Holiday Booking System FAQs
  • Holiday Booking System
    • Holiday Booking System
      What is the Holiday Booking system?

      The Holiday Bookings system is a programme that stores information on your holiday accrual. You can login to the Holiday Booking system to view details of your holiday entitlement, you can also view, book and cancel your holiday bookings.

    • How can I access the Holiday Booking system?

      You can access the Holiday Booking system from the Links menu option in My:Bank

      Alternatively, you can log directly into Holiday Booking system with your My:Bank account details.
    • Can I access the Holiday Booking system from My:Bank?

      Yes, you can access the Holiday Booking system from the Links menu option in My:Bank.

    • Is there a Holiday Bookings system user guide I can access?
    • I can’t login to My:Bank or the Holiday Bookings system, what should I do?

      Your My:Bank Holiday Bookings system account password may have expired. We recommend resetting your account password and attempting to login again. You can reset your password by clicking on the “Forgot your password?” link that appears on both the My:Bank and the Holiday Booking login screens.

      If you are still unable to login to My:Bank or the Holiday Bookings system you can contact the National Service Centre on 03332 407 552, the National Service Centre is open 24 hours a day. Alternatively, you can email
      web.support@nhsprofessionals.nhs.uk. NHS Professionals will respond to emails within 5 working days.

    • What do all the different figures displayed in the Holiday Bookings system mean?

      An explanation of the different figures is listed below

      Hours Remaining (hh:mm)      - holiday hours left to take in the current holiday year

      Hours Taken (hh:mm)              - holiday hours taken in the current holiday year
      Holiday Accrual (hh:mm)         - holiday hours earned in the current holiday year
      Alteration Hours (hh:mm)        - holiday hours manually adjusted (added or removed) from your holiday accrual. These adjustments are made by NHS Professionals system administrators. This figure will only appear if holiday hours have been added or removed[DL1] .
      Holiday Year Start Date           - your holiday year start date. Figure is taken from the date of the first shift worked with NHS Professionals
      Holiday Year End Date             - your holiday year end date. Figure is 1 year after your Holiday year Start Date
      Average Shift Length               - the minimum amount of holiday you can book in one holiday request. Your Average Shift Length is calculated on the average length of shift you have worked over the last 12 working weeks .
      Average Pay Rate                    - the rate you will be paid per hour of holiday booked. You Average Pay Rate is calculated on the average pay rate you have earned over the last 12 working weeks.
      Hours to be taken by               - the amount of hours you have to take by a specified date. In the 12th month of your holiday year a second expiry date will appear. This second expiry date shows the expiry date of your carry over holiday. Any holiday not used by the stated date will be lost.
    • How much holiday am I entitled to?

      The standard rate of accrual (hours built up) is 12.07% of your  hours, this percentage is calculated to enable you to accrue 5.6 weeks (28 days) holiday in 46.4 weeks, based on a full time week of 37.5 hours. 

      Anything less than full time weekly work still accrues leave at 12.07% of hours worked, so that your holiday entitlement is the correct proportion of the hours that you actually work.
       
      The Agency Worker Regulations (AWR) mean that if you, as a Flexible Worker, have achieved the 12 week qualifying period, you are entitled to the same basic conditions of employment as if you had been directly employed by the NHS. This means that you are entitled to enhanced holiday and can accrue up to 35 days based on a full time week of 37.5 hours.

    • How do I accrue holiday?

      Holiday is accrued by releasing your shifts timesheets within 12 weeks of completing a shift. Workers are paid for timesheets released after this 12-week window but they do not accrue any holiday.

    • When is my entitlement updated, following timesheet release?

      Your holiday entitlement is updated within a few hours from when you release a timesheet.

    • When does the holiday year start from and run to?

      Each Flexible Worker has a personalised holiday year start and end date. Your holiday year start date is based on the date of the first shift you worked with NHS Professionals, the end date will be 12 months later.

      This is reflected in Section 10 of the Flexible Worker registration document – April 2013.

    • Why do I have two holiday expiry dates?

