Term-Time Only Salary UK: How School Support Staff Pay is Calculated
Direct Answer: In the UK, a term-time only (TTO) salary is calculated using an equated pay formula that combines your contracted working weeks (typically 38 or 39 weeks) with your pro-rata statutory and contractual paid holiday entitlement (usually 5.6 to 6.6 weeks). This total paid weeks figure is divided by 52.143 weeks and multiplied by your weekly hours ratio against Full-Time Equivalent (FTE, usually 37 hours) to determine your annual pro-rata salary, which is paid in 12 equal monthly instalments throughout the calendar year.
If you work as a teaching assistant, school administrator, midday supervisor, or learning support assistant in an English, Welsh, Scottish, or Northern Irish school, your contract is likely structured on a term-time only (TTO) basis. Alongside other workplace entitlements like statutory annual leave, your pay reflects pro-rata working hours.
While term-time staff only work during the 38 or 39 weeks when pupils are in school (plus designated INSET training days), pay is smoothed out into twelve equal monthly pay packets. This ensures you receive a predictable, regular income during the Christmas, Easter, and six-week summer holidays.
What Is Term-Time Only (TTO) Equated Pay?
Equated pay is the payroll mechanism that spreads your earnings for contracted term weeks and accrued paid annual leave across all 52.143 weeks of the year in 12 equal monthly instalments.
Under standard UK employment contracts, an employee who works 39 weeks per year does not simply go without income during August. Instead, the school local education authority (LEA), multi-academy trust (MAT), or independent governing body computes your total annual financial entitlement and divides it evenly by 12. You can also model your net take-home salary using our UK Take-Home Pay Guide.
The Difference Between Working Weeks and Paid Weeks
A common point of confusion among new school support staff is the distinction between working weeks and paid weeks:
- Contracted Working Weeks (38 or 39 Weeks): The actual weeks you are required to be on-site at school delivering classroom support, administration, or catering duties.
- Paid Holiday Entitlement (5.6 to 7.0+ Weeks): Your legal statutory holiday under the Working Time Regulations 1998 plus any extra contractual leave granted under the NJC Green Book.
- Total Paid Weeks (Typically 43.5 to 46.5 Weeks): The sum of your working weeks and your pro-rata holiday weeks. This total is what your salary calculation is actually based upon.
38 vs 39 Weeks: Term Dates and INSET Training Days
UK state schools are legally required to open for pupils for 190 days per academic year, which equates to exactly 38 school weeks (190 days ÷ 5 days per week).
| Contract Type | Pupil Contact Days | INSET / Training Days | Total Working Days | Total Working Weeks |
|---|---|---|---|---|
| 38-Week Contract | 190 Days | 0 Days (None required) | 190 Days | 38.0 Weeks |
| 39-Week Contract | 190 Days | 5 Days (1 Full Week) | 195 Days | 39.0 Weeks |
| 40-Week Contract | 190 Days | 10 Days (Boarding / Independent) | 200 Days | 40.0 Weeks |
Most permanent school support staff and teaching assistants are contracted on a 39-week basis. The additional 5 working days (1 week) cover mandatory INSET (In-Service Education and Training) days, preparation sessions before term begins, or parent consultation evenings.
The Core TTO Salary Formula Explained
To calculate a term-time only pro-rata salary accurately, payroll departments in England and Wales apply three core variables: the FTE Salary, the Hours Factor, and the Weeks Factor.
Step 1: Calculate the Hours Ratio
Standard full-time local government and school support roles under the NJC Green Book are benchmarked at 37.0 hours per week (or 36.0 hours inside Inner London).
Hours Factor = Actual Contracted Weekly Hours ÷ Standard Full-Time Weekly Hours (37)
Example: If you work 32.5 hours per week, your Hours Factor is 32.5 ÷ 37.0 = 0.8784 (87.84%).
Step 2: Calculate Pro-Rata Paid Holiday Entitlement
Under the NJC Green Book and UK employment law, full-time workers receive a baseline entitlement of paid annual leave plus 8 statutory bank holidays. Because you work fewer weeks, your holiday entitlement is scaled down proportionally to the weeks you work.
