Annual Leave Policy and Entitlements
ANNUAL LEAVE
1. General Information
Details of your annual leave entitlement can be found in your Statement of Main Terms and Conditions of Employment. Revised entitlements apply for some groups of staff from 1 April 2005 and these are summarised in section 9 below.
Annual leave may only be taken with the prior agreement of your Dean/Director of Professional Service, or nominee. An application for annual leave may be refused where service delivery would be compromised.
Applications for annual leave must be submitted for approval via myHR, which will automatically update your entitlement once approved.There is no maximum limit to the length of time that can be taken together (for example, 2 weeks). Requests will be considered based on business requirements.
Where a member of staff falls ill during a period of annual leave, the absence will be recorded as sick leave from the date of the first medical certificate. Uncertified absence will be recorded as annual leave.
Contractual annual leave is accrued during any period of paid leave, including sick leave on full or half pay, but not during unpaid leave for any purpose.
In line with the Working Time Regulations, your entitlement to 5.6 weeks’ paid statutory leave per annum (this includes statutory public holidays and extra statutory days) will continue to accrue during periods of unpaid leave. This leave must be requested and taken in the current leave year.
2. Public Holidays
The eight statutory public holidays per year are as follows:
New Year’s Day Good Friday
Easter Monday May Day
Spring Bank Holiday Summer Bank Holiday
Christmas Day Boxing Day
In addition, two extra-statutory holidays plus one discretionary day per year are currently designated by the University during the period between Christmas and New Year’s Day.
3. Joining or Leaving during a Leave Year.
For employees joining or leaving during a leave year, annual leave entitlement will be calculated on the basis of complete months’ service.
Example: Employment in an administrative post commences on 1st August.
Annual leave entitlement: 21 days, annual leave year commences on 1st April.
Leave entitlement is: 21 days x 8/12 = 14 days
Example: Employment in a Lecturer post terminates on 12th April.
Annual leave entitlement: 35 days, annual leave year commences on 1st September.
Leave entitlement is: 35 days x 7/12 = 20.5 days
Where an employee has taken less leave than their accrued entitlement in the current leave year on termination of employment a payment will be made for the relevant number of days’ leave not taken.
Where the Faculty/Professional Service notifies Human Resources that an employee has taken more leave than their accrued entitlement on termination of their employment the relevant number of days’ pay will be deducted from the individual’s final salary payment.
4. Casual and Part Time Hourly Paid Staff
Pay rates for casual and part time hourly paid lecturing staff are calculated to include an element of holiday pay so there is no additional entitlement to paid leave. Details of how this paid leave is calculated are given in the appointment letter.
Other Part Time Staff
1. Academic Staff and staff in Grades 5 and above
For those members of staff who are employed on a fractional FTE basis, annual leave is calculated on a pro rata basis as follows:
Full time annual leave entitlement x ‘fractional’ FTE
Example: Senior Lecturer employed on a 0.6 basis.
Annual leave entitlement: 35 days x 0.6 = 21 days per annum
2. Research and Support Staff in Grades 1-4
These members of staff are employed on a determined number of hours per week basis, so annual leave may be calculated on a pro rata daily or hourly basis, depending on the regularity of hours worked.
Example: An Administrative Assistant works 4 hours per morning for 5 mornings per week. Full-time annual leave entitlement is 22 days.
Leave entitlement is 22 days, that is, 22 mornings of 4 hours.
Example: The member of staff changes their working arrangements and now works the same number of hours per week but over three days of differing lengths. To give the correct entitlement annual leave should now be calculated in hours as follows:
full-time no. of days leave x hours worked per week x 7.4 hours a day
37 hours a week
22 days x 20 hours a week x 7.4 hours a day = 88 hours a year
37 hours a week
Periods of 0.5 hours or more are rounded up to the next whole number. Periods less than 0.5 hours are rounded up to 0.5.
5.3 There are 5 Bank Holidays (4 Mondays and 1 Friday) that staff who work part time may not, get the benefit of. All part time staff, as a result of the University Christmas shutdown and the fact that Christmas day falls on a different day of the week from year to year get the benefit of the three Christmas and New Year Bank Holidays. The entitlement for part time staff is usually calculated on an hourly basis as outlined below.
