How Care Control works out Holiday

This guide will cover how the Care Control system calculated holiday entitlement for your staff members.

For regular hours workers, annual leave begins to build up (‘accrue’) as soon as they start their job. An employer can use an accrual system to work out a worker’s leave during the first year of the job. Under this system, a worker gets one-twelfth of their leave in each month.

Holiday entitlement: Calculate leave entitlement – GOV.UK

Please note – we recommend configuring all holiday related settings before using the roster system as making holiday setting changes afterwards can cause problems. If you are unsure, please contact our support team for advice.

1 - The Holiday Year

Three options available for the Holiday Year period:

By Start Date – unique for each staff member, with their holiday year beginning when they started working for the organisation.

By Birthday – unique for each staff member, with their holiday year beginning on their birthday.

As Per Company Settings – same for each staff member, holiday year with manually set dates.

2 - Booking Calculation

Booking Calculation works out how many hours the staff member takes when booking a holiday, i.e., how many hours are removed from their allowance.

Per Contracted Hours – based on the weekly contract hours. For example, if a staff member works 30 hours per week and books one week off, 30 hours would be deducted from their allowance. If they booked one day off, 4.28 hours would be deducted (30 divided by 7).

As Planned Work – based on the active live rota. When a staff member books holiday, the system will check the rota to see if they are working during the requested dates and deduct the number of hours booked off.

User Defined – the staff member chooses how much allowance they wish to use in a booking.

Manager Defined – the staff member books holiday dates, but a manager enters the number of hours that will be deducted from their allowance.

3 - Additional Information

When recording Annual leave with a staff member on the setting of Per Contracted Hours, this can sometimes show an unexpected number of holiday hours.

For example, a staff member has a 30 hour contract and is trying to book off a 12 hour shift and the system is calculating 4.28 hours for the day in question.

This is because Care Control will look at how many hours this person is contracted to work and will divide by 7 days.

Example:

A staff member is on a 30 hour contract, divide this by 7.

30 divided by 7 = 4.28

Another example of Care Control working out Annual Leave over a 7 day period rather than a 5 day period.

If a staff member is working 36 hours per week and books off 3 working days in a row(which will be their 36 hours), this will calculate as 15.43 hours.

If the staff member books off all 7 days rather than just the 3 days, the system will calculate 36 hours.

With Care Control a full time employee earns 210 hours of holiday allowance if they are contracted to 37.5 hour weeks. If the employer would like to cap the holiday allowance then they must move employees away from a set contract and instead opt for a zero hours contract and cap the holiday this way. Zero hour contract staff accrue holiday so the cap is then in place.