Human Resources

Booking annual leave

How can I book annual leave?

  1. Log onto Employee Self Service using your normal University username and password.
  2. Select "book a holiday".
  3. Enter "Personal Holiday", the duration and the dates.
  4. You can add notes to provide additional information for your line manager (this is optional) .
  5. Click "Save" at the bottom of the screen.
  6. Your manager will be sent details of your request for annual leave.
  7. Your manager will notify you about whether the holiday has been authorised or not.

Whilst the calculations in iTrent are made in hours, the actual annual leave bookings are currently made in days or half days only. Any request for less than half a day's leave should be handled outside iTrent and is subject to agreement with your line manager. Your line manager, or their representative will need to adjust the entitlement via MSS to rebalance the leave.

Example: An individual's normal working days is 7.3 hours, but they only have 5 hours of remaining holiday. They could agree with their manager to work an additional 2.3 hours and the manager can then adjust the entitlement via MSS by putting in a 2.3 hour adjustment and then book the holiday as normal.

Giving notice when requesting annual leave 

As a guideline, the notice you give should equal the length of the period of leave you are requesting. You must give your line manager sufficient notice when booking annual leave or it may not be authorised.

Authorising annual leave requests 

Manager will authorise requests for annual leave via Manager Self Service. Approval is subject to operational requirements of the department or service. 

In some departments there may be times of year when annual leave cannot be taken due to the nature of the work undertaken and the service provided.

Academic staff

If you wish to take annual leave during semester and examination time, you need to request this via Employee Self Service and your Head of Department/Group will need to authorise this request.

If you wish to take annual leave outside of semester and examination time, you also need to request this via Employee Self Service.  No authorisation by your Head of Department/Group is required.

You may also need to inform your Head of Department and any other identified individual prior to taking your leave in line with your department practice.

Here is an overview of the academic leave process.