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Last Updated: 15 February 2010

Annual Leave Calculator


48/52 Education Support Class
This calculator has been developed to assist schools to detemine the following for ESC
employed on a 48/52 basis:
* annual leave entitlement
* annual leave details to be recorded on HRMS
* for ceased staff, estimate payments due for unused annual leave and loading

Click To Proceed
Information Collection

Prior to using the calculator it will be necessary to obtain the information from HRMS as set out below.
NOTE that the details are only required for the calendar year that you are checking accruals. The
HRMS panel names are shown in blue text.
Administer Personnel/Use/General Comments
Check for any comments stating that annual leave accruals have already been checked or adjusted
for the year being reviewed. If the staff member has been rehired or changed their hours since the
comment was added, proceed with using the calculator. If nothing has changed since the date of
comment, no further action should be necessary.

Administer Personnel/Inquire/Job Summary


Confirm employment mode:
* 48/52 employment is indicated by the last two digits of grade being 48, eg 148
* 52/52 employment is indicated by the last two digits of grade being 52, eg 152

This calculator cannot be used for 52/52 ESC. Contact Schools HR Services for assistance.

Confirm whether the staff member is employed fixed-term or ongoing.


* (Fixed-term employees should have a Termination row).
Identify the effective date of any hire, rehire, hours or employment mode (eg. 52/52 to 48/52, or
vice versa) changes since 1 February of the year being reviewed.
Administer Personnel/Inquire/Service Details/Service
Print the Service details to cover the period from 1 February, for the year being reviewed.
Compensate Employees/Administer Leave/Inquire/Leave Application Summary
Check that any annual leave recorded since 1 February shows as "Confirmed".
If leave remains "Scheduled" or "Partially-processed" and is not for a future period, you will need to
fax or email Schools HR Services before proceding.
Check current accruals showing in the Hours column
Identify any leave without pay recorded since 1 February.
Unpaid leave can affect entitlement to annual leave.
The following commonly recorded leave will affect annual leave accruals:
Workcover greater than 12 months Record the full period of leave

Unpaid personal leave, continuous or


otherwise, which, when aggregated, exceeds
three months within a twelve month period
commencing from the start of a period of
personal leave without pay Record the period exceeding 3 months

Leave without pay, other than personal leave


without pay, greater than one month in
aggregate within a twelve month period
commencing from the start of any leave without
pay Record the leave ONLY if the period/s exceeds a total of 30 days
If leave has been recorded with any of the following codes, please contact the Call Centre for
clarification before proceding: 508, 509, 591, 870, 514, 604, 654
Contact Details
Schools HR Services Phone: 1800 641 943
Fax: 9637 3418

Email: Please select the appropriate Schools' HR e-mail


address from the Global Address List

Handy Hint Print this sheet to refer to whenever you use the calculator.

Click to print Instructions


Click to proceed to the Calculator
ANNUAL LEAVE CALCULATOR
Staff Member: Employee ID

School Location No. Region No.

STEP 1: Gather information


STEP 2: Enter the Service Details in the yellow boxes.
Click on relevant button for examples of how to enter service details for various scenarios.

Note: Dates to be entered in the following format: 1 January 2006 is entered as 1/1/06.
Use the TAB key to move through the calculator.
Begin Date Return Date Weekly Std Hrs Entitlement
0.00
0.00
0.00
0.00
0.00
0.00
0.00
Total 0.00
STEP 3: Enter Leave without Pay Periods.
Note: Please read the instructions before recording LWOP.
Begin Date Return Date Weekly Std Hrs Less Entitlement
0.00
0.00
0.00
Total 0.00

Entitlement Less LWOP(in Hours) 0.00

STEP 4: Click on the appropriate button to import the Leave Table for that year.

This version for 2010 only. Process not requried after eduPay transition
2010
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours
1 722 3/29/2010 4/12/2010 8 0
2 722 6/28/2010 7/12/2010 10 0
3 722 9/20/2010 10/4/2010 10 0
4 722 12/20/2010 1/10/2011 12 0
TOTAL 40 0
STEP 5: Enter the relevant weekly standard hours in yellow fields above.

