Fractional contracts can end at any time. An employee who wishes to leave the University does not have to wait until the beginning or end of term to give notice. The employee can give notice at anytime in line with their terms and conditions.
Managers should complete a leaver’s form as soon as practically possible advising HR of the Anniversary Date and the number of Designated Working Weeks and days from the Anniversary Date that the fractional worker had completed.
Managers should include information of any periods during the Designated Working Weeks that have not been worked e.g. unpaid leave from the Anniversary Date to the leave date. It is very important that this information is clearly documented.
The Anniversary Date will be stated in the current contract of employment. However, if you are unsure of the Anniversary Date please speak to your Employment Relations Adviser.
If an employee has been on maternity leave you should count the time on maternity leave as having been worked as normal and include this in the count of Designated Working Weeks and days from the Anniversary Date. This information will enable HR and the Payroll Office to be able to do the necessary calculations to work out underpayments/overpayments.
Managers and fractional workers should be aware of the impact of ending a fractional contract, which does not end on the Anniversary Date, in terms of an underpayment/overpayment. An underpayment/overpayment can occur as the salary is averaged over 12 months of the year.
Underpayment
Depending on when the contract ends, there may be a difference between hours worked (plus annual leave/Bank Holidays/University Closure Days accrued) and hours paid.
If the hours worked (plus annual leave/Bank Holidays/University Closure Days) are greater than hours paid, then the University will pay the outstanding hours to the employee in their final salary. The Payroll Office can calculate if required.
Overpayment
Depending on when the contract ends there may be a difference between hours worked (plus annual leave/Bank Holidays/University Closure Days accrued) and hours paid. If the hours paid is greater than the hours worked (including annual leave/Bank Holidays/University Closure Days) the University will re-coup this payment from the employee’s final salary.
As the salary is averaged over a period of 12 months the fractional worker would have been paid more than the hours actually worked. The University will deduct the overpayment from the final monthly salary. However, if the amount exceeds their monthly pay, the employee will have to make arrangements for the repayment to be made to the University as soon as possible. The Payroll Office will calculate this amount.
Last edited Aug 29, 2023