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, public holidays and University Closure Days.  This includes information about calculation of entitlements in specific circumstances such as part time working and the treatment of annual leave entitlements for staff who start or leave during the holiday year.

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

Quick Access Links

View holiday entitlement in MyHRBook holiday in MyHRView holiday entitlement illustrator

Contents

Holidays general information

Contractual holiday entitlements

Public Holiday entitlements

University Closure Day entitlements

Entitlements in hours

Accrual of additional days' 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 public holidays and University Closure Days.

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.

It is expected that all staff will use their full entitlement by the end of the holiday year.

Entitlement accrued but not taken by the end of the holiday year will be lost and no payment will be made. 

Holiday may not normally carried over from one year to the next unless there are exceptional circumstances which make it impossible to take the holiday during the holiday year.

All employees and line managers are mutually 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.  Local managers may define operational peak periods when holiday would not usually be permitted.

Contractual Holiday entitlements

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

Level Entry After 1 year After 2 years After 3 years After 4 years 
 Levels 1-3  20 days 21 days  22 days  23 days  24 days 
 Levels 4-7      30 days

All holiday entitlements are pro-rated for part-time staff. 

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

 For further details on leave entitlements in hours please see the section Entitlement in Hours

Public Holiday entitlements

University employees are entitled to leave on the public 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 public 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 public holiday entitlements are represented in hours as follows: 

 LevelPublic Holidays in days x FTE hours per dayPublic 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 public holidays will be pro-rated to reflect the proportion of time that you work compared to the full-time equivalent. 

For further details see the section Entitlement in hours

University Closure Day entitlements

In addition to the University’s contractual holiday entitlements and eight public 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  x 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. 

 For further details see the section Entitlement in hours

Entitlements in hours

Many staff at the University receive and record their holiday entitlement in hours rather than days.

These staff include: Part-time Staff, Security Staff, Staff who work rotas and Term Time Only Staff who book holiday.

Anyone who has changed from part-time to full-time or vice-versa within a leave year (October - September) will also fall into this category.

If you receive your holiday in hours, there are some important considerations which apply to you and how you manage your holidays:

 LevelBasic entitlement in hours Public Holidays in hours University Closure Days in hours  Total Entitlement in hours
 Levels 1a-2b  144.0-172.8 hours (dependent on service)  57.6 hours  43.2 hours 244.8-273.6 hours (dependent on service)
 Level 3  140.0-168.0 hours (dependent on service)  56.0 hours  42.0 hours 238.0-266.0 hours (dependent on service)
 Level 4  210.0 hours  56.0 hours  42.0 hours 308.0 hours

Why is holiday managed in this way?

By giving all staff an entitlement which includes Bank Holidays and University Closure days, we ensure that staff whose working pattern meant that their working days did not fall on Public Holidays and University Closure Days still receive the benefit of that paid time off work.  They are then not disadvantaged compared to colleagues whose working patterns do fall on these days. All staff with the same conditions will therefore receive the same amount of paid time off work in total.  This ensures equity and consistency in the way that holiday is managed for all staff at the University.

Booking off Bank Holidays and University Closure Days

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

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. If you book holiday in hours, 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 of whether this applies to you please contact Ask HR for more information. 

You can view the work pattern recorded for you in MyHR Dashboard by clicking "Account" → "View My Details" → "Appointment History" → select current appointment.

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

Contractual holiday entitlement at Levels 1-3 is dependent on service and starts at 20 days, rising to 24 days after 4 full years of service.

The following table illustrates the rate at which the additional days leave are accrued in relation to service date:

 Starting Month of the Employee         
 Days' contractual holiday (full-time)  Oct Nov Dec  Jan  Feb  Mar  Apr  May  June  July Aug Sept
 On starting  20 20 20  20  20  20  20  20  20  20 20 20
 On first 1st October  21 21  21  20.5  20.5  20.5  20.5  20.5  20.5  20 20 20
 On second 1st October  22 22  22  21.5  21.5  21.5  21.5  21.5  21.5  21 21 21
 On third 1st October  23 23  23  22.5  22.5  22.5  22.5  22.5 22.5  22 22 22
 On fourth 1st October  24 24  24  23.5  23.5  23.5  23.5  23.5  23.5  23 23 23
 On fifth 1st October  24 24 24  24  24  24  24  24  24  24 24 24

Contractual holiday entitlement in first and final years of service

Your contractual holiday entitlement 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 you receive and book holiday in hours, this will also apply to public holidays and University Closure Days.

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. 

In circumstances where part-time employees do not work the same number of hours each day of their normal working week, their holiday entitlement calculation will be based on their actual hours of work and their pattern of work.

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.

Employees on ‘term-time only’ contracts who leave part way through the year are not entitled to a recalculation of their salary/holiday as they receive their pro-rated leave entitlements throughout the year.

Carry over of holiday

Holiday entitlement may not normally carried over from one year to the next unless there are exceptional circumstances which make it impossible to take the holiday during the holiday year.

In these exceptional circumstances, staff may request to carry over holiday to the next holiday year, with approval from their line manager.

The window to request carry over holiday is usually open in October and during this time an HR Request is made available on the ServiceNow Portal. 

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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