STEP 6: Enter the current annual leave hours balance from HRMS in the yellow box below.
ENTITLEMENT (HOURS) 0.00
ANNUAL LEAVE TAKEN 0 CURRENT HRMS BALANCE
HOURS BALANCE 0.00 ADJUSTMENT (HOURS) 0.00

STEP 7: * If the Hours Balance matches the Current HRMS Balance, no further action is
necessary.
* If the current HRMS balance is negative OR does not agree with the calculated
Hours
* ESC Balance,
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annual leave accrued to cover the period of
required absence over the Christmas vacation period. The
working hours during the year may have insufficient annual leave accrued to cover the
period of required absence over the Christmas vacation period.
The Christmas Vacation Leave Calculator can be used to determine the leave entries
required to record this leave on HRMS. The calculator is available by clicking on the following link
Christmas Vacation Leave Calculator

STEP 8: Only required for estimating leave for a staff member ceasing employment.

January Hourly Rate or current at the closest Hire/Rehire date after January 1.

December Hourly Rate or current at the Termination date, closest to December 31.

Estimate for unused Recreation Leave $-

Prepared by: DATE: 10/11/2010

Click here to
Ongoing staff members
Scenario 1:
If the staff member commenced employment on or before the first of February in the
current year, the return date recorded on the calculator should be the first day of
February of the following year.
Example: staff member hired 29 January 2005.
HRMS Dates (Service Details) Dates for entry on Calculator
Effective Date Effective Date Begin Date Return Date
Hire/Rehire Termination
1/25/2005 None 2/1/2005 2/1/2006

Scenario 2:
If the staff member commenced employment after the first of February in the current
year, the return date entered on the calculator will be through to January of the
following year.
Example: staff member hired 7 March 2005.
HRMS Dates (Service Details) Dates for entry on Calculator
Effective Date Effective Date Begin Date Return Date
Hire/Rehire Termination
3/7/2005 None 3/7/2005 1/7/2006

To print, click

To return to calculator, click


Fixed-term staff members
Scenario 1:
If the staff member commenced employment on or before the first of February in
the current year
and
will still be employed on the last day of Term 4, the return date recorded on the
calculator should be the first day of February of the following year.
Example: staff member hired 25/1/2005, termination date 22/12/2005.
HRMS Dates (Service Details) Dates for entry on Calculator
Effective Date Effective Date Begin Date Return Date
Hire/Rehire Termination
1/25/2005 12/22/2005 2/1/2005 2/1/2006

Scenario 2:
If the staff member commenced employment after the first of February in the current
year
and
will still be employed on the last day of Term 4, the return date entered on the
calculator will be to December.
Example: staff member hired 7/3/2005, termination date 22/12/2005.
HRMS Dates (Service Details) Dates for entry on Calculator
Effective Date Effective Date Begin Date Return Date
Hire/Rehire Termination
3/7/2005 12/22/2005 3/7/2005 12/7/2005

Scenario 3:
If the staff member commenced employment after the first of February in the current
year
and
will cease employment before the last day of Term 4, the return date to be entered
on the calculator will be based on completed months.
Example: staff member hired 21/3/2005, termination date 12/12/2005.
HRMS Dates (Service Details) Dates for entry on Calculator
Effective Date Effective Date Begin Date Return Date
Hire/Rehire Termination
3/21/2005 12/12/2005 3/21/2005 11/21/2005

To print, click

To return to calculator, click


Hours Change(s)
Scenario 1:
If the staff member commenced employment on or before the first of February in the
current year
and
will still be employed on the last day of Term 4, the final return date recorded on the
calculator should be the first of February of the following year.
Example
HRMS Dates (Service Details) Weekly Dates for entry on Calculator
Effective Date Effective Date Hours Begin Date Return Date
Hire/Rehire of Hours Change
1/25/2005 4/18/2005 15.2 2/1/2005 4/18/2005
4/18/2005 10/10/2002 30.4 4/18/2005 10/10/2005
10/10/2005 1/27/2006 38 10/10/2005 2/1/2006

