Entitlement Calculation Method

Owned by Justin Stephens
Last updated: Mar 17, 2023 by Kelly Collins
3 min read

This page is linked to method within the calculation section with administer entitlement plans. We have provided you with some formulas to help understand how the calculations work. For any further help speak to support.

Proportional

  • Get the ratio of the “work days” / days in the year (includes weekend).
  • Days in the year = 365 (most of the time).
  • “Work days” means the days between the start and end of the work plans. Example:

Work Plan 1 started and ended on 15/01/2016 and 30/06/2018 respectively.

Work Plan 2 started on 01/07/2018 (latest work plan).

Work days for 2018 entitlement = 181 days (01/01/2018 – 30/06/2018) and 184 days (01/07/2018 – 31/12/2018). There were two “work days” because of the new work plan added for 01/07/2018.

  • Formula:
    • (Full Entitlement x (work days / days in the year)) x FTE (full time equivalent).

Monthly

  • This should be the standard calculation method.
  • Includes bank holidays for part-timers - optional.
  • Monthly Entitlement = Full Entitlement / 12 (months).
  • Working Months = Full months from start to end of entitlement period. For mid-month new starter, the full month will start from the following month. System will pro-rate the current month entitlement (below).
  • Start Month entitlement = (Monthly Entitlement / Days in Month) x Days Worked in Month (includes weekend).
  • If the end date is not the last day of the month (leavers):
    • End Month entitlement = (Monthly Entitlement / Days in Month) x Days Worked in Month (includes weekend).
  • Formula:
    • ((Monthly Entitlement x Working Months) + Start Month Entitlement + End Month Entitlement) x FTE.

Full Months

  • This is the same as Monthly calculation except it only calculates full months worked.
  • Monthly Entitlement = Full Entitlement / 12 (months).
  • Working Months = Full months from start to end of entitlement period. For mid-month new starter, the full month will start from the following month.
  • Formula:
    • Monthly Entitlement x Working Months x FTE.

Weekly

  • This is the same as Proportional Zero Hours calculation.

In Weeks

  • No pro-rata. System just use the value entered on Admin -> Administer Entitlement Plan once the employee was over x months employment.
  • This is a custom code that we have built for H Young.

Hours over Contract

  • I think this is additional entitlement for overtime/holiday.
  • Set the element id for the hours that we need to use for the calculation from the dta_batch_time_items table in the setting “AbsenceAddHolPayCode”.
  • Hours Over Contract = Total hours from dta_batch_time_items table – Hours from Contract screen between the start and end date of the plan.
  • Annual Full Time Hours = Full Time hours (from Admin -> Administer Entitlement Plan) x 52 (weeks).
  • Ratio = Full Entitlement / (Annual Full Time Hours – Full Entitlement).
  • Formula:
    • Hours over Contract x Ratio.

Monthly Zero Hours

  • Use this when we have zero FTE – no fixed work days.
  • Includes bank holidays for part-timers - optional.
  • Annual Full Time Hours = Full Time hours (from Admin -> Administer Entitlement Plan) x 52 (weeks).
  • Full Time Hours = Add up 52 weeks of hours from the Contract screen based on the start and end dates of the plan.
  • Entitlement = refer to the Monthly calculation.
  • Formula:
    • Entitlement x (Full Time Hours / Annual Full Time Hours).

Monthly Zero Days

  • Use this when we have zero FTE – no fixed work days.
  • Includes bank holidays for part-timers - optional.
  • Annual Full Time Days = 260 days (hard-coded).
  • Full Time Days = Add up 52 weeks of days from the Contract screen based on the start and end dates of the plan.
  • Entitlement = refer to the Monthly calculation.
  • Formula:
    • Entitlement x (Full Time Days / Annual Full Time Days).

Proportional Zero Hours

  • Annual Full Time Hours = Full Time hours (from Admin -> Administer Entitlement Plan) x 52 (weeks).
  • Full Time Hours = Add up 52 weeks of hours from the Contract screen based on the start and end dates of the plan.
  • Formula:
    • Full Entitlement x (Full Time Hours / Annual Full Time Hours).

Proportional Zero Days

  • Annual Full Time Days = 260 days (hard-coded).
  • Full Time Days = Add up 52 weeks of days from the Contract screen based on the start and end dates of the plan.
  • Formula:
    • Full Entitlement x (Full Time Days / Annual Full Time Days).

Rolling Threshold

  • This is the same as Proportional calculation.

Rolling Threshold In Weeks

  • This is the same as In Weeks calculation.