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MyView holiday entitlement

How is my leave calculated?

The holiday year runs from 1 October to 30 September.

Please see the examples below of how your leave is calculated or please use this calculator as a guide to how your holiday is calculated on MyView, this may be useful if you are thinking of changing your hours. Please note that it is not currently possible to use this calculator if you are on a part time, part year contract.

Holiday calculator - 2022/23 [XLSX 19.84KB]

Staff who start or finish employment part way through the leave year, will be entitled to the pro-rata entitlement of annual leave, bank holidays and minimum service days, according to the number of days worked in the leave year.

If you are leaving the University and wish to know the exact amount of leave you have remaining on your leave date, please contact hrsystems@sussex.ac.uk.

Entitlements in 2022/23

	Leave entitlement for a full year (A/L, BH & MS days combined)	Full time weekly hours	Full time hours per day
Grade 1-6 (less than 3 years service)	255.5 hours	36.5	7.3
Grade 1-6 (3 years service)	262.8	36.5	7.3
Grade 1-6 (4 years service)	270.1	36.5	7.3
Grade 1-6 (5 years service +)	277.4	36.5	7.3
Grade 7-10	292.5	37.5	7.5
Clinical staff	312	40	8
Clinical staff (7 years+)	328	40	8

Full time staff: 

Your leave is displayed in hours as above according to your terms and conditions as of 1st October.  You will see on MyView that all bank holidays and minimum service days have been booked for you by the HR department and will show under 'leave taken', your remaining balance is your holiday entitlement. 

Example of a full time Grade 4 new contract starting on 1 November 2022 to 30 September 2023 (334 days worked):

(255.5 has been round to 256)

256 hours ÷ 365 days x 334 days = 234 hours

234 hours -  109.5 hours (the 9 bank holidays and 6 minimum service days that fall during the period) =  124.5 hours bookable annual leave entitlement.

Example of a full time, Grade 7, fixed term contract from 1 October 2022 to 31 March 2023 (182 days worked):

(292.5 rounded to 293)

293 hours ÷ 365 days x 182 days = 146 hours 

146 hours - 52.5 hours (the 3 bank holidays and 4 minimum service days that fall in the period) = 90.5 hours bookable annual leave entitlement.

Example of a full time, Grade 7, fixed term contract from 1 November 2022 to 31 March 2023 (151 days worked):

(292.5 rounded to 293)

293 hours ÷ 365 days x 151 days = 121.5 hours

121.5 hours - 52.5 (the 3 bank holidays and 4 minimum service days that fall in the period) = 69 hours bookable annual leave entitlement.

Full time staff working compressed hours/shift work:

As above, but you must use your entitlement to book your own bank holidays and minimum service that fall on your working days.

Part time staff:

Your leave is displayed in hours according to your terms and conditions as of 1st October. This entitlement includes your allowance for bank holidays and minimum service days, you must book the hours on these days if they fall on your normal working days.

The leave is calculated by adding together (in hours) the full time entitlement to annual leave, bank holidays and minimum service days and then dividing by the full time working week (see table above) and then multiplying by your weekly hours.

Example of a 30 hour per week part time, Grade 7 full year contract from 1 October 2022 to 30 September 2023:

(292.5 rounded to 293)

293 ÷ 37.5 x 30 = 234.4 hours

The staff member must then use this entitlement to book the hours they would normally work on the bank holidays and minimum service days that fall on their normal working days. The remaining hours can be used for annual leave.

Example of a 30 hours per week, paid for 30 weeks per year, Grade 9 part-time part-year contract:

(292.5 rounded to 293)

293 hours ÷ 52 x 30 = 169 hours

169 ÷ 37.5 x 30 hours = 135.2 hours total leave

The staff member must then use this entitlement to book the hours they work on the bank holidays and minimum service days that fall on their normal working days. The remaining hours can be used for annual leave.

Your entitlement explained

Entitlement:  This is your full entitlement in hours for this period, including the hours for bank holidays and minimum service days.   

Carried forward leave:  As this is the first year of using MyView for holiday, we have not carried over any holiday from 2021/22.  Next year this will show any leave you have carried over up to 5 days pro rata.

Bought Entitlement: If you have bought holiday via the ALPS scheme, this will show here, this will be uploaded in April or October.

Taken: This will detail the hours holiday that you have taken.

Booked: This will detail the hours you have booked for the future, please note that this will include the hours for bank holidays and minimum service that HR have booked for full time staff only.

Current balance:  These are how many hours you have outstanding to book annual leave but does not include the hours you have booked for the future.

Outstanding balance:  These are the remaining hours available to you to request annual leave and if you are part time, full time compressed hours or shift work, you will also be required to use this entitlement to book the bank holidays and minimum service days that fall on your normal working days.