Document Owner: HR & Training Manager

HR14 ANNUAL LEAVE POLICY

Introduction 1. This document is designed for employees who are on an employment contract with the Students’ Union (SU) and sets policy on best practice for use of annual leave. 2. The SU expects all who manage staff to understand how to implement the policy and to ensure all staff are treated fairly whilst upholding the professionalism of the organisation. 3. The SU provide enhanced annual leave arrangements to encourage and promote a healthy work/life balance.

Purpose of Policy 4. The purpose of this policy is to: 4.1. Provide support and best practice guidance for employees when planning and requesting annual leave; 4.2. Encourage effective use of annual leave; 4.3. Protect the Union and its operation; 4.4. Create consistency across Union.

Definition 5. Line Managers are responsible for ensuring authorised leave within their area of the business does not impact on the service delivery. It is expected that Line Managers will define such cover and advise their team and the SMT group accordingly. 6. Within all staff contracts is the provision that staff are available for work during ‘exception’ periods ie: Welcome Weekend, Open Days. 7. Employees on a Zero Hours Contract will be paid holiday pay entitlement at the end of each academic term 8. Annual Leave must be booked in advance using the appropriate form with, where possible, 7 days notice to assist with planning and ensuring service levels are maintained, and authorised by the appropriate Line Manager. Where appropriate staff must ensure that their Outlook diary clearly shows annual leave days. 9. A maximum of 5 leave days may be carried over from one leave year to the next. Any unused leave above this amount will be forfeited. Leave days being carried forward are to be authorised by the CEO by the end of June and are to be used within the first 2 months of the following Annual Leave year. (ie : By end of September). Holiday carried Forward request forms to be submitted to HR via Line Managers NO earlier than 1 June for consideration by HR Committee. 10. Employees on long term sick may carry over a maximum of the statutory allowance 20 days from one leave year to the next if their sick leave has not allowed sufficient opportunity for annual leave to have been taken. However if any leave has already been taken prior to a period of long term sick then the carry forward entitlement would be reduced. Eg : An employee who has taken 7 days leave and subsequently goes off sick may then only carry forward 13 days.

University of Northampton Students’ Union Page 1 11. Approval of leave should be sought prior to making any commitment or bookings in case leave is not granted. The SU will not be liable for any financial implications to an employee who fails to seek approval before booking a holiday. 12. Line managers reserve to right to refuse annual leave requests where there is a business need for the employee to attend work. 13. No payment will be made to employees for outstanding annual leave if they choose to leave the organisation apart from exceptional circumstances Eg If employee is on sick leave. If an employee has taken more than their accrued entitlement when they leave the organisation then the equivalent amount will be deducted from final salary 14. There is an expectation that employees, as far as is reasonably practical, use their accrued annual leave prior to a period of maternity leave. Employees continue to accrue annual leave, bank holidays and closed days during maternity leave. Employees would be advised to seek approval to take accrued leave/bank holiday entitlement at the end of a period of maternity leave and use it prior to their return. This is particularly useful for employees who are in a period of unpaid maternity leave.

REVIEW 15. This policy will be reviewed bi-annually at the HR Committee , before submission to the SMT, as per the Document History attached.

University of Northampton Students’ Union Page 2 DOCUMENT HISTORY – ANNUAL LEAVE AND TOIL POLICY V1 Date of this revision: 12/2/16 Date of next revision: TBC

Revision Previous Summary of Changes Changes marked date revision date 07/07/13 n/a First issue 12/2/16 7/7/13 Points 9 - 14

Owner Name Email Address Title Date of Issue Version Yvonne Anderson [email protected] HR & 02/10/13 1 .uk Administration Manager

Approvals Approval will be made via email from a valid email address as shown below. Name Email Address Title Date of Issue Version

Distribution & Training Distribution SMT, All permanent staff Induction Inclusion Staff (YES) Student Staff (NO) Employment Contract YES Job Role description YES Intranet YES

University of Northampton Students’ Union Page 3