Annual Holidays
Annual Holidays
What this policy covers
This policy sets out the rules and procedures in relation to taking annual holidays. It applies to all employees and workers.
Your entitlements and responsibilities
Details of the holiday year and your annual holiday entitlement can be found in your Contract of Employment.
Accrual of holidays
Annual holiday entitlement during your first year of employment accrues at the rate of one-twelfth of the full annual holiday entitlement, on the first day of each month, in advance.
You will not be permitted to take annual holiday during the first year of employment before it has accrued, unless otherwise agreed. Thereafter, you will be entitled to your full annual holiday entitlement each year and there will be no requirement to accrue holiday rights.
Timing and length of holidays
You are not normally permitted to take more than two weeks' holiday at any one time, except at the sole discretion of the Organisation.
You are required to reserve a specified amount of your annual holiday entitlement to cover the shutdown period between Christmas and New Year. The exact number of days and timing of the leave will be confirmed to you as early as possible on an annual basis.
The Organisation may require you to reserve a specified amount of annual holiday entitlement to be taken at a time set by the Organisation, depending on the needs of the business. The Organisation reserves the right not to provide you with advance notice of this requirement.
Carrying over unused holidays
You are not normally permitted to carry over accrued annual holiday from one holiday year to the next. Holidays not taken within the holiday year will be lost.
Holiday during long-term absences
You will continue to accrue your full holiday entitlement during sickness absence.
You are permitted to take annual holiday during periods of sickness and this must be requested via the normal procedure.
If you have been unable to take annual holiday due to long-term sickness you may be permitted to carry over part of your unused annual holiday from one holiday year to the next.
Termination of employment
The Organisation may require you to take all or part of any outstanding holiday entitlement during a period of notice to terminate employment or garden leave. The Organisation reserves the right not to provide you with advance notice of this requirement.
Upon the termination of your employment, for whatever reason, you will be entitled to be paid for holiday accrued but not taken in the current holiday year, at the date of termination of employment.
If upon the termination of your employment you have taken more annual holiday than you have accrued in the current holiday year, an appropriate deduction will be made from your final payment.
If you are dismissed for gross misconduct or if you fail to give the required notice on resignation, you are not entitled to be recompensed for unused holidays in excess of the minimum statutory entitlement.
If you are absent from work on a date on which a holiday request has been refused, the Organisation will investigate the reason for your absence. If the Organisation considers that you do not have a reasonable explanation for your non-attendance, you may be subject to disciplinary action, up to and including dismissal without notice.
Sickness and holidays
If you are taken ill or sustain an injury during a period of authorised holiday, you may be permitted to take the holiday at a later time. You must follow normal absence reporting and medical certification procedures.
If you are absent from work due to sickness immediately prior to a period of authorised holiday and your incapacity extends into the authorised holiday period, you may be permitted to delay the period of holiday until a later time. You should submit a written request to postpone the planned holiday, together with a medical certificate completed by a medical practitioner.
If you receive more than the statutory minimum annual holiday entitlement and you are absent without authorisation on the day before or the day after a public holiday, the Organisation reserves the right to withhold holiday pay in respect of that public holiday.
Procedure
Procedure for requesting holidays
All periods of annual holiday must be authorised in advance by your manager. You must not make firm holiday arrangements before receiving confirmation from your manager that your request has been authorised.
You are required to submit annual holiday requests to management as early as possible, normally giving a minimum of two weeks' notice prior to the requested annual holiday start date.
Requests for annual holiday will normally be granted on a 'first come, first served' basis. Owing to the needs of the business, the Organisation reserves the right to limit those who are permitted to take holiday at the same time. The granting of all holiday requests will be subject to adequate cover being available and the overall needs of the Organisation.