Step 3: Calculate the Weeks Ratio
Once your total paid weeks are established, divide by the standard payroll calendar divisor (52.143 weeks, which represents 365 days ÷ 7):
Weeks Factor = (Contracted Working Weeks + Pro-Rata Holiday Weeks) ÷ 52.143
Step 4: Multiply by the FTE Annual Salary
Pro-Rata Gross Annual Salary = FTE Base Salary × Hours Factor × Weeks Factor
Monthly Gross Pay = Pro-Rata Gross Annual Salary ÷ 12
NJC Green Book Leave Bands & Continuous Service
In the UK, school support staff leave entitlement rises with continuous service under the NJC local government single status agreement. When you reach 5 years of continuous service, your leave allowance increases, boosting your Weeks Factor and monthly pay.
| Length of Continuous Service | NJC Base Annual Leave | Bank Holidays | Total Full-Time Leave | Typical Total Paid Weeks (39-Wk Contract) | Weeks Factor (approx) |
|---|---|---|---|---|---|
| Under 5 Years Service | 23 to 25 Days | 8 Days | 31 to 33 Days (~6.2 to 6.6 Wks) | 44.0 to 44.8 Weeks | 0.8438 to 0.8592 |
| 5+ Years Service | 28 to 30 Days | 8 Days | 36 to 38 Days (~7.2 to 7.6 Wks) | 45.2 to 46.0 Weeks | 0.8668 to 0.8822 |
| London Weighting Added | Contractual | 8 Days | Varies by Borough | 44.5 to 46.5 Weeks | 0.8534 to 0.8918 |
Worked Examples: Teaching Assistant Pay Calculations
To see how these formulas apply in practice, let us examine two real-world school support staff salary scenarios.
Example A: Level 2 Teaching Assistant (Under 5 Years Service)
- FTE Salary (Scale Point 5): £24,000 per annum
- Contracted Hours: 30.0 hours per week (Standard FTE = 37.0 hours)
- Weeks Contracted: 39 weeks (38 term weeks + 5 INSET days)
- Total Paid Weeks with Holiday Accrual: 44.20 paid weeks
Hours Factor = 30.0 ÷ 37.0 = 0.81081
Weeks Factor = 44.20 ÷ 52.143 = 0.84767
Pro-Rata Compound Factor = 0.81081 × 0.84767 = 0.68729 (68.73%)
Gross Annual TTO Salary = £24,000 × 0.68729 = £16,495.00
Gross Monthly Salary (12 equal payments) = £16,495.00 ÷ 12 = £1,374.58
Example B: Higher Level Teaching Assistant (HLTA, 5+ Years Service)
- FTE Salary (Scale Point 18): £29,500 per annum
- Contracted Hours: 35.0 hours per week (Standard FTE = 37.0 hours)
- Weeks Contracted: 39 weeks
- Total Paid Weeks with Senior Service: 45.60 paid weeks
Hours Factor = 35.0 ÷ 37.0 = 0.94595
Weeks Factor = 45.60 ÷ 52.143 = 0.87452
Pro-Rata Compound Factor = 0.94595 × 0.87452 = 0.82725 (82.73%)
Gross Annual TTO Salary = £29,500 × 0.82725 = £24,403.88
Gross Monthly Salary (12 equal payments) = £24,403.88 ÷ 12 = £2,033.66
Summary Reference Table: TTO Pay Percentages
The table below provides a quick reference for the percentage of the Full-Time Equivalent (FTE) salary you will receive based on common weekly hours for a standard 39-week contract:
| Contracted Hours Per Week | Hours Ratio (of 37 hrs) | Approximate % of FTE Salary (Under 5 Yrs) | Approximate % of FTE Salary (5+ Yrs Service) |
|---|---|---|---|
| 15.0 Hours (Part-time / Midday) | 40.54% | 34.6% | 35.8% |
| 20.0 Hours (Mornings only) | 54.05% | 46.1% | 47.7% |
| 25.0 Hours (Part-time TA) | 67.57% | 57.7% | 59.6% |
| 30.0 Hours (Standard Core TA) | 81.08% | 69.2% | 71.5% |
| 32.5 Hours (Full School Day 8:30–3:30) | 87.84% | 75.0% | 77.5% |
| 35.0 Hours (Full School Day + Clubs) | 94.59% | 80.7% | 83.4% |
| 37.0 Hours (Full-Time Term-Time) | 100.00% | 85.4% | 88.2% |
The Harpur Trust v Brazel Ruling & TTO Holiday Pay Reforms
School support staff holiday pay has been at the centre of major UK employment law developments:
- The 2022 Supreme Court Ruling (Harpur Trust v Brazel): The Supreme Court ruled that all workers employed under permanent year-round contracts (including term-time only teachers and music tutors) were entitled to a full 5.6 weeks of statutory annual leave, without pro-rating down based on hours worked. This resulted in significant back-pay settlements across hundreds of UK school trusts.
