlement based on the e calendar month in which the bank holiday occurs so Original Date Earned that bank holidays can be allocated when they occur PENA The As they fall figure is calculated as follows tmi ok cancel Counts only the Bank Holidays that fall into the entitlement period for the assignment Ignores Bank Holidays in any part month at the Start of the entitlement period for a new starter Ignores Bank Holidays in any part month at the end of the entitlement period for a leaver Counts each Bank Holiday at the FTE in place for the assignment for the calendar month where the holiday falls a change in FTE mid month does not apply till the first day of the next month Annual Leave Guidance V1 0 6 of 26 Once Scheme and the
8. 4 5 8 Hours Worked per Hours Equivalent Week Annual Leave Guidance V1 0 19 of 26 On After Five After 10 Appointment Years Years Entitlement in Weeks 5 4 5 8 Hours Worked per Hours Equivalent Week 139 25 124 75 117 50 Annual Leave Guidance V1 0 20 of 26 On After Five After 10 Appointment Years Years Entitlement in Weeks 5 4 5 8 Hours Worked per Hours Equivalent Week 81 25 75 50 61 00 52 75 600 13265 3475 39950 Annual Leave Guidance V1 0 21 of 26 On After Five After 10 Appointment Years Years Entitlement in Weeks 5 4 5 8 Hours Worked per Hours Equivalent Week 13 50 14 50 16 50 12 25 13 00 14 75 5 00 Annual Leave Guidance V1 0 22 of 26 2 Including Bank Holidays Agenda for Change Annual Leave Entitlements Including Public Holidays rounded up to the nearest 15 minutes On After Five After 10 Appointment Years Years Entitlement in Weeks 7 7 4 8 2 Hours Worked per Hours Equivalent Week 3700 25900 27375 303560 272 00 Annual Leave Guidance V1 0 23 of 26 On After Five After 10 Appointment Years Years Entitlement in Weeks 7 7 4 8 2 Hours Worked per Hours Equivalent Week 166 50 148 00 Annual Leave Guidance V1 0 24 of 26 On After Five After 10 Appointment Years Years Entitlement in Weeks 7 7 4 8 2 Hours Worked per Hours Equivalent Week 85 00 75 75 900 63 00 66 50 73 75 63 50 600 420 40 49 25 Annual Leave Gu
9. Carry Forward Only a maximum of 5 days is allowed to be carried forward Absence Accrual Start Date Assignment DFF This field should be left blank for staff whose leave year runs from 1 April Neither does it need to be completed for staff who commence employment mid year but whose full annual leave year starts from 1 April The system will adjust the entitlement automatically for part years Only populate this field with a different date if their leave year is not 1 April annually Changing working pattern part way through the year The calculation of entitlement in the Annual Leave plans is linked to the work pattern selected on the accrual plan If an employee increases or decreases the number of days they work then their work pattern must be manually amended at the correct date Note Where this scenario occurs then the entitlement balances in both core and self service will only be able to display the full entitlement for the two separate time periods Alternatively the work around would be to not change the working pattern mid year on the element entry instead change it at the start of the next leave year and use an override for the year in which the change happens Annual Leave Guidance V1 0 13 of 26 Overriding the Entitlement If the national rules for the plan need to be amended temporarily for example you wish to give a new starter who commences later than the 1 of the month full or partial entitlement for their first mo
10. MP Calculator NHS Recurring Entry Values Lane01 Mr Chris standard Costing NHS Recurring Pension NHS R i Override Entitlement 32 Pensions Information Recurring Enhanced Multipliers NHS Recurring Annual Leave Accrual 1 NHS Recurring f Annual Leave Days Override NHS Recurring Balance Grossup Entry Values Further Entry Information Date Earned Original Date Earned Payee Details Processing Priority 500 14 of 26 0 0 l 0 0 0 Bank Annual Leave Hours n Plans These accrual plans are for use with Bank Staff There are 5 separate plans but each is a replica of the others except for the name where n is either 1 2 3 4 or 5 Plan 1 should be used for the employee s primary assignment