MyView holiday entitlement
How is my leave calculated?
- To view your entitlement including bought and carried forward holiday, in MyView please click on My Leave and Team Calendar, Team Leave Calendar and then click on your name.
- Your entitlement includes the hours for bank holidays and minimum service days (pro rata for part time staff).
- If you are full time, you will see that your bank holidays and minimum service days have been booked for you, this will show as 'leave taken'. You will also see that any carried forward hours will have been used to book this leave as those hours are used first, this does not alter your total entitlement, you will still have the carried forward leave to use as holiday.
- Please see the examples below of how your leave is calculated or use the calculator below as a guide (please note that MyView will round up the hours so this calculation may not match exactly).
This calculator may also 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 2025-26 [XLSX 24.76KB]
- 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. This ensures that all staff receive the same amount of leave regardless of when they join or leave and also ensures the University meets the statutory entilement for all staff.
If you are leaving the University and wish to know the exact amount of leave you have remaining on your leave date, please contact your HRAdmin contact for your area. Holiday is already pro-rated on MyView for staff on fixed term contracts.
| 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) | 248.2 hours | 36.5 | 7.3 |
| Grade 1-6 (3 years service) | 255.5 hours | 36.5 | 7.3 |
| Grade 1-6 (4 years service) | 262.8 hours | 36.5 | 7.3 |
| Grade 1-6 (5 years service +) | 270.1 hours | 36.5 | 7.3 |
| Grade 7-10 | 285 hours | 37.5 | 7.5 |
| Clinical staff | 304 hours | 40 | 8 |
| Clinical staff (7 years+) | 320 hours | 40 | 8 |
Please note, the above figures are based on the number of full years of service. For example, if you started in October 2023, you will receive your 3 years service entitlement in the 2027/28 leave year.
- Annual leave guidance for clinical academics
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1. How Is My Leave Calculated?
Clinical academics receive 38 days of annual leave per year (pro rata if part‑time), made up of:
- 24 days annual leave
- 6 Minimum Service (MS) days
- 8 Bank Holidays (BH)
Staff with 7 years’ service or more at this University, receive an additional 2 days, bringing the total to 40 days.
For full‑time clinical academics (40 hours per week), this equates to:
- 24 days annual leave
- 6 Minimum Service (MS) days
- 8 Bank Holidays (BH)
- 2 extra days due to years of service in line with BMA
Part‑time staff receive a pro‑rata entitlement based on contracted hours.
2. Viewing Your Leave Entitlement in MyView
To see your full entitlement—including bought leave and any carried‑forward hours:
- Log in to MyView
- Go to My Leave and Team Calendar
- Select Team Leave Calendar
- Click on your name
Your entitlement will include the hours allocated for bank holidays and minimum service days (pro‑rated for part‑time staff).
3. Bank Holidays and Minimum Service Days
- If you are full‑time, bank holidays and MS days will already appear as ‘leave taken’ in MyView.
- If you have carried‑forward leave, MyView will automatically use these hours first to book BH/MS days.
- This does not reduce your total entitlement—you still retain the carried‑forward leave to use as annual leave.
- If you are part-time, you must book your own BH and MS days if they fall on your normal working days. However, if you work on the BH or MS day you do not need to book leave on this day. You retain those hours to use as annual leave at another time, which should be agreed locally with your line manager.
BSMS‑specific note:
BSMS allows full time clinical academics to delete a booked BH/MS day if they worked it.
This requires manager approval, and approval is at the manager’s discretion.4. Calculating Your Leave
You can use the Holiday Calculator 2025–26 as a guide to estimate your entitlement, especially if you are considering changing your hours.
Please note:
- MyView may round hours, so the calculator may not match exactly.
- The calculator cannot be used for part‑time, part‑year contracts.
5. Starting or Leaving Part‑Way Through the Leave Year
If you join or leave during the leave year, your entitlement to annual leave, bank holidays, and MS days will be pro‑rated based on the number of days you are employed.
This ensures:
- All staff receive a fair and consistent amount of leave.
- The University meets statutory leave requirements.
If you are leaving and need an exact balance for your final date, please contact your HR Admin Staff Services team.
For fixed‑term staff, MyView already applies pro‑rata calculations automatically.6. Working Across NHS and BSMS
There is no difference in how clinical academics should book leave when working at the NHS or BSMS and this should be captured on MyView if BSMS is your substantive employer.
- Examples of full time staff
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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 to 30 September (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 to 31 March (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 to 31 March (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.
- Examples of part time staff
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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 to 30 September:
(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 leaveThe 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.
- Entitlement on MyView
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Entitlement: This is your full entitlement 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.