An important message about using e-Roster, the changes around WTD (Working Time Directive Pay) and annual leave/Bank Holidays
There has been a change in the way Trusts need to pay WTD entitlement, moving away from the current WTD payment to the AfC average method (see below for details). This has been a national change to ensure correct ongoing payment when on annual leave. We understand there is some misunderstanding around this so are providing the following clarification.
Key points:
- The change imposed a workload pressure due to the need for retrospective change in the roster – this is a one off piece of work – if you are having difficulty catching up with this please email DCHST.e-rostering@nhs.net and the team will endeavour to help you.
- The process to allocate annual leave and bank holiday in the roster has had to change to ensure people are paid properly - the ESR and e-Roster System have been updated so that this feeds accurately to pay.
- Such requests are best managed through Employee on-line app - where there is a question about how much bank holiday leave a colleague is entitled to, for example, if they are part time - Greg (eRoster Manager) has created a simple calculator to work this out for you.
Training:
It is appreciated that changes to a complex system can be troublesome and take some adjusting too. There are further training sessions available here to support with using Employee on-line - see below. Please email DCHST.e-rostering@nhs.net and the team will send you a Microsoft Teams invite to join a session.
Employee on-line training
| Date | Day | Time |
|---|---|---|
| 20/5/2022 | Friday | 11.30-11.30am |
| 7/6/2022 | Tuesday | 14.00-14.30pm |
| 17/6/2022 | Friday | 11.30-11.30am |
| 5/7/2022 | Tuesday | 14.00-14.30pm |
| 15/7/2022 | Friday | 11.30-11.30am |
| 2/8/2022 | Tuesday | 14.00-14.30pm |
HealthRoster Creator and Approver Training
| Dates | Day | Times |
|---|---|---|
| 07/06/2022 | Tuesday | 9.30-11.30am (limited places available) |
| 15/06/2022 | Thursday | 13.30 – 15.30pm |
| 05/07/2022 | Tuesday | 9.30 – 11.30am |
| 21/07/2022 | Thursday | 13.30 – 15.30pm |
| 02/08/2022 | Tuesday | 09.30 – 11.30am |
| 18/08/2022 | Thursday | 13.30 – 15.30pm |
Continue to book and record leave on the roster and this will be transferred into ESR as normal, but you will now also need to identify bank holiday leave separately.
It is crucial that annual leave is recorded in the roster accurately and timely with rosters being finalised as per current deadlines.
From 1 April 2022 the way in which WTD payments are made has changed in response to the ruling in the Flowers v East of England Ambulance Service NHS Trust case. The 12.5% WTD is being replaced with the AfC average payment. Annual leave accrues this payment, Bank Holidays do not hence the requirement to differentiate to prevent over or underpayment.
Both eRoster and ESR have been updated to reflect this new requirement. eRoster contains the new annual leave type of Bank Holiday that can be selected within Employee Online or on the roster. When requesting or recording a Bank Holiday it’s necessary to record under the correct leave type (Reason) within Employee Online.
Staff can manage their Bank Holiday requests via Employee Online using the existing Annual Leave request process.
Where staff are part-time, only the hours accrued for Bank Holidays need to be recorded under the Bank Holiday reason, any remaining hours will need to be recorded as Annual Leave, by submitting two partial day requests. For example:
I work 7.5h per day Mon – Wed (22.5h per week)
Bank Holiday entitlement per day is 4.5h
A bank holiday Monday would require:
1 Leave request for 4.5h as Bank Holiday
1 Leave request for 3h as Annual Leave
This gives a total of 7.5h for the day.