      In the 12th month of your holiday year a second expiry date may appear . Carry over holiday is holiday accrued in the 12th month of your holiday year. Holiday accrued in the 12th month of your holiday year must be taken by the end of the 1st month of the next holiday year[DL3] [JR4] .

    • I haven’t accrued holiday for a shift I worked, what can I do?

      There are two possible reason why you have not accrued any holiday for a shift

      1) The timesheet was released after 12 weeks of working the shift. Flexible Workers can only accrue holiday from timesheets that are released within 12 weeks of working a shift.

       2) You have already released 37.5 hours’ worth of shifts for the week. Flexible Workers only accrue holiday on the first 37.5 hours worked in a week.   

      If you feel you should have accrued holiday you can email
      holidaypay@nhsprofessionals.nhs.uk. NHS Professionals will respond to emails with 5 working days.
    • What does “Total Hours Taken” show me?
      Total Hours Taken
      Date Value Gross Hours Taken
      13 May 2016 £ 99.75 07:30
      22 Apr 2016 £ 100.50 07:30
      30 Dec 2015 £ 0.17 00:01
      28 Oct 2015 £ 102.75 07:30
      27 Sep 2015 £ 105.75 07:30
      26 Sep 2015 £ 95.22 06:54
      20 Sep 2015 £ 105.75 07:30
      13 Sep 2015 £ 105.75 07:30
      06 Sep 2015 £ 105.75 07:30
      04 Sep 2015 £ 103.50 07:30

       

      An explanation of the different figures is listed below:

      Date date your holiday was booked for;
      Value Gross what you will be paid, before tax, for the holiday;
      Hours Taken the amount of holiday booked. Placing your cursor over the shift date will prompt a tool tip box to appear. The tool tip box will display the hourly rate of pay you will be / were paid for the holiday;
    • What does “Total Alteration Hours” show me?
      Total Alteration Hours
      Date Amount Gross Reason Take By
      16 Aug 2016 01 hours 47 minutes Action following query 28 May 2017

       

      An explanation of the different figures is listed below:

      Date date the alteration was made;
      Amount amount of holiday that was added to or removed from your holiday accumulation;
      Reason reason the alteration was made;
      Take By date the newly added holiday needs to be taken by;
    • When can I take holiday?

      You may take holiday at any time you are not on shift with NHS Professionals. Holiday is not restricted to times or days you usually work .  Holiday shifts can be booked up to 1 hour before the desired holiday start time

    • How much holiday can I take at any one time?

      The system allows you to book a holiday shift of the same duration as or longer than your “average shift length” over a 12-week period. 

      For example if you work an “average shift length” of 4 hours over a 12 week period you may take holiday of 4 hours or more, and if you work an “average shift length” of 10 hours, you may take holiday of 10 hours or more.

    • How do I book holiday?

      After logging into the Holiday Booking system click on the Holiday Booking option that appears in the top right hand corner of the screen. A menu option will appear, select the menu option New Holiday Request. Your screen will change to display the Booking Form. Entre in the details of your holiday request and click Submit.

    • I am receiving the following message when trying to book holiday: "You cannot submit a holiday request because you don’t have a full holiday calculation reference period."

      Average Holiday Pay and Average Shift Length are based on your last 12 weeks of work. If you have not worked during 12 separate calendar weeks* then you will receive the above message. Once you have worked during 12 separate calendar weeks they will be able to book holiday.

      *Please note that these weeks do not have to have been worked consecutively, and if a FW is deactivated and reactivated then the 12-week reference period will begin again from their reactivation. This rule is based on guidance issued by the UK Government, relating to how holiday should be calculated and paid when the worker has no fixed hours.

       

    • I do not have enough holiday accrued to book my average shift length and my holiday year is going to expire soon. What can I do?
      In the 12th month of your holiday year, the Holiday Booking system will allow you to book holiday that is shorter than your average shift length. For example, if your average shift length is 6.5 hours but you only have 3 hours accrued the system will allow you to book the 3 hours.
      Any Holiday earned in the 12th month of your holiday year is carried forward into your next holiday year. This holiday can be booked in the following month, which is the first month of your new anniversary year.  There is no other carrying forward of holiday. This carried forward holiday must be taken in the first month of your new holiday year. If your carry over accrual is less than your average shift length the system will allow you to book it. For example, if you carry over 4.5 hours into the 1st month of your new holiday year and your average shift length is 7 hours the system will allow you to book the 4.5 hours.

