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How to set up Part Time employees

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If you have Part Time employees in your organisation, you'll  need to configure them differently than Full Time employees. This is so that they are given the correct amount of annual leave & their working rota is configured correctly. 


The calculations and information within this article are all guidelines for how you could set up your Part Time employees within Appogee HR. We are not providing HR consultancy or suggestions for how much entitlement you should be giving them.  


Work Profiles


Part Time employees are normally offered a pro-rata amount of the Full Time allowance. We would recommend you create a new Work Profile for each of the Part Time scenarios you have in your organisation. 


For example: 

A company of 50 employees:

  • 30 are Full Time
  • 10 work 3 days per week: Monday, Wednesday & Friday 
  • 5 work 3 days per week: Monday, Tuesday & Wednesday 
  • 3 work 5 days per week but reduced hours
  • 2 work 2 days per week


This would result in 5 Work Profiles - 1 for the Full Time employees, and 4 different Part Time profiles. 


We would also recommend increasing Part Time employee allowance by a pro rata amount of Public Holidays, and then asking them to book them off. (Or you  could use Backfill or Compulsory Days to do this on their behalf). This will mean their calendars do not automatically include the Public Holidays that they may not be entitled to.


In order to configure this within the Work Profile, you should set up a Public Holiday Profile with no configured dates included. 


To do this, go to Leave Admin > Public Holidays. Click to create a new Public Holiday Profile and call it 'Part Time' or similar. Then just leave this Profile - there will be no Public Holidays configured to it.


For more information on Work Profiles, take a look at the following article: Work Profiles, Allowances & Working Hours


For more information on Public Holiday Profiles, take a look at the following article: 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:

1. Add Full Time allowance and Public Holidays together 


2.  Divide this by 5 (number of FT days per week) / 40 (number of FT hours per week)


2. 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:

1. Add Full Time allowance and Public Holidays together


2. Multiply this by the number of hours in a day for Full Time


3. Divide this by 5 (the number of FT days per week)


4. 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 = 30

30 * 8 = 240

240 / 5 = 48

48 x 2 = 96


Optional - 96 / 8 = 12.25


The part time employees should be granted 96 hours / 12.25 days annual leave, inclusive of their Public Holidays. 





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