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Summer Holidays
23rd June 2010
As summertime approaches, it is time to start thinking about some of the issues that could arise during the course of the summer holidays.
Annual Leave/Unpaid Leave
With the majority of schools cracking down on term-time holidays, the most popular period for parents to take their annual holiday is during the months of July and August. As a consequence, it can sometimes be difficult for managers to arrange work cover during these months if a number of employees wish to take leave during the same busy period. To help with these issues employers should:
• Ensure there are clear rules regarding the booking of holidays and that all employees know and understand the procedure for requesting leave. Employers can be explicit by stating how many employees per department/section may be granted leave at any one time. Ensure that any policy relating to Annual Leave is clearly communicated. The policy should define when holidays can and cannot be taken by employees. For example most retail companies do not allow holidays to be taken during October, November, December and the period covering the January sales.
• Consider allocating holiday on a first come, first served basis, which is the fairest and simplest way to allocate holiday. Employees should be able to submit their holiday request as early as possible in order to secure the time off they require. Where holiday cover is required, managers can plan in advance to ensure that any covering staff are adequately briefed beforehand and that an appropriate debrief takes place as soon as the absent employee returns.
• Ensure employees are aware of any policy relating to unpaid leave, as employees may request this if they are unable to take the holiday they requested. There is no obligation on an employer to authorise unpaid leave but if you do allow such requests, you will need to ensure that any requests are dealt with in a fair and consistent manner to avoid unfair treatment and discrimination claims.
Unauthorised Absence
In accordance with the absence procedure, highlight who and when employees need to telephone to notify any absences from the workplace. Any entitlement to sick pay should also be communicated to staff. Ensure that employees are aware that they may be liable to disciplinary action if their sickness is found to be fictitious and that they could be asked to provide a medical certificate for any periods of absence where there is cause for suspicion.
Parental Leave/Childcare Problems
Some parents could experience childcare problems during the summer holidays and may request parental leave. Under the Maternity and Parental Leave Regulations 1999, parents have a right to take up to 13 weeks of unpaid leave (18 weeks for disabled children) once they have completed one year’s continuous service with the employer. Parental leave may be taken as follows:
• In blocks of one week to four weeks per annum.
• Parents of disabled children can take the leave in blocks or multiples of one day.
• Employees will need to give at least 21 days’ notice of their intention to take parental leave.
Volcanic Ash
The British Met Office is warning that travel disruption caused by the eruption of the Icelandic volcano could continue into the summer months. The following will help employers take a fair and reasonable approach where employees find themselves unable to attend work due to disruptions in air travel.
• Employees are responsible for getting themselves to work. If the employee does not arrive at work (or arrives late), the employer does not have to pay them for anytime they are unable to attend work - unless there is a contractual provision that states otherwise.
• Where it is possible or practical to do so, employees should attempt to utilise alternative methods of transport in order to be available for work.
• Where employees are left stranded abroad, employers should consider the following:
• Allowing employees to use any outstanding lieu time or flexi time
• Allowing employees to take the time as additional holiday where this is available (although it is important to remember that employers cannot require employees to take holiday entitlement at short notice).
• Allowing employees to work remotely if possible.
• If none of the options above are possible, then time off work would be unpaid or, alternatively can be paid at the employer’s discretion.
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