The University encourages staff to use their annual leave entitlement throughout the year, as part of a positive work-life balance.
Automatic carry-over
The University's policy is that the number of hours of annual leave staff can carry over to the next leave year is a maximum of 36.5 hours (five days), pro-rated for part-time staff.
The process is managed centrally so that iTrent will adjust the leave balance after the end of the leave year (end of August) for any carry-over up to the maximum allowed. You do not need to do anything. The balance for each eligible member of staff will be adjusted each year in early September and the updated figure should show in their iTrent record soon after.
Exceptional carry-over
In exceptional circumstances e.g. an exceptional additional work commitment etc, where a staff member has not been able to take their full leave allowance within the leave year, line managers are able to use their absolute discretion to allow staff to carry over up to a maximum of 73 hours (10 days) in total i.e. an additional 36.5 hours (five days) into the next leave year, pro-rated for part-time staff.
There may be other circumstances where additional carry-over of leave above this maximum can be granted e.g. maternity leave, shared parental leave, adoption leave or long-term sickness due to an underlying health condition, but we would encourage line managers to discuss this with their HR Business Partner or Advisor in the first instance.
This provision should only be used in genuinely exceptional circumstances. Please see our Manager Self-Service Guidance (MSS) for further information on how to action this in iTrent.
Please note: The adjustment for the carry-over of annual leave which is over and above 36.5 hours (or the pro-rata equivalent if part-time) which remains outstanding at the end of the leave year must be actioned no earlier than 5 September and as soon as possible thereafter. If it is actioned before September the carry-over will be added as additional leave to the current leave year so will not be applied correctly.
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Date of last review: 26 May 2023
Updated: 22 August 2024