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Term Time Calculations in Job and Pay

Josh Doughty
Updated
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This guide will show you how to calculate and record Term Time Pay in Job and Pay.

 

Contents

 

Overview

  • You may be working in an environment e.g. a school, where you pay your employees an annual salary but due to breaks in the year you need to pro rata that salary and calculate the amount they should be paid for the time they are working.
  • HR has the functionality to cater for this scenario and following some initial additional configuration the term time pay can be calculated in Job and Pay.

 

Job and Pay

  • Go to the following area:
    • Latest (left-hand) menu: Job, Pay & Reward > Job and Pay
    • Pre-2025 (top) menu: Personal Data > Job, Pay & Reward Information > Job and Pay
  • A new field and a Calculate button will be available on the employee record

 

To Calculate Term Time Pay

  • Click Calculate
  • From the screen presented choose the required Term Scheme and the Term Year
  • The dates for that Term Year will then be displayed

  • The Annual Holiday Entitlement (weeks) represents the amount of holiday that the employee is paid for. 5.6 is the standard number of weeks holiday accrued per year (as you don’t accrue whilst on holiday)
Note: The Term Time Pay field can be edited and overwritten as required.


Worked Examples

Without holiday entitlement

  • Hourly Rate: Annual Salary/Weeks In Year/Job Pay Hours = 20,000 / 52.1428 / 37.50 = £10.366542275
  • Hours worked per year: Weekly Hours * Term weeks worked = 37 * 42 = 1554
  • Term Time Pay: £10.366542275 * 1554 = £16109.61


With holiday entitlement

  • Holiday Factor: Holiday Entitlement Weeks/(Weeks In Year – Holiday Entitlement Weeks) = 5.6 /
    (52.1428 – 5.6) = 0.120319362
  • Holiday Hours To Pay: Weekly Hours * Term weeks worked * Holiday Factor = 37 * 42 *
    0.120319362 = 186.976288491
  • Total Hours to Pay: Holiday Hours To Pay + Hours worked per year = 186.976288491 + 1554 =
    1740.976288491
  • Term Time Pay: £10.228321711 * 1740.976288491 = £18047.90


With holiday entitlement and hourly pay basis

  • For an employee on an hourly pay basis there will be the ability to enter the rate to be used as specified in the configuration choices for each day

Note: If no hours are entered in the grid for hourly pad employees then the calculations will be carried out based on the weekly work pattern hours.


 

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