Setting Up Flexible Working Patterns and Rotas

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My employee works the same hours and days every week

Example: Paula has a working pattern that looks like this:

Mon          Tues         Wed         Thur         Fri
   8                8               8              8             8

Suitable Working Pattern 

Create and assign her a working pattern that shows her daily hours against the days that these are worked:

Suitable Holiday Allowance

Calculate Paula's holiday allowance in DAYS based on her working hours in relation to a full working week.

Here is the link to our handy online holiday calculator to help you do this for your employees:

breathe Holiday Calculator

Create and assign her a daily allowance:

 

My employee works the same days a week but the hours vary

Example: Fred has a working pattern that looks like this:

Mon          Tues         Wed         Thur         Fri
   11               6               5              0            0

Suitable Working Pattern 

Create and assign him a working pattern that shows his daily hours against the days that these are worked:

Suitable Holiday Allowance

Calculate Fred's holiday allowance in HOURS based on his working hours in relation to a full working week.

Here is the link to our handy online holiday calculator to help you do this for your employees:

breathe Holiday Calculator

Create and assign him an hourly allowance:

 

My employee works the same hours every day, but the days can vary from week to week

Example: Gemma has a working pattern that looks like this:

                Mon         Tues          Wed         Thur         Fri        Sat         Sun

Week 1       6               6               6              6           Off       Off          Off
Week 2      6               6               6               6            6       Off           Off

 

Suitable Working Pattern

Create and assign her a working pattern that shows her daily hours over all the possible working days of a week:

Suitable Holiday Allowance

Calculate Gemma's holiday allowance in DAYS based on her working hours in relation to a full working week.

Here is the link to our handy online holiday calculator to help you do this for your employees:

breathe Holiday Calculator

Create and assign her a daily allowance:

*******IMPORTANT*******

We would recommend that you tick 'ignore working pattern' box on the employee profile in this particular case.

In the box, record the average hours worked a week over the 2 week rolling period:

By ticking 'ignore working pattern', you instruct the system to ignore what days are recorded as possible working days on the working pattern and allow the employee to make a manual daily deduction when requesting leave:

 

My employee works a shift pattern that means that they don't work the same days in a week or the same hours every day

Example: Kate has a working pattern that looks like this:

                Mon         Tues          Wed         Thur         Fri        Sat         Sun

Week 1       6               6               6              7           Off       Off          Off
Week 2      7               7               6               7            7         Off          Off

Suitable Working Pattern

Calculate Kate's average hours/day = 6.5 over the 2 week rolling period of 9 working days.

Create and assign her a working pattern that shows her average daily hours over all the possible working days of a week:

Suitable Holiday Allowance

Calculate Kate's holiday allowance in HOURS based on her working hours in relation to a full working week.

Here is the link to our handy online holiday calculator to help you do this for your employees:

breathe Holiday Calculator

Create and assign her an hourly allowance:

*******IMPORTANT*******

We would recommend that you tick 'ignore working pattern' box on the employee profile in this particular case.

In the box, record the average hours worked a week over the 2 week rolling period:

By ticking 'ignore working pattern', you instruct the system to ignore what days are recorded as possible working days on the working pattern and allow the employee to make a manual daily deduction when requesting leave:

My employee never works the same days or hours, they are engaged on a casual basis (Flexi Working)

Is your employee a casual worker who always works varying days in a week and varying hours in a day?

Suitable Working Pattern

Create and assign a working pattern that shows their availability over the week

Example:

Suitable Holiday Allowance

Assign a zero HOURS holiday allowance which can be manually adjusted in hours as they accrue holiday: 

We would recommend that you tick 'ignore work pattern' box on the employee profile in this particular case.

In the box, record the hours that this employee is available for rather than what they work on average (as this will be challenging to calculate).

By ticking 'ignore working pattern', you instruct the system to ignore what hours are recorded against each possible working day and allow the employee to make a manual hourly deduction when requesting leave.

 

My employee has working hours that include quarter hours

In order to accommodate part hours like 0.25 or 0.75, we recommend that such hours are averaged out over the week using whole and half hours to the nearest half hour.

Example: John works 3.75 hours a day on Tuesday, Thursday and Friday which equals 11.25 hours over the full week. This should be rounded up to 11.5.

His working pattern could then be plotted as below:

When it comes to managing the holiday allowance aspect of employees who work part hours, the easiest option is to give them a daily allowance. However, this will only be appropriate if they were to be working the same hours each day. 

If the employee works differing hours in a day, then an hourly allowance would be more appropriate. In this case, we would recommend that 'ignore working pattern' is ticked on the employee profile. This will mean that the system will not look to the working pattern when deducting leave from the allowance. 

 

PLEASE NOTE THAT THE ABOVE IS INTENDED MERELY AS A GUIDE TO SETTING UP AN EFFECTIVE WORKING PATTERN AND HOLIDAY ALLOWANCE IN THE GIVEN SCENARIO.

IT IS NOT INTENDED TO BE PRESCRIPTIVE.

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