Employer Holiday Policy - Template, Sample Form Online

HOLIDAY POLICY

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1. About this Policy

This document contains the policy of ________ (the Employer) in relation to holidays.

The policy will apply to all of our employees and workers (You). The term employment will refer to any person employed as an employee under a contract of employment or any person engaged as a worker under a contract for work by the Employer.

Before implementing this policy, the Employer has consulted with the following trade union: ________.

This policy does not form part of any contract of work or contract of employment. The Employer may, from time to time, amend and update the policy. You will be notified of any such changes.

2. Holiday Entitlement

The Employer's holiday year runs from 1 January to 31 December.

Categories of holiday entitlement

You will be entitled to a total of 5.6 weeks of statutory paid holiday made up of:

(a). Paid statutory basic holiday - this comprises of 4 weeks' paid holiday.

(b). Paid statutory additional holiday - this comprises of 1.6 weeks' paid holiday.

Public and bank holidays are in addition to the above allowance.

You may also be entitled to contractual holiday in addition to your statutory entitlement. This would be contained in your contract of employment or contract for work.

In each holiday year, your statutory basic holiday will be taken first, followed by your statutory additional holiday. Any contractual holiday entitlement will be taken last.

Carrying over holiday

Subject to the rest of this policy and any other legal requirements, you must take all of your statutory and contractual holiday entitlement during the year in which it accrues. If you do not take all of your entitlement, it will be lost. You will not be entitled to any payment in lieu in respect of untaken holiday entitlement at the end of a holiday year.

Bank holidays and public holidays

Bank and public holidays are not included within your total statutory leave entitlement. This means you will take all bank and public holidays as paid leave and this will be in addition to your 5.6 weeks' holiday entitlement.

If you work part-time

If you work part-time you are still entitled to statutory basic holiday and statutory additional holiday, but this will be in proportion to the hours you work per week. You can work this out by multiplying the number of days you work per week by 5.6.

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Your first year of employment or work

During the first year of your employment, the Employer uses an accrual system to work out your holiday entitlement. During this first year, you will accrue holiday entitlement at the rate of 1/12 of your annual holiday allowance per month of service. This will be rounded up to the nearest half day.

Calculating holiday pay

You will be paid your normal remuneration for any period of annual leave. The Employer will calculate this in accordance with all legal and contractual requirements. For the purposes of this calculation, the Employer will consider your normal remuneration in the 52 weeks prior to the calculation date (or if you have been employed for a lesser period, the period of complete weeks which you have been employer).

3. Requesting and Taking Holiday

Making a request

You should not make any travel bookings until you have received written notice that your holiday has been approved. The Employer will not be liable for any losses you incur should you choose to make travel bookings prior to your holiday being authorised.

Holidays should be requested with not less than 1 calendar week prior to your proposed holiday dates. If your holiday is for a particular reason, such as a religious observance or an important event, then please make this clear in your holiday request.

Holidays should be booked using the following system:

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The Employer requests that you do not take more than ________ of your working weeks off consecutively. However, the Employer may in exceptional circumstances permit this.

Approving your request

When considering your holiday request, the Employer will take into account the following factors in relation to the period which has been requested:

(a). staffing and available cover;

(b). the anticipated work schedule and other potential demands of your workload and the Employer's work generally; and

(c). the number of other requests received for that period (if it is not possible to grant each request for that period, the Employer will generally give priority to those which were received first, taking into account any exceptional circumstances in each case).

4. Sickness and Holiday Leave

Sickness or injury during holiday leave

If you become sick or injured whilst you are absent from work during a period of holiday leave, you shall be entitled to treat the period as sick leave instead of holiday leave, meaning that your holiday leave can be reclaimed. Reclaiming holiday leave is strictly subject to all of the requirements of this section (section 4).

The following conditions will apply:

(a). you must notify the Employer as soon as reasonably practicable as soon as you become aware that you will be sick or injured during a period of approved holiday;

(b). upon your return to work, you must ensure that you provide written details to confirm how much of the holiday leave was affected by sickness or injury;

(c). the period of sickness or injury must be fully certified by a qualified medical practitioner. The Employer will pay for any cost involved in obtaining any such medical certificate;

(d). All of the above information should be reported or provided to: ________.

Please refer to the Employer's sickness policy for further details regarding sick leave, including the relevant information about sick pay.

Long-term sickness or injury

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5. Family Leave

Your holiday entitlement continues to accrue during any period spent on maternity, paternity, adoption, shared parental, parental, or parental bereavement leave.

For any planned period of family leave which may be likely to last beyond the end of the holiday year, the Employer encourages you to, wherever possible, take your holiday leave entitlement before your period of family leave commences or immediately before you return to work.

Any holiday entitlement that cannot reasonably be taken in the holiday year because of a period of family leave may be carried over to the next holiday year.

Any holiday entitlement may only be carried over in these circumstances should be used in accordance within the first three months of the next holiday year commencing.

6. Holiday and Termination of Employment

This section sets out how your holiday entitlement and any related payments will be dealt with when your employment or engagement comes to an end.

On termination of your employment, your statutory and contractual holiday entitlement will be calculated up to and including your last day of employment. The Employer may require you to take any accrued but untaken holiday during your notice period.

Payment in lieu of accrued holiday

Subject to Employer's written confirmation, you will receive payment in lieu of any accrued but untaken statutory paid holiday entitlement upon the termination of your employment. There will be no payment in lieu of any accrued but untaken contractual holiday allowance.

Any payment in lieu will be calculated in accordance with all relevant legal and contractual requirements.

Repayment of holiday entitlement

If you have taken more holiday than your accrued allowance when your employment terminates, you must repay the Employer for this.