General
Annual Leave Arrangements for 2025/26 Frequently Asked Questions (updated with process 14 Jan 2025)
Annual Leave Arrangements for 2025/26 Frequently Asked Questions 16 December 2024 - updated 14 January 2025 Am I able to carry over annual leave into 2025/26? The Trust is applying the ‘carry over’ policy in full this year in order to support the ...
Bank Holidays 25/26
Date Day of the week Bank holiday 18 April Friday Good Friday 21 April Monday Easter Monday 5 May Monday Early May bank holiday 26 May Monday Spring bank holiday 25 August Monday Summer bank holiday 25 December Thursday Christmas Day 26 December ...
Recording KIT days
DO NOT BREAK THE MATERNITY ENTRY Record KIT days on the roster using the reason 'KIT day' under the unavailability 'working day'. The Maternity leave should not be ended as the KIT day is added seperately over the top of the maternity leave. To ...
Adding Maternity Leave to the roster
Maternity leave should be added to the roster by the manager. There is no link between the forms submitted to payroll in respect of maternity leave and the roster.
Requests for adjustments to entries in an open or future roster
Please speak to your manager to make any adjustments to roster entries in the current month or for future entries. The roster team do not adjust any entries in live or future rosters
Requests for increase in shifts on template
Please confirm template update details and copy in your Management Accountant to confirm that the increase in template has been approved
Unlocking sickness to record a Return to Work
You no longer need to unlock a sickness episode to add a Return to Work date.
If you cannot access Loop
Please provide details of the issue you are experiencing and provide screenshots if possible
Retrospective amendments to locked rosters
Once a roster has been locked and submitted for payroll any amendments need to be made by the roster team. Please detail the amendments required and the roster team will make them for you, amend ESR if necessary and action any pay related adjustments
How do I change the Team for my staff
25/26 Annual Leave and Bank Holiday Entitlements
25/26 entitlement will be loaded at the end of March 25. The current entitlement showing is a copy of 24/25 and will not reflect any change in length of service and will not show the correct number of Bank Holidays.
Annual Leave calculations
•All staff must use the Employee App, Loop, to manage and book their annual leave and bank holidays. Paper records should not be kept. •Annual leave entitlement is set within ESR and is based on reckonable service which comprises of Trust service ...
Staff should not approve their own annual leave
The latest system upgrade put in a national safeguard restricting staff from approving their own leave, even the roster team as system admin cannot override it. For Counter Fraud and audit purposes staff should not approve their own leave, it should ...
How do I record a Phased or Therapeutic Return on HealthRoster
I think my Bank Holiday entitlement is wrong
Bank Holiday Entitlements We often receive queries about Bank Holiday entitlements. Before raising a ticket the following should be considered as these are the most common reasons for the entitlement not being as staff think they should be · The ...
I need manager access to HealthRoster as part of my job
Requests for access/changes in access for staff must be made by the Line Manager. No changes will be actioned without Line Manager approval. For any manager level access requests for staff the manager must confirm The level of access required The ...
Finalising a Roster for Payroll - managers responsibilities, and how this is reported in the Accountability Framework
The Roster is a legal document Before finalising a roster the following checks should be carried out to ensure the information is correct and that staff will not be under or overpaid. The link to the full document Finalisation Checklist provides more ...
Roster Approval and Finalisation, what does it mean and when do I need to do it
What is the difference between Roster Approval and Roster Finalisation? Before the roster is worked Roster Approval – this should be done 12 weeks in advance of the roster being worked. This is the confirmation by the Roster Creator (First Approver) ...
I want to check that my Annual Leave Entitlement is correct
Annual Leave entitlements are uploaded from ESR to HealthRoster on a weekly basis. Annual Leave is calculated by the day and based on your ESR record:- It will recognise length of Service (0-5 yrs, 5-10 yrs, 10+ yrs) - additional hours due for ...
Loop App - what to do if you can't see your roster - first check that your manager has approved the roster
Query that no carry over showing
Hi all requests for carry over made to date have been actioned, please advise how your manager made the request to us as this is the only way that carry over is actioned, if no request is made then we do not action any carry over to 24/25 record Via ...
Bank Holiday dates 2024 - 2025 Leave Year
There are 7 Bank Holidays for the 2024/25 leave year Your bank holiday entitlement per day is your contracted hours divided by 5.
HealthRoster needs to be updated for my hours and / or posting changes and annual leave entitlement
For hours and posting changes and subsequent annual leave entitlement recalculations you do not need to raise a ticket The daily ESRGO upload (an automated overnight sync between ESR and HealthRoster) will pick up new staff, terminated staff and also ...
Difference between WTD and AFC Average
Following a recent Court of Appeal decision, NHS employers have agreed working time directive (WTD) payments should be expanded to include regularly worked overtime, in addition to unsocial hours and on-call. The purpose of the WTD payment was to ...
Booking NHSP shifts after sickness
Cross Divisional Staffing Group Instruction If Health Roster is updated with “Sickness” this will prevent booking a Bank shift for a period of 7 days to further assist with the employee’s Health & Well-Being. If however a Ward Sister establishes ...