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The University of Southampton
Human Resources

Holiday entitlements

 

This page contains information about holiday entitlements for staff at the University of Southampton, which consist of contractual holiday, Bank Holidays and University Closure Days.  This includes information about calculation of entitlements, the treatment of annual leave entitlements for staff who start or leave during the holiday year and carry over of holiday.

You can also find links to the related policy documents at the bottom of the page.

From 1 October 2020 all staff will have a holiday entitlement in hours.  Please visit our new webpage for information on what this will mean for you.

 

Quick Access Links

View holiday entitlement in MyHRBook holiday in MyHRView holiday entitlement illustrator

Contents

Holidays general information

Contractual holiday entitlements

Bank Holiday entitlements

University Closure Day entitlements

Booking off Bank Holidays and University Closure Days

Work Pattern

Accrual of additional holiday with service (Levels 1-3)

Holiday entitlement in first and final years of service

Carry over of holiday

Policy documents

 

Holiday general information

Your entitlement to paid holiday includes your contractual holiday entitlement, plus Bank Holidays and University Closure Days.

Holiday entitlement for all staff (including full-time staff) is now calculated in hours.

Staff at the University of Southampton receive a generous entitlement to paid holiday, which is in excess of statutory leave entitlements.

The University’s holiday year runs from 1 October to 30 September.

Your holidays can be viewed, booked and approved via MyHR Dashboard.

All staff are expected to use their full entitlement by the end of the holiday year.

Holiday entitlement not taken by the end of the holiday year will be lost and no payment will be made. 

Up to five days holiday may be carried over from one year to the next, but only in exceptional circumstances where it was impossible for the employee to use their full holiday entitlement during the holiday year.

Both employees and their line managers are responsible for ensuring all holiday and time off is recorded accurately and in a timely manner via MyHR Dashboard
 
Staff and line managers are responsible for ensuring planned holiday and time off does not detrimentally affect service delivery. Managers may define operational peak periods when holiday would not usually be permitted for their area.

Contractual Holiday entitlements

The table below shows the contractual holiday entitlements by level and length of service.

As Level 1-2 staff work a 36 hour standard working week, Level 3 staff work a 35 hour standard working week and Level 4+ staff have a 35 hour nominal working week, full time equivalent holiday entitlements are represented in hours as follows:

 LevelEntry After 1 year After 2 years After 3 years After 4 years 
 Levels 1a-2b  144.0 hours 151.2 hours  158.4 hours  165.6 hours  172.8 hours 
 Level 3  140.0 hours 147.0 hours 154.0 hours 161.0 hours  168.0 hours 
Levels 4-7 210.0 hours

If you work part-time, your entitlement to contractual holiday will be pro-rated to reflect the proportion of time that you work compared to the full-time equivalent.

Bank Holiday entitlements

University employees are entitled to leave on the Bank Holidays which fall within each annual leave year (i.e. 1 October to 30 September), pro rata for part time staff and subject to their contracts of employment.

There are normally eight Bank Holidays within the period 1 October to 30 September, however, this is subject to change (e.g. national events such as Royal Jubilees, weddings etc.).

As Level 1-2 staff work a 36 hour standard working week, Level 3 staff work a 35 hour standard working week and Level 4+ staff have a 35 hour nominal working week, full time equivalent Bank Holiday entitlements are represented in hours as follows: 

 LevelBank Holidays in days @ FTE hours per dayBank Holidays in hours 
 Levels 1a-2b    8 days  7.2 hours per day  57.6 hours
 Level 3  7.0 hours per day  56.0 hours
 Levels 4-7

If you work part-time, your entitlement to Bank Holidays will be pro-rated to reflect the proportion of time that you work compared to the full-time equivalent.

University Closure Day entitlements

In addition to the University’s contractual holiday entitlements and eight Bank Holidays, there are up to six other days when the University is closed.  These are known as University Closure Days.

University Closure Days usually fall between Christmas and New Year and around the Easter Weekend.  However, exact dates are subject to change each year, depending on when the Christmas and Easter public holidays and weekends fall.