with the other numbered plans being used in numerical order in those cases where the employee has additional assignments Payment of Accrued Annual Leave to Bank Staff Bank staff are entitled to statutory annual leave in the same way as any other employee However under the WTD Regulations they cannot be paid rolled up holiday pay this having been ruled illegal by the ECJ neither can they be paid in lieu except on termination Bank Staff should apply for annual leave in the same way as other employees Payment of accrued annual leave to Bank Staff will be effected by the Users making an element entry on the employee assignment using the Bank Annual Leave NR NHS element The
11. NHS Electronic Staff Record Annual Leave Guidance Creation Date 31 August 2014 Last Updated Version 1 0 Contents ee gi gp e 2 INTRODUCTION e 3 INTRODUCTION cccccccccssccccccccceccccusceccccusceccccusscceceuseececcueeeccccuusececsuueeccceuaseccccuusececcaueececsuueececeueeeeceeuautececens 3 ACCHUAL PLANS cosccsscscccesscccsersscacssscncsancsenaseaccarinedaccesvacdacneenaceuaanceaasacsnuasasnteacsannnonaensasaouevsanadenuesenseataaaieeneaneasausenseess 3 ACCRUAL PLAN 5 ANNUAL LEAVE HOURS m Bi 5 Entitlement Based on Years of SOSVICE ccccccccccccccseccccccusccccccccccececcuscceccccuuucececcuuucecsscuuccececcuucececeuaseceeeuaees 3 Annual Leave Hours n Plans onirin aA iii 6 eO ETFI T aaa E S 6 7 Overriding the 8 ANNUAL LEAVE ACCRUAL N NHS cccccccceccccccsccccccccccccscccccccccccuucceccuccccnscccccuuccecusuececuecececuucececauececuuseecueeseeaes 10 Annual Leave Accrual n Plans 6 1l TI FS E
12. atutory Days Yes I Cancel Cies Bep Include Statutory Days this adds the two statutory days that M amp D staff can have in addition to their annual leave subject to local policy The default is Yes If your organisation does not give these additional days then select No The 2 statutory days are prorated according to the work pattern in place as follows 1 6 days rounded up to the nearest 1 4 day 1 2 days rounded up to the nearest 1 4 day 0 8 days rounded to the nearest 1 4 day 0 4 days rounded up to the nearest 14 day The work patterns for P T Nurse 1 5 days inc pub holiday is excluded as these plans are no longer relevant for Nursing staff The Hours Based plans described above should be used Annual Leave Guidance V1 0 12 of 26 Note All rounding will be done at the end where other changes occur such as increased entitlement and or leaving starting part way through the year The other fields on the flex field can be left as is Click OK and you will be taken out of the flexfield Click the entry values button to open up the plan and enter relevant values Key points Previous Service at the Organisation If the employee worked for you previously then you must add their previous aggregate service with your organisation subject to local policy into the Aggregate Service Years and Days fields If you do not then their entitlement will be based on their latest start date with the organisation
13. ayee Details Processing Priority 4 A Find Cancel On attaching Annual Leave Accrual n plan the Flexfield below will be displayed Annual Leave Guidance V1 0 11 of 26 lument Mr ox Processing Types Override Period 5 2014 Calendar Month D1 AUG 2014 Recurring Additional Classification J Nonrecumng Processed Both Retroactive Processing Effective Dates Element Name Type Costing Reason From To Basic Contracted NHS Recumng 1 I LJ LJ LJ LJ 01 JAN201 Enhanced Multipliers NHS Recurring TT 472 tL LIE D 01 AN 201 NI Recurring INHS999999 NF I CI L3 LI LJ 01 AN 2014 Negative Net Pay NHS Recumng WEE CICIO 01 JAN 2014 Overtime Multiphers NHS Recumng 47 JL 01 JAN 2014 PAYE Details Recumng EFLI i DI JAN 2014 Pensions Information Recurring LJ LI CO 01 JAN 2014 SSP SMP Calculator NHS Recumng Standard Costing NHS Recurmng Jil Pension NHS Recumng INHS9999SS NH e The value for Add 2 Statutory Days on the DFF of the accrual plan element has been defaulted to Yes f Annual Leave Accrual 1 NHS Recurring Nul Entry Values Balance Qrossur Contain ID Source ID Element ID Fie ID Absence Stan Date EWC Doto Scheme Name TET AIC Owernde Pour Pw ID s Add 2 Stabutory Days Pay Ounng Sickrase Ni Adpustment Date ret Update for Retro i i Non Date Change tne fuc Add 2 St
