The festive season is nearly upon us, the new year is looming, staff are flagging and looking forward to a few days off. If you work in retail – not a chance, prepare for the onslaught – Christmas and the January sales. If you work in an office or a manufacturing environment, you might be in luck. Many offices and factories close for at least the three bank holidays, some even close for the three working days between Christmas and New Year. Us, well we are closing for a few extra days as well.
We all need a break and recharging the batteries is absolutely essential to achieving an engaged workforce who are healthy, motivated and highly focused on delivering a fantastic service to clients. In many companies the annual leave (holiday) year runs in line with the annual calendar and therefore for many, this is the last opportunity to take unused holiday time. Many companies operate a ‘use it or lose it’ policy and as long as they have given employees the opportunity to use the time, the onus is on the employee to ensure they ‘claim’ everything they are entitled to.
It is really important that an annual leave policy is clearly documented: that staff know when they can take their holiday, what their entitlement is, how bank holidays are treated and are aware of any ‘black out periods’ when the business is at it’s busiest and holiday can not be taken.
Rules such as the number of staff allowed to be off at any one time and any priority given to parents required to take leave during the school holidays should be communicated so that expectations are managed appropriately.
Good practice dictates that managers ensure leave is spread throughout the year and that staff know what holiday time they have left. They should be encouraged to have used at least half of their leave before the end of Q3 with the rest of their leave planned, authorised and booked appropriately.
Holiday pay can be confusing for some employees and the complexity may occur with part time or term time only staff. It is essential that the contract of employment provides the formula for calculating holiday pay and / or holiday entitlement. All entitlements for part time staff must be pro rated based on the full time entitlements i.e. if the normal working week is 40 hours and an employee works 20 hours, they are a 0.5 full time equivalent (FTE). Therefore the annual leave entitlement is pro rated and if the full time employee has 30 days holiday including bank holidays, the part time employee has 15 days including the public and bank holidays which fall on their normal working days.