Holiday Absence and Holiday Pay

All flexible employees are entitled to paid leave. Find out what you’re entitled to…

All flexible employees are entitled to accrue the equivalent to 5.6 weeks paid leave within a single holiday year, pro-rata to the days and hours worked and months service in the holiday year. If you work 5 days per week, this equates to 28 days per annum for a full-time member of staff working for a whole holiday year (5 days x 5.6 weeks). Leave accrues and is paid pro-rata for part-time staff.

In very broad terms, our flexible employees accrue 0.5 days leave for every complete working week. Bear in mind that the value of a day’s leave is dependent on your average working hours and pay. So, for example, if you regularly work 2 hours per day, a full day’s paid leave entitlement is equivalent to just 2 hours pay.

You may accrue an additional entitlement if you have sufficient continuous service to qualify for contractual enhanced leave and, in certain circumstances, may also qualify for additional leave after a certain period in assignment under the Agency Workers Regulations.

How do I find out how much paid holiday entitlement I have accrued?

Your accrued holiday entitlement is printed on the bottom of your payslip each week. It’s expressed as a number (of weeks), e.g. 1.2

0.2 is equivalent to 1 day’s leave.

Dividing the number on your payslip by 0.2 will therefore give you your entitlement in days, e.g. 1.2 ÷ 0.2 = 6 days.

The number on your payslip is the number of week’s holiday you have accrued in the current holiday year based on the average hours you have worked over the previous 12 weeks. This is done by dividing your total hours worked in that period by 12. So, if your average working week is 20 hours and your payslip tells you that you have 1.0 week’s leave outstanding, then your entitlement would be to receive 20 hours’ pay (or 4 hours pay for each single day’s leave). If your average working week was 35 hours, then you would receive 35 hours’ pay (or 7 hours pay for each single day’s leave).

Because your hours may vary each week, your average hours over a 12 week period may also change. You will receive a greater amount of holiday pay if you work the maximum number of hours for your assignment each week.

Payment is made at your average hourly rate in the same calculation period.

How is the rate of holiday pay calculated?

Holiday pay is calculated at your average hourly rate over the previous 12 weeks.

The total number of hours you have worked is calculated and divided by 12 to give us your average weekly hours. Your total gross pay is then divided by the average hours to give your average hourly rate and that is for your holiday pay rate, i.e.

(Total pay for 12 weeks) ÷ (Total hours for 12 weeks) = Average Hourly Pay Rate.

So, if you worked a total of 240 hours and earned a total of £2,097.60 in 12 weeks and took leave the following week, your holiday pay rate would be £8.74 per hour, i.e.

Total Pay of £2,097.60 ÷ Total Hours of 240 = £8.74.

Will I be paid for public holidays?

If a Public Holiday falls during a period when you are working in an assignment and you are not working on that day, if you have unused accrued leave entitlement, we shall automatically apply your paid holiday entitlement unless you tell us not to in advance.

If the Public Holiday falls when you are not currently working in an assignment, then you will only be paid for that day if you submit a written request to take paid leave from your accrued entitlement on that day. Use the Paid Annual Leave Request Form available in the Downloads section and specify the Public Holiday date(s) for which you wish to be paid. You need to do this in advance.

How do I book holiday?

If you will be working in an assignment for some or all of the days on which you wish to take leave, you must first agree your time off with your supervisor. Always give as much notice as possible.

Once your leave dates are agreed – or if you are requesting paid holiday at a time when you will not be working in an assignment – you need to submit a written request to Step Ahead as soon as possible and prior to the first date on which you will be on leave.

You need to download a Paid Annual Leave Request Form, which is available on the Downloads page and email your completed form our Admin Team at Step Ahead. The email address is given on the form.

When does the holiday year start and end?

The Holiday Leave year runs from 1st February each year until 31st January the following year. For legal and contractual reasons, you cannot carry forward leave from one year to the next (see below).

What happens with my unused holiday entitlement?

For legal and contractual reasons, you cannot carry forward leave from one year to the next or receive payment in lieu of leave except as required by law.

The Working Time Regulations prohibit any part of the minimum statutory leave entitlement being carried over from one leave year to the next. Policy also prevents carrying leave forward.

The Working Time Regulations also prohibit any part of the minimum statutory leave entitlement being paid in lieu of actual holiday while you are still working for us. Policy also prevents payment in lieu of leave except as required by law. The only time we can pay you in lieu of holiday is when we pay outstanding leave accrued at the end of your employment with Step Ahead.

It is your responsibility to plan your holiday to ensure that you can and do take your full holiday entitlement prior to the expiry of the holiday year.

If you request a P45, any accrued annual leave outstanding at the date of leaving will automatically be paid to you.

If you’d like to discuss any aspect of your personal Holiday Absence and Holiday Pay with a member of our team, please get in touch.

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