- The 2024 UK Government Employment Regulations: To restore fairness across the workforce, the UK Government introduced updated regulations effective for leave years starting from 1 January 2024. For irregular-hours and part-year workers, holiday entitlement is codified at 12.07% of actual hours worked. However, because most permanent school TTO staff have contracted regular weekly term-time hours, local authorities maintain their standard NJC equated pay formulas rather than rolled-up 12.07% accrual.
How to Audit Your School Payslip: 4 Red Flags
If your monthly pay does not match your expected figures, check these four common administrative errors:
- Incorrect Standard Hours Divisor: Ensure your payroll uses 37 hours (or 36 in London) as the FTE denominator. If an academy calculates your 32.5 hours against a 40-hour week, your salary is being underpaid by 7.5%.
- 5-Year Continuous Service Increase Missed: Check your employment start date. When you cross 5 years of continuous service in local government/schools, your leave entitlement must automatically step up on your payslip.
- 52 vs 52.143 Divisor Discrepancy: Some legacy payroll softwares incorrectly divide by 52.0 weeks instead of 52.143 (365 ÷ 7) or 52.286 in leap years.
- Unpaid Break Deductions: Check whether your lunch breaks (e.g., 30 or 45 minutes daily) are being deducted accurately from your timetable.
Frequently Asked Questions
What is a term-time only salary in the UK?
A term-time only salary is an equated pro-rata pay structure where school support staff are contracted to work only during school terms (usually 38 or 39 weeks per year), but their annual wages and accrued holiday entitlement are divided and paid in 12 equal monthly instalments across the whole year.
How do I calculate my term-time only salary from the FTE rate?
Multiply the Full-Time Equivalent (FTE) annual salary by your weekly hours ratio (contracted hours ÷ 37) and then multiply by your weeks ratio (total paid weeks including pro-rata holiday ÷ 52.143). Dividing this final annual total by 12 gives your gross monthly salary.
Do term-time staff get paid during school summer holidays?
Yes, term-time support staff receive their normal monthly pay cheque in July and August. This is not extra holiday bonus pay, but rather your earned annual salary for the 38 or 39 term weeks and accrued annual leave spread evenly across all 12 calendar months.
What is the difference between 38 and 39 weeks term-time contracts?
A 38-week contract covers only the 190 pupil contact days required by UK education law. A 39-week contract includes the 190 pupil days plus 5 additional working days (1 week) for mandatory staff INSET training days, deep cleans, or lesson preparation.
How is holiday entitlement calculated for term-time workers?
Holiday entitlement is calculated on a pro-rata basis aligned with the NJC Green Book and Working Time Regulations. A full-time employee receives between 28 and 38 days of annual leave (including bank holidays). Term-time workers receive a proportional number of paid leave weeks (usually between 5.4 and 7.0 weeks) added to their working weeks.
Does my term-time salary increase after 5 years of service?
Yes. Under NJC Green Book terms, completing 5 years of continuous service in local government or maintained schools increases your contractual annual leave allowance (often by 5 extra days). This increases your total paid weeks factor, leading to a direct pay rise on your pro-rata salary.
Why is the divisor 52.143 weeks instead of 52 weeks?
A standard calendar year contains 365 days, which equals 52.143 weeks (365 ÷ 7). Using 52.0 weeks causes a fractional underpayment over time, so compliant UK local authorities and school trusts use 52.143 as their standard annual weeks denominator.
Can a school deduct pay if I take time off during term time?
Yes. Because term-time staff are only contracted to work during term weeks, taking unauthorised leave or unpaid leave during term time will result in a deduction calculated on your daily pro-rata rate (Annual FTE ÷ 260.71 days × hours ratio).
Are teaching assistants entitled to sick pay during school holidays?
Permanent school support staff on NJC Green Book contracts are entitled to Occupational Sick Pay (OSP) and Statutory Sick Pay (SSP). If you are certified sick during a school holiday period, your equated monthly salary continues, though standard council sickness absence notification rules still apply.
Where can I verify my school's term-time pay factor?
You can request your school’s written Statement of Particulars of Employment or ask your MAT/council payroll department for their specific "TTO Factor Sheet". You can also consult your local UNISON, GMB, or NEU workplace union representative.