This article is suitable for those using the Government's ‘days worked per week’ calculator.
Although you are free to use either method, please be assured that despite the government calculation often being higher our calculator is still accurate and meets legal requirements.
The Government calculator formula:
The government formula uses the legally required minimum holiday allowance of 28 days holiday including bank holidays.
Step one: 28 days x (Number of days worked in a week* / 5)
E.g if a member of staff works 4 days it would be 28 x (4/5) = 22.4
*The maximum figure that can be used for ‘Number of days worked in a week’ is 5. Even if your employee works 6 days per week this figure would still be 5*
Step two: They then take this and prorate it against the month we are currently in
For example:
The leave year is the 01/01/2022 to the 01/01/2023
If the employee started on the 23/03/2022 it would be presumed they were working 10 months of the year.
If the employee started on 01/04/2022 it would be presumed they are working 9 months in a year.
If the employee started on the 30/04/2022 it would be presumed they are working 9 months in a year.
Therefore if a staff member started on the first day of the month (1st) or the last day (31st) the holiday given would still be the same holiday allowance!
Step Three: The calculator then takes (The total annual allowance / 12) x the number of months they are working in the year.
Step Four: All figures are then rounded to the nearest ½ day or full day
The RotaCloud calculation formula
The RotaCloud formula is much simpler:
((full yearly allowance) / (total days in year)) x days remaining in leave period from start date
This is then rounded.
Example 1: If someone starts on the 22/03/2022 and they work 4 days a week with a leave year that runs 01/01/2022 - 01/01/2023
You would enter a Fixed Allowance into the Employee Profile of 22.4 as your staff member works 4 days a week
To calculate this:
Annual leave for Full Time Employees x (Number of days worked in a week* / 5) e.g. if a member of staff works 4 days it would be 28 x (4/5) = 22.4
*The maximum figure that can be used for ‘Number of days worked in a week’ is 5. Even if your employee works 6 days per week this figure would still be 5*
For greater detail on how to add a fixed allowance click the link to view our handy guide: 'Managing Holiday Allowances'
The RotaCloud calculation formula
((full yearly allowance) / (total days in year)) x days remaining in leave period from start date
This is then rounded.
Essentially differences arise between the RotaCloud and the government calculator as in the first year of employment the government calculates the holiday entitlement taking into account just the month someone starts in and not the exact date they start on.
We understand you may still want to use the government Holiday Allowance
To do this you need to edit your employee's 'Fixed Allowance' and ensure you removed the prorate feature on RotaCloud :
Step one: Set the 'Fixed Allowance'
Using the dashboard select 'Company'
On the drop down menu select 'Employees'
Select the Employee you want to change the 'Fixed Allowance' for to open their Employee page
On the Employee page scroll to the 'Fixed Allowance' and enter the holiday allowance you wish to use.
Scroll to the bottom of the page and select 'Save'
Step two: Ensure RotaCloud isn't set to prorate allowance.
To disable this, go to Settings (the cog icon on the blue navigation bar)
Scroll down to the Leave header.
Untick the box 'Prorate holiday allowances based on start date and final working date' and your staff's holiday allowance will no longer be adjusted.
Alternatively, you can remove the employee's start date or final working date from their Employee profile, to stop the prorate calculation changing the government allowance. (If you need to keep a record of a user's start date, then you can always copy and paste this into the Notes section of the employee's profile, for future reference).