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Annual leave

The annual leave year, for both the accrual and taking of leave, is 1 January to 31 December.

Taking annual leave

It is always important for the health and wellbeing of employees that they take leave from work and this is especially important during the current Coronavirus health pandemic, when colleagues have been working in new ways and many employees are balancing their work with caring responsibilities. For this reason, colleagues are encouraged to take any annual leave which has already been booked and to continue to book future leave. We would encourage colleagues to take all their 2021 annual leave in the 2021 leave year. 

The leave entitlement for full-time staff employed all year is as follows:

Grade A to D:  284.7 hours (39 days) inclusive of bank holidays and closure days.
Grade E+:  299.3 hours (41 days) inclusive of bank holidays and closure days.

The number of discretionary hours (days) available to book will depend on the number of bank holidays and closure days that fall on your working days.

For part-time staff working fewer days or hours, leave entitlement is proportionate. You can calculate your pro-rata leave entitlement with our Annual leave calculator 2021.

The annual leave entitlement for staff joining or leaving the employment of the University during the course of the year is proportionate to their completed service during the leave year. Use our Annual Leave Calculator to help you calculate these part-year entitlements.

If an employee whose employment ends during the year has taken more days of leave than s/he has accrued up to their final date of employment, then a deduction will be made from their final salary payment. Staff employed on a fixed term basis are expected to take annual leave before the expiry of their contract.

Use our annual leave calculators to help you calculate annual leave entitlement for part-time employees and staff who join/leave mid year.‌

Annual leave calculator 2021

Annual leave calculator 2022

Annual Leave Calculator 2020

Confused by decimals in iTrent and wondering how they convert to minutes? You are not alone. Please use this guide to help you -  A guide: decimal to minutes

The procedure for booking annual leave in your College or Service will be explained to you by your line manager during the first week of your induction.  Staff are encouraged to book annual leave via Trent Self Service and we strongly recommend you use this system.  Your Line Manager will advise you of any changes to this procedure.  You should review your annual leave records on iTrent and report any errors to your manager and humanresources@exeter.ac.uk. This includes ensuring that your working pattern is recorded on Trent correctly as this will affect your annual leave balance.

It is not recommended that you use Trent to record your annual leave if you have no fixed working pattern and in these cases it is vital you keep a record of your annual leave so any outstanding, untaken annual leave can be paid to you if/when you leave the University. 

The timing of leave is by agreement with the relevant Manager/Head who will take into account both individual preferences and operational requirements. 

Staff in academic roles

In the case of staff in the Education & Research, and Education & Scholarship job families, leave will normally be taken during University vacations. For further information please see Annual leave for staff in the Education and Research job family or Annual Leave for staff in the Education and Scholarship job family.

Term-time staff

For staff working term-time only, their annual salary includes their pro-rata paid leave entitlement, to be taken on unspecified days during the vacation periods. Leave may not be taken during term-time.

Standard Terms 

Staff are expected to take their leave in the leave year in which it is accrued. While there is no entitlement to carry forward leave, where it is not possible (eg for operational reasons) for employees to take all their leave entitlement, they may - with the permission of their Pro Vice Chancellor/Head of Service or delegate - carry forward up to 5 days’ leave to the following year. Your manager will be asked about this in an email from HR in November each year. You do not need to take any action.  

Any leave carried forward should be taken by 30 April in the following year or it will be lost. If a member of staff has more than 5 days’ leave outstanding at the end of a year, the excess over and above 5 days will be lost. There is no entitlement for payment in lieu of untaken leave. 

Exceptional temporary terms 

Taking account of the exceptional circumstances created by the current Coronavirus health pandemic, the University has agreed with the following temporary change to the existing carry-forward arrangements for the following years: 

The maximum carry forward from 2021 to 2022 will be 10 days (73) hours – including the standard c/f allowance of 5 days (pro rata). 

The maximum carry forward from 2022 to 2023 will be 7.5 days (54.75) hours – including the standard c/f allowance of 5 days (pro-rata). 

From 2023 the maximum carry forward will revert to the standard 5 days (36.5) hours (pro-rata). 

In all cases, carry forward of annual leave, must be approved by the manager. 
 

In exceptional circumstances, with the approval of the Pro-Vice-Chancellor/Director of Service and the Director of HR, employees may be able to carry forward more than 10 days/73 hours. This includes circumstances where The Working Time (Coronavirus) (Amendment) Regulations 2020 applies. 

Any adjustments to your 2022 holiday allowance (including the approved carry forward of leave, or the carry forward of a negative leave balance) will be automatically added to your annual leave records in the week commencing 11 January 2022.  