14. ce Years and Days fields If you do not then their entitlement will be based on their latest start date with the organisation Carry Forward Only a maximum of 37 5 hours pro rata for part time staff is allowed to be carried forward The PTO process must be run to ensure that values from previous leave years are accounted for Absence Accrual Start Date Assignment DFF this field should be left blank for AfC staff whose leave year runs from 1 April Neither does it need to be completed for staff who commence employment mid year but whose full annual leave year starts from 1 April The system will adjust the entitlement automatically for part years Only populate this field with a different date if their leave year is not 1 April annually Changing FTE part way through the year The calculation of entitlement in the Annual Leave Hours plans is representative of any FTE changes that have taken place during the entitlement period For example if an assignment changed from full time to part time mid year then the entitlement figure would be pro rated using the number of months at full time and the number of months at part time NOTE this calculation does not count an FTE change that happens after the 1st of the month until the 1st of the next calendar month Annual Leave Guidance V1 0 7 of 26 This change utilises the FTE stored against the assignment and displayed on the assignment form banner Assignments must have a valid FTE in place
15. date for example if the element is added on 01 Apr 2014 the end date would be 31 Mar 2015 Please note that if date tracking in the Entries form press CTRL and F11 to refresh the element list A Click in the row containing the Annual Leave Hours Override NHS element and click the EX Delete icon The following decision message will be displayed Annual Leave Guidance V1 0 8 of 26 Decision 3 Do you really want to delete this record If so when you have answered any further messages about this Delete you should press Save to commit your Delete and any other pending transactions Click Yes to continue The Choose an Option window will open Choose an option Set end date to effective date Purge Completely remove from the database Click End Date to end date the selected element with effect from the date tracked date Please note that the Purge option should only ever be used where an element has been attached to the record in error and has not been processed in the Payroll Click the amp Save icon Press CTRL F11 to refresh the element list Annual Leave Guidance V1 0 9 of 26 Processing Types Ovemde Period 12 2013 Calendar Month 01 MAR 201 Recurring Additional Classification Nonrecurnng Processed Both Retroactive Processing Effective Dates Element Name Type Costing Reason From To Annual Leave Hours 1 NHS Recurnng 57 01 APR 7017 Annual Leave Hours Overr
16. element will make payment at the current hourly rate of the assignment up to the limit of leave so far accrued in the current year Entitlement will be calculated as the Percentage Rate 12 07 held on the GRR multiplied by the total Bank Staff hours worked in the year to date Users may establish a local GRR where a rate other than 12 07 is required Annual Leave Guidance V1 0 15 of 26 Creating a Local Accrual Plan If the current national accrual plans cannot cater for local arrangements then it is possible to set up a local accrual plan for an individual a staff group or an organisation using the Payroll Super Administration URP Refer to the User Manual here on how to set up a local accrual plan Attaching Accrual Plans to Multiple Employees Concurrent Processes An accrual plan should be attached to an employee at the point of hire If you need to attach an accrual plan to multiple employees e g when moving from one of the other plans to the hours or days based plans then use one of the relevant concurrent processes in place to do this as follows Attaching the Hours Based Plans Navigate to Payroll Super Administration URP gt Requests gt Select NHS Attach Annual Leave Hours Accrual Plan Select the appropriate values for each parameter The Effective date defaults to 1 April of the next leave year eee 5 Run this Request Copy Name Leave Hours Accrual Plan Operat
