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HOLIDAY ENTITLEMENT

Compliance-grade leave for flexible teams.

Part-time, four-day-week and mixed-hours teams are where holiday goes wrong. Workframe works entitlement out from each person’s working pattern, keeps it right all year, and shows its working.

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No card needed From £1.49 per active staff member

WHAT THE LAW EXPECTS

The rules are simple. Applying them every day is not.

Workers in Great Britain get 5.6 weeks of paid holiday a year, scaled to the days or hours they work. The details are where spreadsheets and basic leave trackers fall down.

  • Part-time staff must get the same allowance pro rata, not just the legal minimum, when full-time staff get more.
  • Bank holidays should be pro-rated. Giving part-time staff only the ones that land on their working days short-changes anyone who never works Mondays.
  • In the first year of employment, holiday builds up at one twelfth a month, rounded up to a half day.
  • Starters and leavers are pro-rated by the calendar days employed in the leave year.
  • For leave years starting on or after 1 April 2024, irregular-hours and part-year workers accrue holiday at 12.07% of the hours worked in each pay period.
  • From April 2026, employers must keep adequate records of annual leave, carried-over leave and holiday pay for six years.

Workframe is not a law firm and this is not legal advice. The rules above come from the Working Time Regulations 1998, Acas and GOV.UK guidance; the part-time holiday guide lists the sources.

WHAT WORKFRAME DOES

Entitlement, worked out and kept right.

Set a full-time allowance and reference week once, choose your policy on bank holidays, accrual and carry-over, and every balance follows.

Pro-rata from the working week

Each person’s allowance is the full-time figure scaled by their hours, shown in days or hours to suit their pattern. When a pattern changes part-way through the year, the allowance is time-weighted across both.

Bank holidays, fairly

A pro-rata share of the year’s bank holidays is added to each balance, and a holiday on one of the person’s working days is booked automatically. Choose a different policy for the organisation, or for one person whose contract differs.

Starters and leavers

A start date pro-rates the first year and switches on monthly accrual. A leaving date pro-rates the final year by calendar days and gives payroll the untaken hours.

Irregular hours, the 12.07% way

Mark someone as irregular hours and record their hours for each pay period. Leave accrues at 12.07% of those hours, to the nearest hour, capped at 28 days, and is held in hours. Each request says how many hours it takes.

Carry-over and year end

A cap scaled to each person’s week, an optional use-by date, and carried-over leave used first. At year end, one page proposes every carry-over for you to check, change with a reason, and confirm.

Requests that know the balance

As someone fills in a request they see what it uses and what would be left. Approvers see the same, including a request that goes below zero or beyond what has built up so far. You choose whether to warn or block.

A record for every person

Every balance has a page showing the working line by line: periods and patterns, bank holidays, carry-over, adjustments with their reasons, each day taken, and the closing balance. Print it, or export everyone as a CSV file.

HONEST ABOUT LIMITS

What Workframe does not do.

Workframe organises leave and shows its working. Some things stay with you or your adviser.

  • No holiday pay. Workframe gives payroll the hours; rates of pay, rolled-up holiday pay and the 52-week average stay in your payroll software.
  • No accrual during sick or statutory leave for irregular-hours workers. The regulations use a 52-week average of hours for those weeks; record the figure payroll arrives at as the hours for that period.
  • No legal advice. The engine applies published rules and tells you when an allowance looks below the statutory minimum. Your contracts decide.
QUESTIONS

Holiday entitlement in Workframe

What does Workframe work out automatically?

Each person’s allowance from their working pattern and your full-time allowance, pro-rated bank holidays, first-year accrual, pro-rata for starters and leavers, carry-over at year end, and a running balance that deducts the hours a person was due to work on each day of leave. For people on irregular hours or part-year contracts, leave builds up at 12.07% of the hours worked in each pay period instead.

Does it handle bank holidays for part-time staff?

Yes. Under the default policy each person gets a pro-rata share of the year’s bank holidays added to their balance, and a bank holiday on one of their working days is booked automatically. You can choose to include bank holidays in the allowance instead, or give everyone them off, and override the policy for one person.

Is this legal advice?

No. Workframe applies the rules in the Working Time Regulations and government guidance, for workers with regular hours and for irregular-hours and part-year workers, and shows its working. Your contracts and policies decide what applies to you, and nothing in Workframe replaces advice from an adviser.

Does it handle irregular-hours and part-year workers?

Yes. Mark the person as irregular hours and record the hours they worked in each pay period, from payroll or with a click from Work Logs. Leave accrues at 12.07% of those hours, rounded to the nearest hour and capped at 28 days, is held in hours, and each request says how many hours it takes.

Does Workframe calculate holiday pay?

No. It gives payroll the figures: the balance, the hours taken, and what a leaver had not taken. Pay rates, rolled-up holiday pay and the 52-week average stay in your payroll software.

What about the six-year record-keeping duty?

Every balance has a page showing how it was worked out, with each day taken, every adjustment and its reason, and the carry-over. Print it or export all balances as a CSV file, and keep them with your payroll records.

TRY WORKFRAME

See your team’s entitlement worked out.

Start a 14-day trial with your own team, or look around the live demo first: a design studio on a four-day week with part-timers, a recent starter and bank holidays already in.

Start your 14-day trial

or try the live demo