Calculation of holiday leave for a part-time employee

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Accounting for holiday leaves of part-time employees is generally based on the same rules as for full-time employees. However, part-time employment does affect how leave is calculated. Check how the holiday leave is calculated!

Calculation of holiday leave for a part-time worker

The length of leave for a part-time employee is determined in proportion to the employee's working time, taking into account his length of service and periods of completed education:

  • 20 days - work experience shorter than 10 years,
  • 26 days - work experience longer than 10 years.

An incomplete day of leave shall be rounded up to the nearest full day.

When determining the amount of vacation leave for a part-time worker, multiply the amount of work time by the full amount of leave. When rounding up to the full day of the leave entitlement in a given calendar year, it should be remembered that the length of leave cannot exceed 20 or 26 days of the basic amount. Such an event may occur when an employee changes employer several times during a calendar year, and each of them, specifying the employee's vacation length, rounds up to the full day of the leave entitlement. The result of such action may be that the basic amount of annual leave is exceeded.

Example 1.

The employee is employed on three quarters of the time and this is his only employment relationship. His full leave entitlement in 2021 is 26 days. When determining the employee's vacation leave, multiply the number of hours worked by the full amount of leave: 3/4 x 26 days = 19.5.

Rounded up to the full day, these are 20 days of annual leave to be taken by the employee.

Taking leave by a part-time employee

Annual leave is granted on those days which are working days for the employee, in accordance with the working time schedule applicable to him. Annual leave should be granted on an hourly basis, corresponding to the employee's daily working time on a given day, assuming that one day of leave corresponds to 8 working hours. The leave is granted for days and settled in hours.

Example 2.

The employee works half-time, works 4 hours a day from Monday to Friday. From the basic count, she is entitled to 26 days of vacation in 2021. After recalculation, the employee is entitled to 13 days. Converted to 8 hours, she is entitled to 104 hours per year (1/2 full-time x 26 vacation days = 13 days x 8 hours = 104). Bearing in mind the principle that the leave is granted for the days of her work, one day of her leave will be equal to one day of her work, i.e. 4 hours.

The employee applied for 10 days of vacation leave - during this time there was no holiday, not including Sunday. The employer agreed to a two-week vacation.
The holiday leave will be calculated according to the hourly method:

  • 10 working days x 4 hours (the employee's daily working time) = 40 hours
  • the limit that is left to be used by employees is: 104 hours - 40 hours of used leave = 64 hours of the remaining leave.

Example 3.

The employee is employed on a 3/5 full-time basis, works on Tuesdays, Wednesdays and Thursdays basic working time. In the basic period, he / she is entitled to 20 vacation days in 2021.
The amount of his leave in a calendar year is 3/5 x 20 = 12 days. The duration of the leave per hour is 96 hours (12 x 8 = 96 hours).

The employee applies for 7 days of annual leave. The employer agreed to the leave.

The employee will be deducted 56 hours from the quota (7 days of vacation x 8 hours = 56 hours), while the employee himself will be absent for two weeks and one day falling in the third working week (Tuesday), according to the principle that the leave is granted on days falling to his work in accordance with the working hours applicable to him. The employee will still have 40 hours of leave to use. Start a free 30-day trial period with no strings attached!

Change of job during a calendar year and the calculation of holiday leave

The provisions of the Labor Code do not specify the method of determining the length of leave in a situation where the employee's working time has changed during a calendar year. In practice, a rule was adopted that the amount of leave should be recalculated, i.e. reduced or increased depending on whether the change in the employee's working time had an impact on reducing or increasing the employee's working time. This is done by separately calculating the amount of this leave for each period of work, in accordance with the principle of proportionality. In a situation where a job change occurs during a calendar month, then when determining the length of a part-time employee's leave, its duration should be recalculated in proportion to the current number of full-time jobs, counting from the beginning of the next month after the changes have been made.

Example 4.

The employee is entitled to 20 days of annual leave. From January 1, 2021, he was employed on a half-time basis, and from July 1, the working time was increased to full-time. Assuming that this state will not change by the end of the calendar year, determining the amount of his leave for this year, the employer calculates the amount of leave as follows:

  • in the period from January to June, he is entitled to 5 days of leave:
    20 days x 1/2 time = 10 days of the basic number,
    10 days x 6/12 = 5 days.

  • for the period from July to December he is entitled to 10 days:
    20 days x 6/12 = 10 days.

In summary, an employee is entitled to 15 days' leave.

Entitlement to first leave for part-time workers

With the generally accepted rule, the amount of leave for a part-time employee is determined in proportion to the working time of this employee. This principle also applies to workers entering employment for the first time in their life where the employment is part-time. If you want to determine the amount of leave for a part-time employee, you should:

  • first determine the amount of vacation leave to which she is entitled in a given calendar year, in proportion to her working time,
  • then apply the principle that the entitlement to leave in the first year of work takes place at the end of each working month, in the amount of 1/12 of the amount due after working a year.

Example 5.

The employee was employed for the first time in his professional life on June 1, 2021, in the amount of 1/2 time; works from Monday to Friday 4 hours a day. In connection with part-time employment, the duration of the holiday is 10 days (20 days x 1/2 time). For each month worked, the employee is entitled to 0.83 days of vacation (1/12 x 10 days) per month.

The employee will acquire the right to another leave on January 1, 2021. proportionally to the working time, i.e. 20 days x 1/2 = 10 days.

It is often the case that for a part-time employee hired for the first time, the amount of leave is incomplete. There is no provision explicitly stipulating that an incomplete amount should be rounded up to the full day of leave in this case.

In this situation, two solutions can be used:

  • rounding up to a full day - bearing in mind the limit that the total amount of leave of a given employee during the year may not exceed 20 or 26 days,
  • Calculation of holiday leave by hours and minutes - as originally determined the amount of leave.

Termination of the employment contract during the calendar year of a part-time employee

If the employment relationship is terminated during a calendar year for a part-time employee, redefining his holiday entitlement, the proportionality principle is applied when calculating the amount of leave.

In this case, you should:

  • calculate the amount of vacation leave resulting from the employee's full-time working time, taking into account the principle that an incomplete day of leave is rounded up to a full day,
  • determine the leave in proportion to the period of employment, whereby an incomplete day of leave is rounded up to a full day, and an incomplete calendar month of work is also rounded up to a full month.

A proportional leave applies only to the leave due to the employee in the year of termination of employment.

Example 6.

The employee was employed on a fixed-term basis from January 1 to August 31 on a half-time basis. Work experience entitling to 20 days of annual leave.

The leave due to this employee is calculated by the employer as follows:

  • determines the amount of leave due to the employee on account of the number of full-time jobs:
    20 days x 1/2 = 10 days,

  • then calculates the leave proportionally to the period of employment in a given year, assuming that one month corresponds to 1/12 of a calendar year, an incomplete day of leave is rounded up to a full day, and an incomplete month is rounded up to a full month:
    8/12 (employment lasted 8 months) x 10 days = 6.66 = 7 days.

The employer rounds up the employee's leave amount to the full day, which amounts to 7 days.