17. for the leave period to receive the correct accrual for Annual Leave Hours plans Overriding the Entitlement If the national rules for the plan need to be amended temporarily for example you wish to give a new starter who commences later than the 1 of the month full or partial entitlement for their first month then the national values can be overridden by attaching the Annual Leave Hours Override NHS element The value entered in Override Entitlement will replace all the foregoing calculations Therefore the override value entered should represent the leave entitlement for the whole year The override value will automatically feed through to the View Accruals screen f mni Aly ROGA Period Ovemde Entitlement Classification cte Hlective Dates Element Name Basic Contracted NHS Enhanced Multipliers NHS N Negative Net Pay NHS Overtime Multipliers NHS PAYE Details Pension NHS SSP SMP Calculator NHS Standard Costing NHS pm APR2012 2012 2012 2012 2012 2012 2512 2012 2012 To Annual Leave Hours 1 NHS ACL APR2012 Annual Leave Hours Override NHS APR 2012 Further Entry Information Date Eamed j 9 Entry Values Original Date Eamed Payee Details The override element should ideally be used for the current year only so should be entered with an appropriate end date To do this date track to the required end
18. gate years of previous service you must ensure that the correct values are populated on the relevant person DFF fields shown opposite for an employee that has previous NHS or other approved Service Enter the Aggregate Service Years and Aggregate Service Days information where appropriate Entries will only be required where an employee has previous periods of NHS or other reckonable service including any previous service with the current employer This is required so that the leave entitlement can be increased automatically at the appropriate time for AfC and M amp D staff Note The Inter Authority Transfer process will populate these fields at the Portable Copy Dataset process where they are blank Ensure that you agree with the values entered Certain Accrual Plans such as the Annual Leave Accrual n plan has a continuous Additional Personal Details x Recruitment Source NHS Organisation Date of Birth Verified CSD 1 Week CSD 3 Months CSD 12 Months NHS Entry Date Loss of Office Payment Date Loss of Office Reckonable Service Date NHS Pensioner Date NHS Pension Benefits Paid To Maiden Name NHS CRS Preferred Smartcard Display Name WTR Opt Out WTR Opt Out Date NHS OSP Scheme NHS OSP SCHEME NHS OMP Scheme NHS OMP SCHEME Legacy Employee Number 20000446 Legacy Payroll Number Monitor Changes Aggregate Service Years 5 Aggregate Service Days 10 4 r OK Cancel Clear Help
19. idance V1 0 25 of 26 On After Five After 10 Appointment Years Years Entitlement in Weeks 7 7 4 8 2 Hours Worked per Hours Equivalent Week 15 75 16 75 18 50 14 00 14 75 16 50 3 50 1 75 12 25 13 00 14 25 Annual Leave Guidance V1 0 26 of 26
20. ide NHS 01 2012 Basic Contracted NHS Recumng lil 1 2112 Enhanced Multiphers NHS Recumng 47 1 112 Recumng NHS99999SINH 1 2012 Negative Net Pay NHS Recurnng 01 2012 Overtime Multipbers NHS Recurnng 47 1 2112 PAYE Details Recumng NHS9oOOOSINF Hil 1 2017 Pension NHS Recurnng NH Seng Ne 57 01 APR 7017 SSP SMP Calculator NHS Recumng lil 1 2112 Standard Costing NHS Recummng lll 01 APR 2012 b Entry Values The Annual Leave Hours Override NHS element will be displayed with the end date in the Effective To date field Both are recurring elements and should have a start and end date to match the leave year being overridden If an end date is not entered then the annual leave accrual is overridden for all subsequent leave years until an end date is entered The elements have a single mandatory Input Value called Override Element The value entered is the total entitlement in days or hours accordingly that the employee will have This amount is not affected by changes to FTE or the employees start or end date Note The override is not affected by any changes to FTE or the employee s start or end date Care should be taken when terminating an employee to check whether the annual leave entitlement has been overridden If an entitlement has been overridden then the entitlement will still show the full override amount even when the employee
