FAQs - Annual Leave Entitlement Changes
In May 2024 the annual leave entitlement for staff on grades 1 - 5 increased. These frequently asked questions have been developed to help answer any questions that you have in relation to these changes.
If you can't find the answer to your question below, please send an email to the Reward and Benefits team, and we will update these pages.
Why has annual leave entitlement changed?
The review has sought to listen to staff feedback and move towards aligning annual leave entitlements to make it more equitable. A common theme has been expresses in our staff surveys by colleagues in grades 1-5 that the differences in annual leave entitlements between different grades is inequitable.
Why are grades 1 - 5 on a lower annual leave entitlement?
The differences arise because colleagues on grades 1-5 who work normal office hours are able to work flexi-time and accrue flexi-leave. They are also entitled to claim overtime for agreed work outside of their contracted hours, whereas the conditions of services for grades 6 and above (who have 30 days leave) are based on indeterminate hours with no entitlement to flexi-time or overtime.
How have the leave entitlements changed?
All staff in grades 1 - 5 and any new starters after the 1st May 2024, on commencement will have a minimum full-time entitlement of 22 days annual leave for a 12 month leave year period.
The table below illustrates the changes:
| Day 1 | At 5 years' service | At 25 years' service | Bank holiday and closure days | ||
|---|---|---|---|---|---|
| Current | Grades 1 - 5 | 20 | 25 | 27 | 14 |
| New | Grades 1 - 5 | 22 | 26 | 27 | 14 |
When does the leave entitlement increase?
The changes to the annual leave entitlement take effect from 1st May 2024.
When someone reaches their 5 and 25 year anniversary, this increase will be awarded from the anniversary of their employment start date on a pro rata basis for the leave year in which this occurs.
How are the new entitlements calculated?
Staff reaching a 5 year or 25 year milestone within a particular leave year will have a pro rata amount added to their annual leave entitlement.
The annual leave calculator should be used to work out both entitlements for the specific dates when the 5 or 25 year anniversary is reached to produce the full 12 month annual leave entitlement amount.
This should ideally be done at the beginning of the leave year that the anniversary falls within.
Will annual leave entitlements be kept under review?
Yes, the University is committed to supporting a fair and equitable approach. It is intended to review the changes to annual leave entitlements during the 24/25 leave year.
Whilst annual leave does not have a direct financial impact, there may be additional implications around necessary cover arrangements. We need to ensure we can manage any financial or staffing impacts across all our services.
Does this change my Terms and Conditions?
Yes - this is a change to the Terms and Conditions of employment and changes will be made to update all necessary documentation e.g. contract templates and website details etc.
Are any other options being considered for increased annual leave entitlements?
An annual leave purchase scheme has been agreed and will be introduced in May 2025 which will give staff on all grades the opportunity to buy additional leave.
Further details of this scheme will be shared once these are developed. Additionally, the Reward and Benefits review is considering other options around annual leave entitlement.
I am on a term time only contract, how does the change affect me?
The changes will apply to term time only post holders. We are looking to develop a specific term time calculator which is still in progress. For now the method of calculation should be applied as per the previous term time only contract guidance.
Adjustments will need to be made to an individual's annual leave entitlement amount where there is a change required for the current leave year. The departmental administrator will need to advise payroll of any required changes so that adjustments can be made to payment amounts.
I am leaving the University in May, will my leave be adjusted?
Yes, the changes to the annual leave entitlement for grades 1 - 5 is effective from 1 May 2024, therefore any leavers after 1 May 2024 will have their leave balance adjusted to reflect the changes. Please speak to your line manager to arrange to take any outstanding leave as this can only be paid in lieu in exceptional circumstances.
What is the impact on casual staff?
There is no change to casual entitlements, holiday entitlement is already paid on top of the hourly rate for casual workers as a supplement and shown separately on payslips.