Bank holiday and part time calculations

Pro rata deduction in days

IRIS Cascade follows a simple procedure to calculate the pro-rata deduction that employees should receive, in days:

1. Calculates the entitlement the employee would have if they were full time. (This is the total of the basic entitlement, plus any length of service additions.)

   • For example: 30 days basic entitlement + 6.5 days length of service = 36.5 days

2. Calculates the entitlement the employee would accrue per day if they were full time. (This is the total entitlement divided by the number of days in the entitlement year.)

   • For example, for an entitlement year that runs from 1 January 2021 to 31 December 2021 = 365 days: 36.5 ÷ 365 = 0.1 days per calendar day.

3. Uses the employee’s Job & Salary record to determine the number of working periods for this entitlement year.

   • You can split the entitlement year into two work periods. The first run could start at the beginning of the entitlement year, for example, from 1/1/2021 to 22/06/2021, and the second could start from 23/06/2021 to the end of the entitlement year, 31/12/2021.

4. Calculates the full-time entitlement for each period by multiplying the number of days in each period by the employee’s entitlement per calendar day.

5. Calculates the pro-rated entitlement for each period by multiplying the full-time entitlement for each period by the FTE for each period, and then adding together the values for all the work periods.

6. Calculates the overall deduction by subtracting the total pro-rated entitlement from the full-time entitlement, and then rounding to the nearest minimum day unit.

Period	Start date	End date	Number of days in period	Full-time entitlement for period (days)	FTE for period	Pro-rated entitlement for period (days)
1	1/1/2021	22/6/2021	173	17.3	1	17.30
2	23/6/2021	31/12/2021	192	19.2	0.7466666666667	14.34
			Total full time	36.5	Total pro-rated	31.64
					Total deduction	4.86
					Total deduction (rounded)	4.75

Pro rata deduction in hours and minutes

To calculate the pro rata deduction in hours and minutes, IRIS Cascade follows an identical procedure, except the calculations use hours and minutes, and the final deduction is not rounded to the nearest minimum day unit.

1. Calculates the entitlement the employee would have if they were full time. (This is the total of the basic entitlement, plus any length of service additions.)

   • For example: 225:00 hours basic entitlement + 48:45 hours length of service = 273:45 hours

2. Calculates the entitlement the employee would accrue per hour if they were full time. (This is the total entitlement divided by the number of hours in the entitlement year.)

   • For example, for an entitlement year that runs from 1 January 2022 to 31 December 2022
     = 365 days x 24 = 8760 hours: 273:45 ÷ 8760 = 00.01:52 hours per calendar hour

3. Uses the employee’s Job & Salary record to determine the number of working periods for this entitlement year.

   • If required, the entitlement run can split into two work periods, allowing you to run the first from the start of the entitlement year, for example, (1/1/2021) to 22/06/2021, and the second running from 23/06/2021 to the end of the entitlement year (31/12/2021)

4. Calculates the full-time entitlement for each period by multiplying the number of hours in each period by the employee’s entitlement per calendar hour.

5. Calculates the pro-rated entitlement for each period by multiplying the full-time entitlement for each period by the FTE for each period, and then adding together the values for all the work periods.

6. Calculates the overall deduction by subtracting the total pro-rated entitlement from the full-time entitlement. This table summarises the calculation:

Period	Start date	End date	Number of days in period	Number of hours in period	Full-time entitlement for period (hours)	FTE for period	Pro-rated entitlement for period (hours)
1	1/1/2010	22/6/2021	173	41:52	129:45	1	129:45
2	23/6/2010	31/12/2021	192	46:08	144:00	0.7466666666667	107:31
				Total full time	273:45	Total entitlement	237:16
						Total deduction	36:28

Adjusting bank holiday entitlement

IRIS Cascade adjusts part-time employees’ entitlement to bank holiday leave by taking account of both the FTE and the working pattern. A deduction or an addition to employees’ entitlement can be applied, depending on whether their working pattern will give them more or less holiday than the correct pro-rated amount.

1. Looks at the Job & Salary records that cover the entitlement year.

2. Counts the number of bank holidays in each period by checking the dates in Admin > Attendance and Calendars > Bank Holidays for the Bank Holidays specified on the employee’s Job & Salary screen.

3. Calculates the correct pro-rated bank holiday entitlement for each period for the FTE value in the record.

4. Counts the bank holiday entitlement based on the employee’s working pattern.

5. Takes account of the duration of each day in the working pattern, both in hours and minutes and in fractions of a day.

6. Applies an adjustment to the overall holiday entitlement to account for the difference. These tables summarise the calculation.

Calculation in days

Period	Start date	End date	Working calendar	Number of bank holidays in period	FTE for period	Pro-rated entitlement to bank holiday	Number of bank holidays worked in period	Adjustment
1	1/1/2021	22/6/2021	Office calendar	5	1	5	5	0.00
2	23/6/2021	31/12/2021	T5.5WTF	3	0.7466666666667	2.24	1	1.24
						Rounded adjustment		1.25 days

Calculation in hours

Period	Start date	End date	Working calendar	Number of bank holidays in period	Number of thank holiday hours	FTE for period	Pro-rated entitlement	Number of bank holiday hours worked	Adjustment
1	1/1/2021	22/6/2021	Office calendar	5	37:30	1	37:30	37:30	0.00
2	23/6/2021	31/12/2021	T5.5WTF	3	22:30	0.7466666666667	16:48	5:30	11:18
		Total bank holiday hours			60:00		Total adjustment		+11.18

Before you use the Normal Working Day box when calculating bank holidays for employees, consider the following:

• If the hours in the Normal Hours box for the post (Admin > Posts), when divided by five, are not the same as the Normal Working Day in System Properties, adjust the Employee Working Day box (Job & Salary screen) to that value.

For example, if the Normal Working Day is set to 7 hours and hours in post are set to 40 hours, enter 8 hours in the Employee Working Day box.

Ignore the hours that the employee works as they are irrelevant at this point; remember that this is the normal day for the post, not the employee.