Annual Leave Calculator for CRC staff

Most relevant to colleagues transferred from CRCs

Annual leave calculator for transferred CRC staff

If you are not covered by the National Agreement i.e. because you transferred from a parent or supply chain organisation, this page will not apply to you. You will retain your pre-transfer annual leave entitlement and leave year and your entitlements will be considered as part of the harmonisation with the Probation Service terms at a later date, subject to negotiation with Trade Unions. You will not need to use the calculator on this page.

The remainder of this page will apply to staff who transferred from the CRC only.

If you transferred from the CRC on 26th June, you will retain your CRC annual leave entitlement until 28 February 2022.

This is because the National Agreement states that the Probation Service will honour annual leave entitlements in place and any annual leave that has been booked prior to transfer, even if these exceed the Probation Service (NPS) entitlements. HMPPS have since waived the need for staff to book their leave in advance in order to retain any higher entitlement.

This only applies for the transitional period. From 1 March 2022 all staff revert to the Probation Service (NPS) entitlements as set out in the National Agreement.

A transitional annual leave calculator has been created to help you to work out your CRC entitlements up to 28 February 2022.

Click here for the transitional annual leave calculator

Please Note – you will need to save a copy of the calculator to your documents and reopen it from your saved location to ensure it works correctly.

The following guidance notes and examples have been provided to help you use the transitional calculator:

Guidance

Annual Leave Entitlement Section

Entry on Calculator	Notes/Guidance
Total Hours (Actual Hours) – Enter your contracted hours in the box	Note: The Total Hours (FTE) box is fixed at 37 hours as all staff will have a 37-hour FTE.
Working Days Per Week – If you don’t work a full week, enter the number of days per week you do work. If you do work a full week, leave this as Full Week.
Full-Time Annual Entitlement in Days – Enter your full year CRC Annual Leave Entitlement for 2021/2022. E.g. 33 days	Note: This should be the full-time equivalent entitlement in days. Include any service days but exclude public holidays.
Full Year/Part-Year Circles – If you only work part year (e.g. term time only) then tick the ‘part-year’ circle and follow the instructions for part-year working.
Leave Year Start Date – Enter the start date of your 2021/2022 annual leave year. This should be the leave year that, for you, will include 28 February 2022.	If your leave year normally starts on 1 April, you will enter 1/4/21. If your leave year starts on 1 October, you will enter 1/10/21. Note: The Leave Year End Date is fixed at 28 February 2022 as this is the end of the transitional period.
The calculator will work out the proportion of leave that you are entitled to based on your current full year entitlement and the start of your leave year. E.g. if your leave year starts 1 April 2021, you get 11 months of your CRC entitlement to end of February 2022. If your leave year starts on 1 October 2021, you get 5 months of your entitlement to end February 2022.	Please refer to the examples below for further explanation. Before moving on to the Public Holiday Section, the Calculator shows the total leave entitlement in hours and the length of a day’s leave in hours. The normal length of day’s leave is 7.40 hours but this will vary if, for example, you work a compressed week.

Public Holiday Section

Number of Public Holidays – Enter the number of public holidays that fall into the annual leave period.

Use the table to right of the calculator to check which public holidays fall into the annual leave period. E.g. if your annual leave year is from 1 October 2021, there will be 3 public holidays in the period from 1 October 2021 to end February 2022.

Public Holidays that Fall onto a Working Day – Enter the number of public holidays that fall onto days that you normally work.

For a full-time person, the number of public holidays that fall onto working days will be the same as the number that fall into the annual leave period.

If you work part-week or compressed hours, the number of public holidays that fall onto a working day may be fewer.

The calculator will work out your public holiday entitlement in hours, based on your pro-rata contracted working hours per week and the total number of public holidays that fall within the period.

The ‘Entitlement in Hours’ in this section does not fluctuate with the number of public holidays that fall onto a working day. The impact of this is taken into account in the Overall Leave section.

Note: Don’t do anything with the information in the Public Holiday section because any adjustments arising from the information you have entered is taken into account in the ‘Overall Leave Entitlement’ box

Results Section

Total Leave – this shows the total leave entitlement in both hours and days

Public Holidays – this shows your entitlement in Days

Days round up to nearest half day, hours round up to nearest whole hour.

If you take your leave entitlement in hours, your hourly entitlement is show here. In addition to this you get the number of public holidays that are shown here in days.

You can take these public holiday days as they fall and deduct them from your public holiday entitlement. (If you work part-time or compressed hours, which means that your normal working hours per day are more or less than the standard 7.40 hours, then this has already been taken into account in the hourly annual leave entitlement in this ‘pink’ section).

If you take your leave entitlement in days, this section shows the total number of days leave you are entitled to. It also shows the number of public holidays that fall within the period which you take as they fall.

