Hays' holiday pay process is used to book holiday and administer payment for holidays that you take. It relates to PAYE and student workers only; if you are a limited company worker or are working through an umbrella company, you will receive your holiday pay through the limited company. The annual entitlement for holiday is pro-rated for part-time workers.
What's the benefit to me as a worker?
You will be paid when you are on holiday, and it's easy to book holidays in advance using Hays Connect. If you are unable to use Hays Connect, contact your consultant.
What does 'accrued' mean?
'Accrued' pay or holiday is pay or holiday that is ‘banked’, or accumulated.
Can I opt out of holiday pay?
No. This scheme has been introduced after a ruling made by the European Court of Justice and is now a legal requirement in the UK.
When does the holiday year run from and to?
It is as per the calendar year, but adjusted to accommodate Hays weekly payroll. For 2011, it runs from 3rd January 2011 to 30th December 2011 (52 weeks).
Holiday pay calculation and payment
The holiday pay rate is based on your average pay rate for the preceding 12 weeks worked at the time your holiday is paid.
Why is holiday pay being accrued from my overtime?
Temporary workers are considered to be self-employed, so they don't have standard hours. Working Time Regulations require Hays to include all hours you work when calculating your holiday entitlement and average rate of pay. Holiday pay is accrued on basic working hours and any overtime, but bonuses are excluded.
How do I check how much holiday I have accrued?
Your cumulative holiday entitlement, cumulative holiday paid to date and holiday balance are all displayed on your payslip.
Will Hays pay holiday pay without a holiday being taken?
Holiday pay can only be paid for holiday taken. The legislation does not allow holiday pay to be paid for any reason other than holiday.
Do I get paid on bank holidays? If I do, is this an automatic process?
Yes, if you have any holiday accrued. To claim your holiday entitlement on bank holidays you will need to log into Hays Connect. If you are unable to use our self service solution please call your consultant.
If I want to take a bank holiday off, how far in advance should I book it?
Taking bank holidays off is very popular, so book these holidays as early as possible.
Can I carry over holiday entitlement to the next holiday year?
Any holiday entitlement must be taken during the course of the holiday year in which it is accrued. You cannot carry any over to next year, so you must use it or you will lose it.
Can I be paid holiday if my holiday entitlement is not sufficient to cover the booked holiday period?
You are paid holiday to the value of your holiday entitlement. Holiday taken in excess of the entitlement is treated as leave without pay, but will be paid automatically as and when sufficient entitlement is earned. If you are unable to use our self-service solution please contact Hays' Shared Service Centre on 0844 800 0885 to arrange payment.
When will I be paid my holiday pay?
Holiday pay is paid in the same way as normal worked days i.e. weekly in arrears. Should holiday and worked days occur in the same week and we receive your work timesheet is received in time, a single payslip will be produced which will show both pay types on one payslip.
Can I claim holiday pay at any point in an assignment?
Yes, but you can only be paid for holiday accrued, and it can only be paid if you do not work on the days booked.
If I have finished my assignment and do not start the next assignment immediately, do I need to request my P45 to claim my holiday entitlement?
No, the entitlement remains with you, and should you take on a further assignment your accrual will continue to accumulate. If you have a gap between assignments, we would suggest that you book this time as holiday.
How will I be paid my outstanding holiday entitlement, when I cease to work on Hays assignments?
If you leave, you should request your P45 through Hays Connect. If you are unable to use our self service solution contact Hays' Shared Service Centre on 0844 800 0885 to request your P45. Once your P45 is processed you will be paid your outstanding holiday entitlement.
If I am a student do I need to request a P45 when I finish work?
Yes, as a student you should complete the P45 request form on Hays Connect, which triggers the payout of any outstanding holiday entitlement. An actual P45 will only be issued, if as a student you have passed the appropriate tax threshold.
Who do I contact if I feel that my holiday pay is incorrect?
It is unlikely that the amount shown on the payslip is incorrect as it reflects your requested holiday booking, but if you do have a query, please contact Hays Shared Service Centre on 0844 800 0885.
Is the holiday accrued capped?
No, the accrual is based on the number of Working Time Regulation hours worked.
Is holiday pay taxed?
Yes, it is taxed when it is paid, not when it is deducted.
How to book holiday pay
Who do I contact if I want to book a holiday?
At least 2 weeks before you go on holiday, confirm with your employer that your holiday booking is convenient. You should then log onto Hays Connect to book your holiday. If you are unable to use our self service solution please call your consultant who will book your holiday for you.
Can I book holiday before I have accrued it?
Yes, you can book holidays in advance, but you will only be paid for hours accrued when the holiday claim is processed. Holiday taken in excess of the entitlement is treated as leave without pay, but will be paid automatically as and when sufficient entitlement is earned.
Can I book holiday for the same day that I work?
Holiday can be booked for up to half a worked day (4 hours).
If I haven't accrued enough holiday, can I take unpaid leave?
Yes, any holiday taken for which there has not been enough holiday entitlement accrued is treated as leave without pay, but will be paid automatically as and when sufficient entitlement is earned.
Can I book holidays on days that fall outside my normal work pattern e.g. Monday-Friday?
Days not normally worked cannot be booked as holiday. The legislation is aimed at ensuring workers take their holiday entitlement for health and safety reasons.
Can I request a holiday for Saturday or Sunday?
Holiday can only be booked against days that are normally worked. If you normally work on a Saturday or Sunday, then you will need to contact Hays Shared Service Centre on 0844 800 0885, who will book the holiday.
Can I take a half-day holiday?
You are allowed to book 4 hours holiday to reflect half a day’s holiday.
Can I cancel or amend holidays that are already booked?
Yes, you can by logging into Hays Connect, clicking on the 'Cancel / amend future booking' link at the bottom of the booking page and selecting either cancel or update. A future booking is a booking that is not in the current week or in the past.