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- It is recommended that you enter annual leave retrospectively. This is for two reasons.
o If you enter the annual leave as ‘confirmed’ you cannot delete it. Therefore by entering retrospectively the leave has already been taken and it should not need deleting.
o If you enter the annual leave as ‘planned’ you cannot enter the ‘total hours’ taken. As the system automatically assumes EVERY employee works 7.5 hours a day, in most cases you will need to enter the exact hours taken in this box. If entered as ‘planned’, you would need to go back into the system once the annual leave has been taken, change it to confirmed leave and enter the total hours taken. This means going into the system twice as opposed to once if you enter it retrospectively as ‘confirmed’.
- ‘Annual Leave Hours ?’ is the absence type used to input annual leave. The ? refers to a number between 1 and 5. Number 1 is for the primary assignment, 2 for a second post, 3 for a third etc.
- Entitlement within ESR is calculated to the nearest ¼ hour.
- Bank employees are paid WTD (Working Time Directive) in lieu of Annual Leave. Therefore no annual leave is to be input for these employees.
- IMPORTANT: Full time employees entitlement is shown excluding Bank Holidays therefore no Bank holidays taken should be input. Part-time employees entitlement is shown including Bank Holidays therefore Bank Holidays taken must be input and recorded as Annual Leave.
Calculating Entitlement
- FOR FULL ANNUAL LEAVE POLICY WITH FURTHER DETAILS OF HOW TO CALCULATE ENTITLEMENT PLEASE SEE ‘ Annual Leave Guidance’ available under ‘Policies and Procedures’ on the intranet.
- ESR calculates all annual leave from details held on the system. It takes into consideration the hours worked per week and the total aggregated service.
- The calculation is as follows:
(Hours worked per week/5) x Number of days entitlement
- If ESR’s calculations do not tally with the managers calculations please contact Quality and Business Services.
- Original calculations of Annual Leave entitlement should be done by the manager using the Annual Leave policy, with help from Advice and Guidance is necessary.
How to input annual leave
1. Once logged into Manager Self Service, select ‘Absence’
2. Click on ‘Action’ next to the person who you are entering the annual leave for
3. Click on the ‘Create Absence’ button
8. Click ‘Next’
9. You may be presented with the following warning. If so click ‘Next’ again.
10. Check that all information entered is correct. If so click ‘Submit’
Overview
Viewing Entitlement
1. Once logged into Manager Self Service, select ‘Absence’
2. Click on ‘Action’ next to the person whose annual leave entitlement you want to view
3. Click on ‘Entitlement Balances’
The annual leave entitlement will then be shown. All entitlement is calculated in hours to the nearest ¼ hour.
In order to view entitlement from a specific date enter the date in the ‘Effective Date’ field and click go.