21. ing Unit Parameters Language American English Language Settings Debug Options At these Times Run the Job As Soon as Possible Schedule Upon Completion M Save all o x Layout Notify Print to noprint Staff Group Add Prof Scientific and Technic Scheme NHS NHS Staff Group Include Bank Holidays No Part time or Full time Full Time Full Ti Effective Date 01 APR 2015 4 Help C Staff Group Description Additional Clinical Services Administrative and Clerical Allied Health Professionals Estates and Ancillary Healthcare Scientists Medical and Dental Nursing and Midwifery Registered Students 4 cD Find Annual Leave Guidance V1 0 16 of 26 Key Notes fthe process is run in April a check is made to establish if the monthly payroll has been processed If the monthly payroll has been run the NHS Attach Annual Leave Hours Accrual Plan process will fail This is necessary to limit the impact on retropay processing by stopping the creation of redundant retropay actions fthe process is run in a month after April the Annual Leave accrual plans will be attached with a start date of 1st April for the following leave year Examples The following examples assume a payroll has been processed on the 15th April 2015 and explains the different outcomes Example 1 NHS Attach Annual Leave Hours Accrual Plan Process run between 3 14 April 2015 Payrol
22. l processing completed on 15th April 2015 Annual Leave Accrual Plans allocated with start date of 1st April 2015 Example 2 NHS Attach Annual Leave Hours Accrual Plan Process run between 15th 30th April 2015 Payroll Processing completed on 15th April 2015 NHS Attach Annual Leave Hours Accrual Plan Process fails Alternative allocation method required e g Batch Element Entry Example 3 NHS Attach Annual Leave Hours Accrual Plan Process run ist May 2015 Annual Leave Accrual Plans allocated with start date of 1st April 2016 Annual Leave Guidance V1 0 17 of 26 Attaching the Days based plans Run this Request Name alc BET Ern E ET Operating Unit Parameters Language American English Language Settings Debug Options At these Times Run the Job As Soon as Possible Schedule Upon Completion v Save all o Layout Assignment Set Name Notify Scheme Print noprint Work Pattern i Add 2 Statutory Days Work Pattern Help C Effective Date 4 Find Work Pattern 1 day a week 10 5 days a fortnight 2 days a week 3 days a week 4 days a week 5 days a week 6 days a week PT Nurse 1 day a week inc pub hol PT Nurse 2 days a week inc pub hol PT Nurse 3 days a week inc pub hol PT Nurse 4 days a week inc pub hol PT Nurse 5 days a week inc pub hol Find OK Cancel e Before running the concurrent process for the days based plans assignmen
23. n the Accruals form available through the Absence module It will also display the Net and Gross entitlement and whether or not the value includes Bank Holidays hours based plans or Statutory Days days based plans View accruals in Core lolx Name Annual Leave Accrual 2 NHS Accrual Category Vacation Dates Entitlement Calculation U1 4PR 2014 31 MAR 2015 Met Entitlement 2 Last Accrual 31 MAR 2015 Include Bank Holidays Add 2 Statutory Days Yes Entitlernent Details Total Effect Element Mame Input Value Name Entitlements Units On Met Annual Leave Accrual WHS Accrual Plan 34 lays Add Annual Leave Accrual 2 NHS Ca Plan Days 0 lays Add Annual Leave NHS Annual 2 lays subtract Annual Leave Guidance V1 0 3 of 26 Plans are based on national terms and conditions of service for staff groups and any local variation and or agreement will require either an override of the national plans to be attached or the creation of a local accrual plan These are described below View in Employee Self Service View when hours based plan is attached Absence Summary Employee Name Marty Employee Number 20000413 Accrual Balances TIP Accrual pian balances do not include leave entered as Pisnned Depending on the accrual plan allocated balances will ether display the full year s entitlement with future dated eave entered as Confirmed reducing the total or display the accrued leave to date with future dated
