Schedule 8: Holidays policy

1. About this policy
   • This policy sets out our arrangements for staff wishing to take holidays (also known as annual leave).
   • This policy covers all staff at all levels and grades, including full-time, part-time, permanent, and fixed-term employees, managers, directors, trainees, and homeworkers.
   • This policy does not form part of any employee’s contract of employment, and we may amend it at any time. We may also vary the policy as appropriate in any case.
2. Your holiday entitlement
   • The company’s holiday year runs from 1 January to 31 December. If your employment starts or finishes part way through the holiday year, your holiday entitlement during that year shall be calculated on a pro-rata basis rounded up to the nearest half day.
   • Unless otherwise set out in your employment contract, you are entitled to 33 days’ paid holiday (increasing to 34 days once you have reached 10 years’ service) in each holiday year, or the pro rata equivalent if you work part time. This includes the usual public holidays during Christmas and New Year.
   • Except as set out in this policy, holiday entitlement must be taken during the holiday year in which it accrues. Any holiday not taken by the end of the holiday year will be lost and you will not receive any payment in lieu.
   • Unused holiday can only be carried over to another holiday year:
     • in cases involving sickness absence, as set out in paragraph 4;
     • in cases of maternity, paternity, adoption, parental or shared parental leave, as set out in paragraph 5;
     • if otherwise required by law;
     • in cases where you have been unable to use the holiday due to work constraints and your line manager has approved the carry-over before 31 October, limited to no more than three days and subject to the unused holiday being used by 28 February of the next leave year.

3. Taking holiday
   • The Company uses a digital holiday booking system called Who’s Off, which must be used for all holiday requests. You should give adequate notice of holiday requests, in accordance with clause 3.2 below, to allow planning of rotas or work schedules where necessary and ensure the continuation of supply to our customers. You should not make travel bookings until approval has been given.
   • Holidays will be approved on a first-come, first-served basis. All holidays must be authorised in advance using the correct process and notice periods. The minimum periods of notice required for holiday requests are as follows:

(a)        One week’s notice for half a day of annual leave;

(b)        One week’s notice for one to two days of annual leave;

(c)        Four weeks’ notice for three or more days of annual leave; and

(d)        Twelve weeks’ notice for any annual leave during the April, May, and September bank holiday weekends.

• You must ensure that you have no more than three days accrued but unused holiday remaining or unplanned by the end of September for that particular leave year.
• Dayshift workers may take a maximum of six Fridays as annual leave per annum. On the basis that dayshift workers are only required to work for half a day on Fridays, they will only be required to take half a day of annual leave when booking a Friday off. This is inclusive of an allowance for two half-days of annual leave for the Fridays during the Easter and September bank holiday weekends.
• We may require you to take (or not to take) holiday on particular dates, including when the business is closed (for example during our annual shut down period at Christmas), particularly busy, or during your notice period. Your contract sets out the specific details of this requirement in relation to your shift pattern(s).

4. Long-term sickness absence and holiday entitlement
   • Holiday entitlement continues to accrue during periods of sick leave.
   • If you are on a period of sick leave which spans two holiday years, or if you return to work after sick leave so close to the end of the holiday year that you cannot reasonably take your remaining holiday, you may carry over unused holiday to the following leave year.
   • Carry over under this rule is limited to the four-week minimum holiday entitlement under EU law (which includes bank holidays), less any leave taken during the holiday year that has just ended. If you have taken four weeks’ holiday by the end of the holiday year, you will not be allowed to carry anything over under this rule. If you have taken less than four weeks, the remainder may be carried over under this rule. For example, a full-time employee who has taken two weeks’ holiday plus two bank holidays before starting long-term sick leave can only carry over one week and three days. This limit does not affect your right to carry over holiday under paragraph 4.
   • Any holiday that is carried over under this rule but is not taken within 18 months of the end of the holiday year in which it accrued will be lost.
   • Alternatively, you can choose to take your paid holiday during your sick leave, in which case you will be paid at your normal rate.
5. Family leave and holiday entitlement
   • Holiday entitlement continues to accrue during periods of maternity, paternity, adoption, parental or shared parental leave (referred to collectively in this policy as family leave).
   • If you are planning a period of family leave that is likely to last beyond the end of the holiday year, you should discuss your holiday plans with your manager in good time before starting your family leave. Any holiday entitlement for the year that cannot reasonably be taken before starting your family leave can be carried over to the next holiday year.
   • For the avoidance of doubt this covers your full holiday entitlement.
   • Any holiday carried over should be taken within three months of returning to work after the family leave.
6. Arrangements on termination
   • On termination of employment, you may be required to use any remaining holiday entitlement during your notice period. Alternatively, you will be paid in lieu of any accrued but untaken holiday entitlement for the current holiday year to date, plus any holiday permitted to be carried over from previous years under this policy or as required by law. You are entitled to be paid at a rate of 1/260th of your full-time equivalent basic salary for each day of untaken entitlement.