       



    • Can I book holiday if I am on maternity or sick leave (special leave)?

      Holiday entitlements may be taken while you are on statutory leave, also referred to as special leave, such as maternity, paternity or sick leave. For further information on how to book this, please contact the Flexible Worker Human Resources team at FWhumanresources@nhsprofessionals.nhs.uk

      The following are classed as special leave:
      • Maternity / Paternity leave
      • Long Term Sick leave (4 weeks or longer)
      • Sick leave
      • Jury Service
    • How do I notify NHS Professionals of my special leave requirements?

      For Maternity, paternity, adoption, long term sick leave, sick leave and jury service requests, please email FWHumanResources@NHSProfessionals.nhs.uk with your details.

    • Can I cancel holiday if I accept to work a shift at short notice?

      Holiday shift bookings can be cancelled up to 2 hours before the end of the booked holiday shift. If you cancel a holiday shift all of the booked hours are returned to you to book at another time.

    • How do I cancel holiday?

      After logging into the Holiday Booking system click on the Holiday Booking option that appears in the top right hand corner of the screen. A menu option will appear, select the menu option Holiday History. Your screen will change to display your past, current and future holiday bookings. A Cancel button will appear next to the booking(s) you can cancel. Click Cancel to withdraw your holiday request. The booked hours for the cancelled holiday will be refunded to your account to use at a later date.

    • I believe some of the information in the Holiday Booking system is incorrect, what can I do?

      You can contact the National Service Centre on 03332 407 552, the National Service Centre is open 24 hours a day. Alternatively, you can email holidaypay@nhsprofessionals.nhs.uk. NHS Professionals will respond to emails within 5 working days.

    • When will I be paid for my holiday booking?

      Holiday bookings follow the same payment process as a shift. Holiday taken before 23:59 on a Wednesday will be paid the Friday in the following week.

    • Do I have to release a timesheet for my holiday?

      No, our systems will automatically process the payment for you.

    • I have outstanding holiday to take but I have resigned from NHS Professionals, what can I do?

      When we process your resignation we will process your outstanding holiday for payment. You should receive payment for your outstanding holiday within 2 weeks of your resignation being processed.

    • My holiday is going to expire, will I automatically be paid for the outstanding holiday?

      No, holiday will only be process ed for payment when you book holiday. Any holiday that is not used by its expiry date will not be paid and will not carry over to your new holiday year.

    • Will I receive an email, text or letter reminding me to book holiday?

      No, reminders to book holiday are not sent to Flexible Workers. It is your responsibility to ensure that holiday is booked prior to the end of your personalised leave year.

    • Do I have to use the Holiday Booking system to book my holiday?

      No, you can phone the National Service Centre on 03332 407 552, the National Service Centre is open 24 hours a day. One of our Call Operators will be able to book or cancel your holiday for you.

    • I can’t find the answer to my Holiday Bookings system question, what can I do?

      You can contact the National Service Centre on 03332 407 552, the National Service Centre is open 24 hours a day. Alternatively, you can email holidaypay@nhsprofessionals.nhs.uk. NHS Professionals will respond to emails within 5 working days.

    • What does “Total Amount Holiday Hours Earned” show me?
      What does “Total Amount Holiday Hours Earned” show me?
       
      An explanation of the different figures is listed below
      Shift                                         - the date of the shift you have worked. Placing your cursor over the shift date will prompt a tool tip box to appear. The tool tip box will contain more details of the worked shift.
      AWR Qualified?                       - denotes if holiday hours has accumulated at the standard rate or the higher rate. No denotes standard rate (12.07%) and Yes denotes higher rate (15.56%)
      Hours Earned                          - the amount of holiday earned from working the shift. If you have not earned any holiday for the shift the figure will read as 00:00.
      Take By                                   - date the earned holiday needs to be taken by.