Days to Hours FAQ

Q. What is it all about?

A. The University will be aligning all of the current holiday schemes into a single scheme for all employees. 

Q. Why?

A. The current schemes operate a mix of entitlements using either hours or days.  With the increase in working practices such as part-time working, flexible working and compressed hours and the movement between roles of employees it is becoming increasingly necessary to make manual adjustments to people’s holiday records. Using a single measure of entitlement will allow The University’s HR system (Trent) to calculate these changes automatically.  This will reduce manual intervention and consequently the chance of error.

Q. Why not use just a days based scheme?

A. Using days as a basis for entitlement, and measurement of time used, does not work unless everybody works the same number of hours each day with no alteration.  This is becoming less common in line with our flexible working policy. An hours based scheme will increase accuracy as it ensures that whatever the hours an employee would have worked on a particular day is the amount of time used by a holiday.

Q. How does the Trent HR system know how many hours I work each day?

A. This information is held in your ‘Working Pattern’.  It is therefore critical that this is correct.  You can see details of your working pattern in Self Service.  If it is incorrect or you are not sure then speak to your line manager at the earliest opportunity.

Q.  When will this happen?

A. From 1 January 2015.  Your 2015 holiday record will be shown in hours.

Q. Does this mean I can book holiday of one or two hours instead of a half-day or whole day?

A. No. You must book your holiday in days or half-days. The change to recording annual leave from days to hours does not change the requirement for holiday to be taken as a half day, full day or several days. Both the conditions of employment and the Working Time Regulations provide for holiday to be taken in days. This ensures that employees have reasonable periods of rest and recreation away from work as well as providing time for employees to take time away from work for other personal or family reasons. Many University employees benefit from flexible working arrangements which will allow them to start later, or finish earlier or taken an extended lunch break for personal or family reasons rather than take a half-day of leave.

Q. What will happen to any carryover I may have which is currently in days?

A. Subject to the standard approval criteria this will be converted into hours and added to your 2015 entitlement.

Q. Will the way I book a holiday change?

A. No.  It will look exactly the same when you request a holiday through Self Service.  You will still have the option of requesting a half day holiday and this will be recorded as half of that day’s total hours (as recorded in your working pattern).

Q. Where can I find assistance with conversions?

A. The 2015 Annual Leave Calculator has a new conversion tool.

Q. Can I opt to stay on days?

A. No.  For the Trent system to work effectively we must use a single, consistent approach.

Q. I started working for the University part-way through the year and have a year end balance of annual leave which does not equate to a full day. What can I do with this?

A. If you have any "odd hours" left at the end of the year, you should discuss this with your manager. You may be able to carry it forward to the following year or your manager may agree that you can leave work early one day to use up the balance of your annual leave. This is the only circumstance in which you will be able to take annual leave of less than a half-day.