Who can do this:
HR Manager
Administrator
Introduction
If you have part-time employees in your organisation, you'll need to configure them differently than full-time ones. This is so that they are given the correct amount of annual leave & their work pattern is configured correctly.
The calculations and information within this article are all guidelines for how you could set up your part-time employees within Cintra People HR.
Work patterns
Part-time employees are normally offered a pro-rata amount of the full-time allowance. You should create a new work pattern for each part-time scenario you have in your organisation.
For example:
A company of 50 employees:
20 employees are full-time
10 employees work 3 days per week: Monday, Wednesday & Friday
Five employees work 3 days per week: Monday, Tuesday & Wednesday
Three employees work five days per week but reduced hours
Two employees work two days per week
Work patterns now allow you to cater for more complex shift patterns, e.g.
Employees who work a multi-week pattern (that repeats every four weeks)
Employees who work a rolling shift pattern (e.g. 10 days on, 10 days off)
This would result in five work patterns: one for the full-time employees, and four different ones for the part-timers.
To ensure that part-time employee don’t automatically receive public holidays they’re not entitled to, you should create a suitable public holiday profile and assign it to them.
For more information, see Guide: work patterns and Public holiday profiles
Calculations
To calculate the part-time equivalent Leave Allowance, there are 2 calculations that can be used.
Calculation 1: This can be used if your Part Time employees work the same number of hours in a day as full time employees, but a reduced number of days per week.
Using the examples above:
10 work 3 days per week: Monday, Wednesday & Friday
5 work 3 days per week: Monday, Tuesday & Wednesday
2 work 2 days per week
Steps:
Add Full Time allowance and Public Holidays together
Divide this by 5 (number of FT days per week) / 40 (number of FT hours per week)
Multiply this number by the number of days / hours the PT employees work
Example
Let's use an example of 22 days/176 hours FT annual leave & 8 days/64 hours Public Holidays, along with the 10 employees who work Monday, Wednesday & Fridays.
22 + 8 = 30 176 + 64 = 240
30 / 5 = 6 240 / 40 = 6
6 x 3 = 18 6 x 24 = 144
The Part Time employees should be granted 18 days / 144 hours annual leave, inclusive of their Public Holidays.
Calculation 2: This can be used for all Part Time employees, including those on reduced hours.
Where Part Time employees work the same number of days in a week as Full Time employees, but a reduced number of hours, you'll need to use above calculation, but change the days to hours.
Steps:
Add Full Time allowance and Public Holidays together
Multiply this by the number of hours in a day for Full Time
Divide this by 5 (the number of FT days per week)
Multiply this by hours in a day that the Part Time employees work - this will give you the allowance in hours
Optional - 5. Divide this by the hours in a day that the Full Time employees work - this will give you the allowance in days
Example
Still using the example of 22 days FT annual leave & 8 Public Holidays, let's say our employees work 8 hours a day, while our Part Time employees work 10 hours across the week.
22 + 8 = 3030 * 8 = 240240 / 5 = 4848 x 2 = 96Optional - 96 / 8 = 12
The part time employees should be granted 96 hours / 12 days annual leave, inclusive of their Public Holidays.