For each of the 5 Bank Holidays, part time staff are entitled to time off at the rate of 1/5th of their working week for each Bank Holiday. Therefore, those working, for example say, 20 hours per week are entitled to an additional 20 hours in respect of Bank Holidays per annum. Depending upon the work pattern this may mean that staff are entitled to some additional leave.
Examples:
• A works Mon-Fri each week for 4 hours per day (20 hours total) and ‘automatically’ gets the benefit of the Bank Holidays. A, therefore, is not entitled to any additional ‘Bank Holiday Leave’ entitlement
• B works Mon-Thurs each week for 5 hours per day (20 hours total) and ‘automatically’ gets the benefit of 4 Bank Holidays (i.e. 20 hours). B, therefore ‘automatically’ gets the benefit of his/her correct Bank Holiday entitlement and, therefore, is not entitled to any additional ‘Bank Holiday Leave’ entitlement.
• C works Tues-Thurs each week (20 hours total) and does not, ‘automatically’ get the benefit of any Bank Holidays. C, therefore, is entitled to 20 hours additional ‘Bank Holiday Leave’ entitlement.
• D works Tues-Fri each week 5 hours per day (20 hours total) and ‘automatically’ gets the benefit of 1 Bank Holiday (i.e. 5 hours). D, therefore, is entitled to 15 hours additional ‘Bank Holiday Leave’ entitlement.
Term-Time Only Staff
Salaries for staff working on Term-Time Only contracts will include payment for an appropriate proportion of the annual leave entitlement, including public and extra-statutory holidays. Actual leave periods are deemed to be taken during those weeks outside of the agreed weeks of work.
7. Fixed-term Contracts
Staff on fixed-term contracts will normally receive a proportion of annual leave calculated by reference to the length of the contract, irrespective of the leave year. That is, a member of staff on a 6 month contract will be entitled to half of the annual leave allowance between their start date and the end of their contract. Where fixed-term contracts are renewed, it may be appropriate to make an adjustment and bring the leave year in line with other staff.
8. Carry Forward of Annual Leave
By prior agreement, up to 5 days’ annual leave (pro rata for part-time staff) may be carried forward to the following leave year.
9. Annual Leave Entitlements
| |Leave | | |Leave Year Starts |
| |(Working Days) | | | |
|Lecturing Staff |30 |Where letter of appointment is dated on or |1 September |
| | |after 1 June 2005 | |
| |35 |Where letter of appointment is dated prior to| |
| | |1 June 2005 | |
| | | | | |
|IHCS Tutor |30 | |1 September |
| | | | | |
| |On Entry |After 5 Years |1 April |
|Researcher A | |27 | |
| |22 | |1 April |
|Researcher B |27 |30 |1 April |
| | | | | |
| | |On Entry |After 5 Years | |
|New Pay and |Grades 1 – 4 : |22 |27 |1 April |
|Grading Structure | | | | |
| |Grades 5 & 6: |27 |30 |1 April |
| |Grades 7 & above: |30 |30 |1 April |
10. Additional Annual Leave Entitlements after 5 years’ Services
Where appropriate, eligibility for additional entitlement for annual leave comes into force after 5 years’ continuous service. Below is a chart that shows the additional pro rata entitlement applicable during the annual leave year 1 April – 31 March.
|Grading Structure |On Entry |On Entry |5 Years is Service |Grades 1 – 4 |Grades 5 & 6 |
|for Managerial & |Grades 1 – 4 |Grades 5 & 6 |Completed in the |With Additional Leave |With Additional Leave |
|Support Staff |Leave |Leave |month of |(working days) |(working days) |
| |(working days) |(working days) | | | |
| |22 |27 |April |27 |30 |
| | | |May |26.5 |30 |
| | | |June |26 |29.5 |
| | | |July |26 |29.5 |
| | | |August |25.5 |29 |
| | | |September |25 |29 |
| | | |October |24.5 |28.5 |
| | | |November |24 |28.5 |
| | | |December |23.5 |28 |
| | | |January |23 |28 |
| | | |February |22.5 |27.5 |
| | | |March |22 |27 |
Please follow guidelines in section 5 to pro rata entitlement for staff who work part time
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Title: Annual Leave
Keywords: Leave, Holidays, Absence, Public Holidays, Entitlements
Description: Annual Leave
Publish Date: 18 September 2013
Review date: 18 September 2016
Expiry Date:
Policy Owner: Karen Parker
Audience: Staff
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