Enter this total leave entitlement onto a leave sheet and add any carry over from the previous leave year. Follow the Probation Service (NPS) leave policy, procedures and processes when booking and taking your leave post-transfer. Remember, Probation Service (NPS) entitlements apply from 1 March 2022 onwards.

Examples

If your leave year starts on 1 April

Using an April to April leave year as an example, you will continue on your existing leave entitlement post transfer. As your current leave year extends beyond 28 February 2022, use the calculator to pro-rata this to end on 28 February 2022 i.e. you will be entitled to 11 months of your CRC entitlement from 1 April 2021 to 28 February 2022.

You are now aligned to the Probation Service (NPS) annual leave year and from 1 March 2022 you will have a full year entitlement to Probation Service (NPS) leave entitlements i.e. from 1 March 2022 to end February 2023. You will be able to calculate your annual leave entitlement from 1 March 2022 by using the Probation Service annual leave calculator on MyHub here.

If your leave year starts on 1 October

You will continue on your existing leave entitlement post transfer. You will start your new leave year on 1 October 2021 as normal with your full year CRC entitlement. Use the calculator to pro-rata this to end on 28 February 2022 i.e. you will be entitled to 5 months of your CRC entitlement from 1 October 2021 to 28 February 2022.

You are now aligned to the Probation Service annual leave year and from 1 March 2022 you will have a full year entitlement to Probation Service (NPS) leave entitlements i.e. from 1 March 2022 to end February 2023. You will be able to calculate your annual leave entitlement from 1 March 2022 by using the Probation Service annual leave calculator on MyHub here.

Worked example of Full time, full week

Using an April to April annual leave year as an example, enter the relevant details. Actual hours are 37, full week. Annual Leave year begins 1 April 2021. FTE Entitlement is to 33 days.

Calculator shows that the entitlement without public holidays is 222.8 hours and the length of a day of leave is the standard 7.40 hours.

There are 8 public holidays in the period and all fall on working days. Enter 8 into both boxes

Results show that there is an overall entitlement to:
223 hours, or 30.5 days PLUS 8 public holidays.

Worked example of part-time, 3 days per week:

Using an October to October leave year as an example, enter the relevant details – Actual hours are 22.5 per week worked over 3 days. Annual leave year begins 1 October 2021. FTE Entitlement is to 33 days.

Calculator shows that the entitlement without public holidays is 61 hours and the length of a day of leave is 7.50 hours.

There are 3 public holidays in the period and all fall on working days. Enter 3 into both boxes.

Results show that there is an overall entitlement to:

53 hours, or 7 days, PLUS 3 public holidays

For further explanation about public holiday calculations – see below.

More information about public holiday calculations

If you are full-time, you get an allowance for each of the public holidays that fall within the period. If you are part-time you get a pro-rata entitlement to each of the public holidays that fall within the period. Your pro-rata entitlement is based on the number of hours you are contracted to work per week. The calculator shows this in the Public Holiday Section ‘Entitlement in Hours’.

However, we then have to take into account:

The number of days you work per week; and
The number of public holidays that fall on your working days.

This is because you only have the ‘Entitlement in Hours’ allowance for public holidays and your total annual leave entitlement may need to be adjusted (up or down) to allow you to take the number of public holidays that fall within the period.

So, if you work compressed hours, your working days are longer than the standard 7.4 hours – e.g. 9 hours. If a public holiday falls on a working day you therefore need to take 9 hours public holiday leave in order to take that full day off. The more public holidays that fall on your working days, the more you erode your public holiday entitlement e.g. if your bank holiday is 9 hours but your daily bank holiday entitlement is 7.4 hours, then the remaining 1.6 hours would automatically be taken out of your annual leave entitlement and added to your bank holiday entitlement.

The calculator takes these factors into account and adjusts your overall annual leave entitlement accordingly. If you work longer days, and more of the public holidays fall onto your working days, your overall annual leave entitlement will reduce to allow for you to take the longer public holidays that fall in the period.

If you work longer days but few of them fall on public holidays, your annual leave entitlement may increase accordingly.

Essentially, the public holidays are offset against your overall annual leave entitlement depending on how many hours you work per day and how many public holidays fall within the period.

In all cases, however, the calculations are based on your public holiday allowance – which is based on your contracted weekly hours.

This means that you can take public holidays as they fall, and deduct them from your public holiday entitlement, leaving your remaining annual leave entitlement to take as normal.

Click here for the transitional annual leave calculator

From 1 March 2022, you should use the Probation Service (NPS) Annual Leave Calculator and Probation Service (NPS) Annual Leave – MyHub Guidance to calculate your Probation Service entitlements.