University of Bath

Working patterns

This guide provides information on managing different working patterns

What is a working pattern?

A working pattern shows how your contractual hours are split across the days of your working week.

The standard working week for a full-time member of staff is 36.5 hours: Monday to Thursday, 9.00 am to 5.20 pm and Friday, 9.00 am to 5.10 pm. iTrent has been configured to divide the 36.5 hours equally across the 5 days

Anything other than the standard working week can be accommodated in iTrent, though the same principles apply.

Why is it important to have the correct working pattern?

iTrent uses the working pattern to allocate your bank holidays and discretionary days.  If the working pattern is incorrect it may affect these calculations.

Full-time and part-time staff have the same entitlement to bank and discretionary days, e.g. 0.5 FTE has exactly half the total annual leave entitlement.

If a Bank or discretionary day falls on a day when you would ordinarily be working (based upon your working pattern in iTrent), then the hours you would have worked will be deducted from your entitlement.

The majority of bank holidays fall at the first part of the week, e.g Monday, Tuesdays, which may mean people who work part-time on these days, have more of their holiday automatically allocated.

Part-time staff who choose to work an alternative day to a bank holiday can discuss this with their manager, further guidance is available

What does a working pattern look like?

When you look on iTrent the first number is the contractual hours for your work in that position.  You will then see each day of the week has the associated hours and minutes to be worked on each day.

Examples

  • A full-time member of staff, working 36.5 hours a week, Monday to Friday will show as: 
  • 36.5 M 7:18 T 7:18 W 7:18 T 7:18 F 7:18 S 0:00 S 0:00

  • A part-time member of staff, working 21.9 hours a week, Monday, Tuesday and Wednesday will show as:

  • 21.9 M 7:18 T 7:18 W 7:18 T 0:00 F 0:00 S 0:00 S 0:00

How can I check that my working pattern is correct?

Log into Employee Self Service, then going to Employment > Current Jobs

Non-standard working patterns

  • Zero Patterns:  some working arrangements are so irregular that they are best managed through specific arrangements within the department.  Individuals with such arrangements will only be required to record sickness absences via iTrent.

  • Bought Out:  in specific instances annual leave is bought out, so we assume you take annual leave outside of working periods. Individuals with such arrangements will only be required to record sickness absences via iTrent.

  • Shiftworking:  iTrent will assign you a default pattern based upon your contractual hours and this will need to be over- ridden by your manager on the days when you are absent from the workplace through holiday.

  • Term-time only: most term-time only contracts assume that leave is taken outside of term-time. However, some individuals are on term time contracts and using iTrent for recording their holiday. In this instance, a default pattern will be assigned to you that reflects your most common working pattern and this will need to be over-ridden by your manager on the days when you are absent from the workplace through holiday.