Please remember that when you take annual leave, the leave you accrued first is taken first – for example, if you carry forward 5 days (36.5 hours) from 2021 to 2022, these are the first 5 days of leave you take in 2022 

There is no change to the following arrangements: 

  • An employee leaving the University in 20212023 who has not taken both their pro-rata holiday entitlement for the year and leave carried forward from 2020-23 will be expected to take this leave during their notice period, where this is operationally possible. 

  • Employees who are on sick leave at reduced sick pay can continue to book a period of their sick leave as annual leave (and receive holiday pay at their full-time rate), but there is no requirement that they must do so.  

  • Employees who are not normally permitted to take annual leave during term-time will continue to be required to take their carry forward leave outside of term-time. 

Employees who purchased annual leave in 2021 and who have not been able to take all of their leave as a consequence of the pandemic, can carry forward their additional leave to 2022, with the approval of their manager.  

(This page was updated on 30 September 2021.) 

To meet operational requirements, the University may require staff to work on a designated closure day, in which case alternative paid leave will be provided, to be taken by agreement with management, and no additional payment will be made. Staff in grades A to D may qualify for additional payment when they are required to work on a closure day in addition to their normal working week

Where attendance on a bank/public holiday is required, the University will in the first instance seek volunteers, subject to the right of the University to require staff to work on bank/public holidays to meet its operational requirements of the University where insufficient volunteers are available. Where staff are rostered to work on a bank/public holiday, the University will manage the rosters so that bank/public holiday working is evenly shared among staff. Where staff are required to work on a bank/public holiday within their normal working week, alternative paid leave will be provided, to be taken by agreement with management, and no additional payment will be made. Staff in grades A to D may qualify for additional payment when they are required to work on a bank/public holiday in addition to their normal working week.

The Bank Holiday and Christmas/New Year closure arrangements for the current year will be as follows:

1 January 2021 Friday Bank holiday (New Year's Day)
2 April 2021 Friday Bank holiday (Good Friday)
5 April 2021 Monday Bank holiday (Easter Monday)
3 May 2021 Monday Bank holiday (Early May Bank Holiday)
31 May 2021 Monday Bank holiday (Spring Bank Holiday)
30 August 2021 Monday Bank holiday (Summer Bank Holiday)
25 December 2021  Saturday University closed
26 December 2021 Sunday University closed
27 December 2021 Monday Bank holiday (in lieu of Christmas Day)
28 December 2021 Tuesday Bank holiday (in lieu of Boxing Day)
29 December 2021 Wednesday University closure
30 December 2021 Thursday University closure
31 December 2021 Friday University closure
1 January 2022 Saturday  University closed 
3 January 2022 Monday Bank holiday (New Year's Day)

Please note there is an additional rest day on 24 December 2021. Please see the tab below for more information. 

Please note, when Christmas Day falls on either a Tuesday or a Thursday, to avoid campuses being open for a single day (ie either Christmas Eve or 2 January) the University reserves the right to determine when one day of leave is to be taken.

Following the Vice Chancellor’s email of the 26 July we are pleased to confirm that University staff have been gifted an additional day of on Friday 24 December 2021.  

The extra day is a thank you and it is hoped it will allow many staff an extended break to support your wellbeing by providing days when the majority of staff can stop working and there is no email traffic or any meetings. 

The additional rest day, which will have no impact on your annual leave entitlement, will operate as follows (this is the same as the additional rest days in 2020 and at Easter 2021): 

  • If you are full-time and not an essential worker who has to work on 24 December, you will get the day as additional rest day. 

  • If you are an essential worker who has to work on 24 December 2021, your manager will allocate an additional rest day on the earliest available day. 

  • If you are booked on leave on 24 December, your manager will allocate an additional rest day on the earliest day following the end of your holiday. (You and your manager should make sure the additional day is taken as early as possible and not deferred until later in 2022.) 

  • If you are part-time or work compressed hours (e.g. 9 day fortnight) and not scheduled to work on 24 December, your manager will allocate an additional rest day on the earliest available day. 

  • If you are term-time and not scheduled to work on 24 December, your manager will allocate an additional rest day on the earliest available day. This should be as early as possible after Christmas 2021. Managers should designate the alternative day as early as possible in the term-time period. This may not be the same alternative day for each employee for operational reasons. 

  • If you are unable to take the rest day on 24 December 2021 because of sickness absence you will be able to take alternative time off as soon as possible after your return to work in agreement with your line manager (and in any event not later than December 2022). 

  • If you are on Maternity/Adoption/Shared Parental/Paternity support leave on 24 December you will be able to take alternative time off as soon as possible after your return to work in agreement with your line manager (and in any event not later than December 2022, where return to work dates allow). 

