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Holiday accrual during sickness and other leave

What it is

Chronicle builds the holiday allowance of shift and no-fixed-hours staff from the hours they actually work, at 12.07% (or your company's own percentage). Time off sick and on statutory leave can now earn holiday as well.

A new switch, Counts towards holiday accrual, lets you choose which holiday, sickness and absence types earn holiday.

Ticked sickness and absence is credited at the employee's average hours, as the Working Time Regulations require.

What it's for

Under Working Time Regulations, irregular-hours and part-year workers must keep accruing holiday while they are off sick or on statutory leave (maternity, paternity, adoption and similar), based on the hours they normally work.

With this switch on, an employee keeps building their holiday allowance through a spell of sickness, in line with their usual working pattern.

Who it applies to

Employees whose allowance is built from hours worked:

Condition

Where it's set

Employment type is any of the following:

  • Full-Time (shift work with fixed hours),

  • Part-Time (shift work with fixed hours),

  • No Fixed hours (zero hours contract),

  • No Fixed hours (casual)

Employee record

The allowance is held in hours (Entitlements in hours)

Employee record → Entitlements tab

Fixed-hours employees, and anyone whose allowance is held in days, are not affected.

How to use it

  1. Go to Settings → Holiday, Sick and Absence → Sickness.

  2. Edit each sickness type that should earn holiday, switch on Counts towards holiday accrual and save.

  3. Do the same on the Absence page for your statutory leave types, and on the Holidays page if your policy is for booked holiday to earn holiday too.

  4. The next overnight recalculation updates the Entitlement figure on the employee's Entitlements tab.

Ticked type

Basis for calculations

Sickness

The employee's average hours (see reg 15C)

Absence

The employee's average hours (see reg 15C)

Holiday

The hours booked on the holiday

Anything not ticked

Nothing

The company percentage is then applied, exactly as it is to hours worked. It is set in Toolbox → Company settings → 52 week accrual calculation; zero means 12.07%.

How the average is worked out

Chronicle follows the regulation of the section 15C of the Working Time Regulations:

  • System looks at the 52 weeks before the sickness or absence started and works out how many hours a week the employee normally worked.

  • Weeks containing ticked sickness or absence areskipped and replaced with earlier ones, looking back no more than 104 weeks

  • Weeks with no work count as zero, andsomeone with less than a year's service is averaged over the weeks they have.

  • A week off never earns morethan an average week.

Worth knowing

You decide what counts. Every holiday, sickness and absence type starts switched off, including new ones, so allowances only take time off into account once you switch a type on.

Changes show the next morning. The calculation runs overnight, not when you save.

Only authorized time off counts. Requests still awaiting a decision, and declined requests, earn nothing. Future bookings count once their date has passed.