Scenario 2:
If the staff member commenced employment after the first of February in the current
year
and
will still be employed on the last day of Term 4, the final return date entered on the
calculator will be to December.
Example
HRMS Dates (Service Details) Weekly Dates for entry on Calculator
Effective Date Effective Date Hours Begin Date Return Date
Hire/Rehire Termination
3/7/2005 4/18/2005 22.8 3/7/2005 4/18/2005
4/18/2005 10/10/2005 34.2 4/18/2005 10/10/2005
10/10/2005 1/27/2006 19 10/10/2005 12/7/2005

Scenario 3:
commenced employment after the first of February in the current year
and
will not still be employed on the last day of Term 4, the final return date to be
entered on the calculator will be based on completed months.
Example
HRMS Dates (Service Details) Weekly Dates for entry on Calculator
Effective Date Effective Date Hours Begin Date Return Date
Hire/Rehire Termination
3/7/2005 4/18/2005 38 3/7/2005 4/18/2005
4/18/2005 10/10/2005 26.6 4/18/2005 10/10/2005
10/10/2005 11/18/2005 38 10/10/2005 11/7/2005

To print, click
To return to calculator, click
LEAVE TABLES
2010
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours

1 722 3/29/2010 4/12/2010 8 0


2 722 6/28/2010 7/12/2010 10 0
3 722 9/20/2010 10/4/2010 10 0
4 722 12/20/2010 1/10/2011 12 0
TOTAL 40 0

2006
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours

1 722 3/13/2006 3/27/2006 9 0


2 722 6/19/2006 7/3/2006 10 0
3 722 9/18/2006 10/2/2006 10 0
4 722 12/22/2006 1/11/2007 11 0
TOTAL 40 0

2007
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours

1 722 4/2/2007 4/16/2007 8 0


2 722 7/2/2007 7/16/2007 10 0
3 722 9/24/2007 10/8/2007 10 0
4 722 12/24/2007 1/14/2008 12 0
TOTAL 40 0

2008
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours

1 722 3/21/2008 4/7/2008 9 0


2 722 6/30/2008 7/14/2008 10 0
3 722 9/22/2008 10/6/2008 10 0
4 722 12/22/2008 1/9/2009 11 0
TOTAL 40 0

2009
Term Leave Begin Return Weekly Days Duration
Code Date Date Std Hours Hours

1 722 4/6/2009 4/20/2009 8 0


2 722 6/29/2009 7/13/2009 10 0
3 722 9/21/2009 10/5/2009 10 0
4 722 12/21/2009 1/11/2010 12 0
TOTAL 40 0
Email Instructions
According to the details you have entered into this calculator, you will need to email a request to
Schools HR Services to have their annual leave accruals amended. Please follow the instructions
below:

Step 1 Print a copy of these emailing instructions by clicking on the print button.

Step 2 Create a copy of the calculator sheet by clicking on the copy button.

When you click on the copy button in step 2, excel will create a copy of the calculator sheet
Step 3
in another worksheet. Save this file in Excel -

File > Save As > name file: Annual Leave Adjustment - Staff Member's Name and ID
Number

Step 4 Close the web calculator and open document in Excel. Follow this menu path:-

File > Send To > Mail Recipient (As Attachment)

Completing step 4 will attach the copy of the calculator sheet to a new email message. In
the address line of the email message, enter your regional email address from the global
Step 5
address book (eg Schools HR Northern Metropolitan) and type Annual Leave Adjustment
in the subject.

Step 6 Click on send to complete the email process.

Step 7 You will be taken back to the copy of the calculator, which you can now close.

The amendment to the leave accruals will be processed by Schools HR Services and you will be
emailed when this has been completed. Depending on the workload of Schools HR Services, the
amendment may take up to four weeks.