TranslateAnnual Leave in ESR
At LUHFT the Electronic Staff Record (ESR) system is used to calculate staff annual leave entitlements since implementation of functionality from 1st April 2022. In line with the updated Annual Leave policy the calculation of staff annual leave entitlements will be made on a daily basis, meaning that staff will accrue leave hours from their actual start dates through to their date of termination.
ESR is used for this purpose as it holds all details of confirmed previous reckonable NHS service, enabling the automatic update of entitlements at 5 and 10 year employment milestones.
ESR will also automatically recalculate leave entitlements whenever contracted hours are changed.
Using ESR as the source system for annual leave entitlements also standardises the calculation method used across the organisation, ensuring equity for the entire LUHFT team.
DON’T FORGET – IF SOMEONE IS OFF SICK ON A BANK HOLIDAY THEN ENTITLEMENT TO THAT DAYS’ BANK HOLIDAY LEAVE IS LOST
ESR USERS
If areas manage their annual leave using ESR alone (predominantly non clinical areas) they should continue with current practice and there will be no noticeable difference.
HEALTHROSTER USERS
For areas which use the HealthRoster e-Rostering system to manage staff off duty and absences, including annual leave, there will be minimal change as HealthRoster will be populated with annual leave entitlements taken directly from ESR. This will benefit managers as they will not need to confirm entitlement values to the roster team as they will obtained directly from ESR by the Roster Team. Whenever any approved periods of leave are finalised within HealthRoster they will also be captured in the monthly upload of absence data to ESR providing an end to end annual leave management solution.
ANNUAL LEAVE ENTITLEMENT REPORTS (ESR)
Those with Supervisor Self Service access can report on Annual Leave entitlements for those who sit within their supervisor hierarchy directly from ESR. A short step by step guidance document has been developed which details how to access this report. This document is available here, and at the foot of this page.
Should there be any queries in relation to annual leave entitlement values generated by ESR please read through the FAQ document available below.
All staff should review this FAQ document before raising any queries as it guidance on how to check details yourself in the first instance. This FAQ guidance also details how to check your entitlement within ESR via Employee Self Service or Supervisor Self Service (managers) together with other checks in relation to recorded and confirmed previous service. Most importantly it contains links which will generate emails to the appropriate team dependant on the identified issue.
Managers will still need to calculate entitlements manually in instances when staff leave the organisation as ESR will not recalculate values until a leaving date has been entered. To support managers with these calculations a revised and updated Annual Leave Calculator is available below. This is also included as an appendix within the updated Annual Leave policy.
