Annual Leave Guidelines

Purpose

These guidelines provide recommendations for effective practice in taking and managing annual leave to comply with legislative and organisational requirements, and to promote and encourage employee health and wellbeing.

Organisational scope

All employees of the University of Otago.

Definitions

Annual Leave Entitlement

The annual allocation of leave that becomes available to an employee on 1 December each year, to be used within the following 12 months. Annual leave Entitlements are outlined in each employee's employment agreement.

Carry Forward (Excess) Leave

Any previous leave entitlement not used by 30 November is “carry forward” or “excess” leave. For example, any portion of the leave entitlement allocated on 1 December the previous year that has not been taken by 1 December in the current year, i.e. leave earned that has not been used 12 months later.

Line Manager

The direct supervisor who is responsible for day-to-day management of the employee making a request for annual leave.

Content

1. Both employees and their managers, have responsibilities in taking, managing and recording annual leave.
2. All employees are encouraged to take their full Annual Leave Entitlement in the year it falls due.
3. Provided there is sufficient leave available, annual leave requests will be granted whenever possible, taking into account the needs of the area.
4. Leave should ideally support a positive work-life balance and employee wellbeing.
5. Employees should be encouraged to take a continuous two-week break during the year as part of supporting healthy work-life balance.
6. Employees should discuss and agree their leave requirements with their Manager or Head of Department within a reasonable timeframe prior to the leave being taken.
7. Employees are able to anticipate annual leave, i.e., take accrued leave before it becomes an entitlement. This is subject to their Manager or Head of Department’s approval.
8. Managers are encouraged to provide flexibility to accommodate departmental and individual needs.
9. Where an employee has suffered a bereavement, including pregnancy loss, during a period of annual leave, managers are encouraged to provide flexibility in the timing of the requirement to have an employee complete and submit leave and leave reversal forms.
10. Where employees are required to work over the University’s annual close down period it is expected that the Head of Department will seek volunteers prior to requiring any individual to work.
    1. Heads of Department should seek the approval of the Divisional Head or Dean (if applicable) prior to requiring employees to work during a close down.
    2. A minimum of four (4) weeks’ written notice to work must be given to the employee.
11. Managers should identify employees that are likely to have excess leave balances greater than 10 days on 1 December and ensure that the leave is taken before 1 December, unless agreed otherwise in writing.
    1. For employees with clinical responsibilities the leave will be taken at the first available opportunity following the New Year, taking into account any rostered clinical duties.
12. If an employee goes on leave without entering the leave in the Staff Web Kiosk the Line Manager may direct Payroll Services to record the leave.
13. Where necessary, budget holders should make appropriate provision in their staffing budget to provide coverage for employees taking annual leave throughout the year. Payment for annual leave will usually occur in the pay that relates to the period during which the leave is taken.
14. Any annual leave owing at the time that employment at the University comes to an end will be paid out in the final pay.
15. If a person resigns from the University and has a negative annual leave balance, the balance owing will be deducted from the final pay.
16. The nature of academic work may not easily align with standard leave recording. However, the Annual Leave Policy and Guidelines have been designed to provide a balanced approach that supports flexibility, ensures compliance and promotes employee wellbeing for all employees.

Related policies, procedures and forms

• Annual Leave Policy
• Employment Agreements and Conditions
• Health, Safety and Wellbeing Policy
• Holidays Act 2003
• Performance and Development Review (PDR) for Professional Staff
• Academic Performance and Development Review

Contact

For advice and support regarding these guidelines please contact your Division’s designated Human Resources Manager.

If you have any queries regarding the content of these guidelines or need further clarification, contact the:

HR Manager, Promotions and Remuneration
Email rem.admin@otago.ac.nz