24. nth then the national values can be overridden by attaching the Annual Leave Days Override NHS element The value entered in Override Entitlement will replace all the foregoing calculations Therefore the override value entered should represent the leave entitlement for the whole year The override value will automatically feed through to the View Accruals Screen The override element should ideally be used for the current year only so should be entered with an appropriate end date Note The override is not affected by any changes to FTE or the employee s start or end date Care should be taken when terminating an employee to check whether the annual leave entitlement has been overridden If an entitlement has been overridden then the entitlement will still show the full override amount even when the employee has been terminated mid year Refer to the ESR User Manual here for more details Annual Leave Guidance V1 0 Edit View Folder Tools Window Help leE Processing Types Override Period Recurring Additional Classification O Nonrecurring Processed Retroactive Processing Effective Element Name Type Costing Reason From NI Recurring INHS999999 NF ll 01 JAN 20 Negative Net Pay NHS Recurring ll 01 JAN 20 Overtime Multipliers NHS Recurring 17 01 JAN 20 PAYE Details Recurring INHS999999 NF ll 01 JAN 20 SSP S
25. t sets will need to be created so that users can divide the employee assignments by the required work patterns as this is a mandatory field Ensure that only relevant staff entitled to have a day based plan are selected e The process will also allow the Add 2 Statutory Days to be set to Yes or No if selected If left as null then this will be interpreted as No until a value is set manually e Navigate to Payroll super Administration URP gt Requests gt Select NHS Attach Annual Leave Days Accrual Plan e Select the appropriate values for each parameter e The Effective date defaults to 1 April of the next leave year Key Notes The concurrent process will attach the days based plans and end date any other accrual plan in place e he process will also allow the Add 2 Statutory Days to be set to Yes or if selected If left as null then this will be interpreted as No until a value is set manually e Navigate to Payroll super Administration URP gt Requests gt Select NHS Attach Annual Leave Days Accrual Plan e Select the appropriate values for each parameter e The Effective date defaults to 1 April of the next leave year Annual Leave Guidance V1 0 18 of 26 Appendix 1 AfC Annual Leave Entitlements Agenda for Change Annual Leave Entitlements Excluding Public Holidays rounded up to the nearest 15 minutes On After Five After 10 Appointment Years Years Entitlement in Weeks 5
26. tlement is based on days and is calculated using the employee s working pattern defined on the Accrual Plan Entitlement is based on complete calendar months only Any allowance for starting or leaving part way through a month can be catered for using the Annual Leave Hours Override Element see below Values are rounded up to the nearest day where calculations change mid year due to Increase in entitlement Starting leaving or reducing increasing contractual hours either mid month or mid year Setting up the Plan An accrual plan is required for each assignment the employee has When choosing the Annual Leave Accrual n plans ensure the Work Pattern is selected appropriate to that assignment as this will determine entitlement OCT 2007 OCT 2007 OCT 2007 Scheme MHS Work Pattern Continuous Service Date Ami Days Year QO Rate Days Year 1 Rate Find Days Year 2 Rate Days Year 3 Rate Days Year Rate Days Year 5 Rate Days Yearb Rate 10 5 days a fortnight 2 days a week 3 days a week 4 days a week A days a week B days a week PT Nurse 1 day a week inc pub hal FT Nurse 2 days a week inc pub hal PT Nurse 3 days a week inc pub hal FT Nurse 4 days a week inc pub hal PT Nurse 5 days a week inc pub hol Days Year 7 Rate Days Tear B Rate Days Year 9 Rate Days Year 10 Plus Rate Days Carry Forward Rate Further Entry Information Date Earned Original Date Earned P
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