As Level 1-2 staff work a 36 hour standard working week, Level 3 staff work a 35 hour standard working week and Level 4+ staff have a 35 hour nominal working week, full time equivalent University Closure Day entitlements are represented in hours as follows:

 LevelUniversity Closure Days in days  @ FTE hours per dayUniversity Closure Days in hours 
 Levels 1a-2b    6 days  7.2 hours per day  43.2 hours
 Level 3  7.0 hours per day  42.0 hours
 Levels 4-7

If you work part-time, your entitlement to University Closure Days, will be pro-rated to reflect the proportion of time that you work compared to the full-time equivalent.

Booking off Bank Holidays and University Closure Days

Bank Holidays and University Closure Days are booked off for you at the start of the holiday year.  You may be asked to delete and re-book them, if you change your work hours/work pattern during the holiday year.

To help you manage your Bank Holiday and University Closure Day bookings, the following will be of help:

You can view a list of University closure days on the HR website closure date page.
You can also download all the University closure days into your Outlook calendar from the University Almanac.

Sick on a Bank Holiday or University Closure Day

If you are sick on a Bank Holiday or University Closure Day and it was a normal working day for you, you should delete the holiday booking so you can book a sickness absence on the day(s) instead. 

Where you've been sick, you're entitled to have any Bank Holidays credited back to your entitlement as these form part of your statutory entitlement, but not the University Closure Days since these are discretionary and on fixed dates when the University is closed.  Changing the absence type on these days to sickness effectively credits the days back to your holiday entitlement, so if you were sick on a University Closure Day and it was on a normal working day for you, HR will automatically adjust your holiday entitlement to deduct the time for the University Closure Day.

Working on a Bank Holiday or University Closure Day

If, with the prior agreement of your line manager, you work on a Bank Holiday or University Closure Day that is a normal working day for you, then this booking needs to stay on the system (it will be automatically re-added if removed).

You may be entitled to compensation for working on the holiday, based on your contract or University policy. Any time off in lieu owing should be arranged outside of the system with your line manager. Please liaise with your line manager or speak to Ask HR to clarify your entitlements.

Work Pattern

All staff have a work pattern recorded in the HR system.  A work pattern sets out the days that you work and the hours that you work on these days. It is critical that your work pattern is an accurate reflection of the days and hours that you would normally work, as it determines the number of hours that will be deducted from your entitlement when you make a booking. 

Note that there are a small number of exceptions to this in departments that are using a different system approach.  If you are unsure whether this applies to you please contact Ask HR for more information. 

You can view your work pattern on MyHR Dashboard by clicking "Account" → "View My Details" → "Appointment History" → select current appointment.

Accrual of additional holiday with service (Levels 1-3)

Contractual holiday entitlement at Levels 1-3 is dependent on service and starts at 20 days (144 hours for Levels 1-2 and 140 hours for Level 3), rising to 24 days (172.8 hours Levels 1-2 and 168 hours for Level 3) after 4 full years of service.

 

Contractual holiday entitlement in first and final years of service

Your holiday entitlement (including Bank Holidays and University Closure Days) will be calculated on a pro-rata basis during the first and final years of employment to reflect the number of complete weeks of employment in the leave year. 

If employees have taken more holiday than their pro-rata entitlement in the final year of their employment the appropriate deduction will be made to their final salary payment. 

Line managers may require employees to take any outstanding holiday entitlements during their notice period when leaving employment. In such circumstances, and where possible, line managers must provide the employee with notice equal to the length of holiday to be taken.

Carry over of holiday

Holiday entitlement can only be carried over from one year to the next in exceptional circumstances, where it has been impossible for an employee to take the holiday during the holiday year.

In these exceptional circumstances, staff may request to carry over up to five days (36 hours for Levels 1-2 and 35 hours for Level 3-7) holiday to the next holiday year, with approval from their line manager.

The window to request carry over holiday usually opens in October and staff can generally request it via an online form. 

Specific instructions will be published each year prior to the opening of the carry over window.

 

Policy documents

Policy - Annual leave Level 1-3

Policy - Annual leave Level 4+ and academic staff

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