Annual Leave FAQs
What is my holiday entitlement?
The University provides 32 days annual leave (of which four are typically fixed days at Christmas and new Year) plus nine public holidays. Part time employees receive a pro-rata entitlement expressed in hours.
I was off sick on a public holiday, do I get this back?
On receipt of a fit note, your line manager will contact College/US HR Team to reimburse your annual leave entitlement. Please note the absence can not be reimbursed without a medical fit note.
I was off sick during my holidays, do I get this back?
On receipt of a fit note, your line manager will contact College/US HR Team to reimburse your annual leave entitlement. Please note the absence can not be reimbursed without a medical fit note.
How do I book annual leave?
Annual leave can be booked online via the HR Core Self Service Portal. You can watch a guidance video here.
Once the leave request has been submitted your line manager can review and authorise this as appropriate. You will receive an automated email confirming your leave request has been approved.
If I leave and I don't use all of my holidays, will I be paid for these?
Ideally, any outstanding leave not taken should be used prior to your end date. However, if due to business demands you are not able to take all your accrued annual leave you will need to seek approval from your line manager to acquire payment.
I am contracted to work on public holidays and other days, what does this mean?
If you are contracted to work on public and other days your holiday entitlement will include the entitlement for working public and other days and this is calculated based on your work pattern and contractual requirements. Some staff are contracted to work 365 days a year whilst some are contracted to work 361 days per year.
I am contracted to work on a public holiday what payment will I receive?
If you are contracted to work on public holiday you will receive an additional payment at plain time for the hours worked in line with your contractual hours for that day, if you work more hours than you contractual hours for that day the remaining hours will be paid at x2 (double time).
I am not contracted to work on a public holiday but have been asked to work this, what payment will I receive?
If the public holiday falls on a day you usually work you will be given the equivalent period of leave to be taken at another time agreeable to both you and your line manager. In addition, colleagues in grades 1 – 5 will qualify for enhanced payment at plain time. No enhanced payment will be due where the work takes place on an ‘other day’ as per the Annual Leave Policy.
Manager FAQs
How do I calculate my employees annual leave entitlement?
The annual leave entitlement will be automatically calculated on the HR Core System, taking into account the contract dates and work pattern/hours.
My member of staff was sick on a public holiday, do they get this time back?
If the employee has submitted a medical fit note to cover the period of absence they can request for their annual leave to be reimbursed by contact their College/US HR Team.
My member of staff was sick during their holidays, should they get this time back?
If the employee has submitted a medical fit note to cover the period of absence they can request for their annual leave to be reimbursed by contact their College/US HR Team.
How do I approve my employee's annual leave?
You can approve the annual leave request via the People XD / Core /HR System (via the manager dashboard view) further details on this can be found within the Approving Leave Requests.
I already have too many staff off on this day, do I need to approve their leave request?
Leave requests can be considered according to the organisations business needs, therefore if it is not appropriate for the individual to be on leave that day because of work commitments you can advise that the leave request cannot be approved in this instance.
Additional Annual Leave Day in Lieu of the World Cup 2026 Bank Holiday FAQs
Will the University observe Monday 15 June as a public holiday?
No. Following careful consideration, the University will not observe Monday 15 June 2026 as an additional public holiday. To provide colleagues with greater flexibility, the University has instead agreed to provide one additional day of annual leave to be taken during 2026.
Why has the University decided not to close on Monday 15 June?
The University considered a range of factors, including operational requirements and the varying approaches being taken by other employers and local authorities. To provide colleagues with greater flexibility, the University has instead agreed to provide one additional day of annual leave to be taken during 2026.
Why is the additional day being provided as annual leave rather than a fixed closure day?
This approach offers colleagues the greatest flexibility to use the additional day at a time that best suits their individual circumstances and personal commitments.
Can the additional leave day be used on Monday 15 June?
Yes. Colleagues who wish to take leave on Monday 15 June may request annual leave through the normal approval process, subject to operational requirements and line manager approval.
How do I request to use the additional holiday day?
Requests should be submitted through the usual annual leave booking process and raised via People XD. Requests remain subject to manager approval and operational needs.
Who is eligible for the additional annual leave day?
The additional leave day will apply to University employees in line with standard annual leave arrangements.
Will part-time staff receive the additional leave entitlement?
Yes. Part-time colleagues will receive the additional entitlement on a pro-rata basis, consistent with existing annual leave arrangements.
What happens if I am already on approved leave on 15 June?
You will still receive the additional entitlement, provided you meet the eligibility requirements. The additional day will be added to your annual leave balance.
When will the additional leave day be added to leave balances?
The additional leave entitlement will be applied within the People & OD system in the next day or two. Eligible colleagues will see the updated balance reflected in their annual leave entitlement for 2026. If you believe your entitlement has not been updated correctly by 5th June, please contact the People and OD Shared Services team via the People and Organisational Development Helpdesk.
Does the additional day need to be used during 2026?
Yes. The additional leave day is intended to be used during the 2026 leave year, subject to the University’s normal annual leave policy.
Will normal annual leave approval processes still apply?
Yes. All requests to use the additional leave day will remain subject to normal line manager approval and operational requirements.
Does this change the University’s standard public holiday arrangements permanently?
No. This is a one-off arrangement.
Will the additional annual leave entitlement affect holiday pay arrangements for hourly-paid employees?
Yes. For hourly-paid employees who receive holiday pay in lieu through their monthly salary, the holiday pay calculation will be adjusted to reflect the additional annual leave entitlement associated with the World Cup bank holiday arrangement. This will ensure that eligible hourly-paid colleagues receive the appropriate pro-rata increase to their holiday entitlement and corresponding holiday pay.
What should managers do if all/most members of a team request annual leave on Monday 15 June?
Managers should consider requests in line with normal annual leave approval processes, taking into account operational requirements and service delivery needs. While every effort should be made to support colleagues’ requests where possible, it may not be feasible to approve leave for all team members at the same time. Managers are encouraged to discuss arrangements with their teams early and apply a fair and consistent approach when considering competing requests.
Will this help colleagues who require childcare arrangements on 15 June?
Yes. The additional annual leave day may support colleagues who need to make childcare arrangements due to local school or service closures, subject to the normal annual leave approval process.
Who should I contact if I have further questions?
If you have any questions regarding the additional leave entitlement or annual leave arrangements, please speak to your line manager or contact the People and OD Shared Services team via the People and Organisational Development Helpdesk.