Additional hours and part time employees

Part time employees working additional hours up to a maximum of the full time hours per week must have terms and conditions equivalent to a full time worker (pro rata).

Where hours are worked in excess of the full time hours for the role, refer to guidance for calculating additional holiday pay.

Contractual change

Where part time workers are regularly working additional hours, managers should first consider whether to increase their contractual hours.  This can be on either a temporary or permanent basis. We can then ensure that they are receiving the correct contractual annual leave entitlement and holiday pay.

Calculating Additional Annual Leave (AAL)

Where it is not appropriate to increase contractual hours, managers need to calculate the additional annual leave entitlement.  This is to ensure it is a true reflection of the hours that the part-time employee works.

The additional annual leave for the period 1 April to 30 September 2020 has already been calculated by HR.  Managers must adjust the leave for any additional hours an employee has worked.  This will be up to the full time hours for the role for the period 1 October to 31 March 2021 and thereafter.

To calculate the additional annual leave entitlement for extra hours worked up to the full time hours per week, managers need to use the annual leave spreadsheet.  The guidance notes on the spreadsheet show a worked example. Managers must:

  • input the additional hours and period in which these extra hours were worked
  • add the extra leave to the employee's annual leave entitlement

Calculating Additional Holiday Pay (AHP)

Where it is not appropriate to increase contractual hours, we must ensure that employees receive the correct holiday pay for when they are on annual leave.

As an interim, this calculation will be undertaken manually by HR, twice a year for the period 1 April to 30 September and 1 October to 31 March. Payments will be made to employees in November and May respectively.   This manual calculation will be undertaken until further development of Business World takes place as part of the system development.

For advice on this matter, contact your senior HR adviser.