Temporary Resourcing Colleagues  

If you are engaged through the Temporary Resourcing Unit via Casual Claims or the Temporary Staff Bank (TSB) and have already been scheduled to work on 24 December 2021, then you will receive additional paid leave. Please contact your manager for more information.  

If your working arrangement isn't covered here or you have any questions, please email: humanresources@exeter.ac.uk. 

While many of you will still not be able to go away on your planned holidays, it is important that you continue to take any leave that you have booked. It is also important that you book leave and take time off from work in the coming weeks and months so that you are able to take a proper break from work. This is important for your and your family’s wellbeing. We recommend that managers and colleagues continue a regular dialogue about leave. 

For more support and information to take care of your mental health and wellbeing see ourwellbeing pages. 

 

 An essential worker is a member of staff who is required to work on bank/public holidays to meet the operational requirements of the University.

The Bank Holiday and Christmas/New Year closure arrangements for 2022 will be as follows:

1 January 2022 Saturday  University Closure
2 January 2022 Sunday University Closure
3 January 2022 Monday Bank Holiday
15 April 2022 Friday Bank Holiday
18 April 2022 Monday Bank Holiday
2 May 2022 Monday Bank Holiday
2 June 2022 Thursday Bank Holiday
3 June 2022 Friday Extra Bank Holiday* 
29 August 2022 Monday Bank Holiday
25 December 2022 Sunday Bank Holiday
26 December 2022 Monday Bank Holiday
27 December 2022 Tuesday Bank Holiday
28 December 2022 Wednesday University Closure
29 December 2022 Thursday University Closure
30 December 2022 Friday University Closure
31 December 2022 Saturday University Closure

Please note, when Christmas Day falls on either a Tuesday or a Thursday, to avoid campuses being open for a single day (ie either Christmas Eve or 2 January) the University reserves the right to determine when one day of leave is to be taken.

* Please see the additional accordion for the extra Bank Holiday

Please note the following arrangements for the Additional Bank Holiday for the Queen’s Platinum Jubilee on Friday 3 June 2022 

Bank Holiday will be moved to Thursday 2 June 2022, followed by the additional Bank Holiday to celebrate the Queen’s Platinum Jubilee on Friday 3 June 2022 

Most University activity will observe the bank holiday on Thursday 2 June and Friday 3 June 2022, but some essential services will remain open.   

Arrangements for staff who are scheduled to work on Thursday 2 June and/or Friday 3 June 2022 

Some colleagues may be required to work on Thursday 2 June and/or Friday 3 June 2022 to maintain essential services as these days fall in the Summer Term and the campus will still be open to students 

Where a colleague is required to work on Thursday 2 June/Friday 3 June 2022, they should take an alternative day's leave by agreement with their manager. 

Part-time colleagues who do not normally work on Fridays should take an alternative day's leave by agreement with their manager.  

Compressed hours colleagues who are not due to work on Friday 3rd June should take an alternative day's leave by agreement with their manager.

Staff who work term-time only 

The two bank holidays occur during the summer term so although term-time colleagues are not normally permitted to take leave during term-time they will be permitted to take these days of leave. If they have to work then they will be allowed to arrange to take another day during term-time by agreement with their manager. 

(Part-time and term-time colleagues will be permitted to take one of their normal length days as a compensatory day of leave, irrespective of their FTE fraction.) 

The late Spring Bank Holiday on Thursday 2 June 2022 is included in your leave allowance in Trent HR (pro-rata for part-time staff). You do not need to book this day as annual leave if you would normally work on a Thursday and have the day offIf you do work on Thursday 2 June, you should arrange with you manager to take a compensatory day of leave outside of Trent Self Service. 

It will not be possible to include the additional day (Friday 3 June) in Trent Annual Leave, so part-time colleagues booking a compensatory day of leave will have to arrange this with their manager outside of Trent Self Service. 

Please note that colleagues who join the University after 3 June 2022 will not be entitled to a proportion of the additional Bank Holiday (as they are with the permanent bank holidays). 

The university will seek to provide flexibility on the timing of annual leave for university staff who are partners of Service personnel before, during and after their partner’s deployment, subject to operational requirements. The university will consider allowing the employee to take an extended period of leave (from their standard annual entitlement) and/or allow leave to be carried forward into the following year or brought forward from the following year, subject to operational requirements. Please ensure you have discussed and agreed with your manager before taking the leave. You may need to discuss this with your HR contact to ensure it is reflected in itrent.

For more information on the support offered by the university please read the Armed Forces Covenant.