HCS66-Annual Leave Policy

Registration Number: {{org_field_registration_no}}

Annual Leave Policy

1. Purpose

The purpose of this policy is to ensure that all employees of {{org_field_name}} have a clear and structured process for requesting, approving, and taking annual leave in line with employment law, business needs, and staff well-being. This policy is designed to maintain fairness, operational efficiency, and compliance with employment regulations, ensuring that service delivery remains uninterrupted while supporting a positive work-life balance for employees.

This policy ensures that:

Employees are aware of their annual leave entitlements and how to request leave.
Annual leave is managed fairly and efficiently to prevent staffing shortages.
People receiving care continue to receive high-quality service without disruption.
The organisation remains compliant with employment laws and regulations.

2. Scope

This policy applies to:

All employees, including full-time, part-time, and zero-hours contract staff.
Management and supervisors, responsible for reviewing and approving leave requests.
Agency and temporary workers, where applicable, subject to contractual arrangements.

3. Legal and Regulatory Framework

This policy aligns with:

The Working Time Regulations 1998 – Governing statutory leave entitlements.
Employment Rights Act 1996 – Defining employment contract terms related to leave.
The Health and Social Care Standards (Scotland) 2018 – Ensuring uninterrupted service provision.
Scottish Social Services Council (SSSC) Codes of Practice – Promoting fair and ethical employment practices.
Care Inspectorate Scotland Regulations – Ensuring compliance with workforce management standards.

4. Annual Leave Entitlement

4.1 Statutory Leave Entitlement

All employees are entitled to a minimum of 5.6 weeks (28 days) of paid annual leave per year, inclusive of public holidays, for full-time staff.
Part-time employees receive leave entitlement on a pro-rata basis.
Employees on zero-hours contracts accrue leave based on the number of hours worked.

4.2 Additional Leave Entitlements

Employees with long service (e.g., 5+ years) may be entitled to additional leave days at the discretion of {{org_field_name}}.
Employees may have the option to carry over up to five days of unused leave into the following year, subject to management approval.
Additional unpaid leave may be granted in exceptional circumstances.

5. Booking and Approval Process

5.1 Requesting Annual Leave

Employees must submit annual leave requests in writing by filling in the Annual Leave Request form or via the company’s electronic system at least four weeks in advance for planned leave. The Annual Leave Request form can be dropped at the office or emailed: {{org_field_registered_manager_email}}
For leave of two weeks or longer, a minimum of eight weeks’ notice is required.
Requests for public holidays and peak periods (e.g., Christmas, New Year, summer holidays) will be reviewed on a first-come, first-served basis to ensure fair allocation.

5.2 Approval Process

Leave requests are reviewed by management.
Approval is subject to staffing levels and service user needs, ensuring safe care delivery.
Employees will receive confirmation of their leave request within seven working days.
If a request is declined due to operational needs, alternative dates will be offered where possible.

5.3 Emergency Leave Requests

Employees needing urgent leave due to family emergencies, illness, or bereavement should notify their manager as soon as possible.
Such requests will be handled sensitively, and staff may be directed to the Compassionate and Emergency Leave Policy for further guidance.

6. Managing Annual Leave to Ensure Service Continuity

To maintain adequate staffing levels while allowing employees to take leave:

Advance leave planning is encouraged, particularly for peak holiday periods.
A maximum of two staff members from the same department may be granted leave at the same time, depending on operational requirements.
Employees are encouraged to spread leave evenly throughout the year to avoid excessive leave accumulation at year-end.
Mandatory leave periods may be set by {{org_field_name}} to ensure fair distribution of leave over the calendar year.

7. Carrying Over Leave and Leave Expiry

Employees must take their full leave entitlement within the leave year (January to December).
In exceptional cases, up to five days of unused leave may be carried over into the next year if approved by management.
Any remaining untaken leave at year-end will not be paid out, except when leaving employment.

8. Leave During Sickness Absence

If an employee becomes ill during annual leave, they may be entitled to reclaim the leave days upon providing medical certification.
If an employee is on long-term sick leave, they will continue to accrue annual leave and may carry over unused statutory leave.

9. Annual Leave and Termination of Employment

Employees leaving {{org_field_name}} will be compensated for any unused accrued leave in their final salary.
If an employee has taken more leave than they are entitled to at the point of leaving, the excess leave may be deducted from the final salary.
Employees on notice periods must use their remaining leave before their final working day unless agreed otherwise with management.

10. Unauthorised Leave and Absence Management

Employees who take unauthorised leave (i.e., leave without prior approval) may face disciplinary action.
Any patterns of excessive short-notice leave requests may be investigated.
Persistent failure to comply with the annual leave policy may result in a review of the employee’s contractual arrangements.

11. Staff Responsibilities

11.1 Employee Responsibilities

Plan and request leave in advance to ensure smooth service delivery.
Ensure leave requests do not conflict with peak service demands.
Provide necessary documentation for sickness-related leave claims.

11.2 Management Responsibilities

Ensure that annual leave is managed fairly and consistently.
Approve leave requests promptly and transparently.
Balance employee leave with operational and service user needs.
Keep accurate records of staff leave entitlement and usage.

12. Monitoring and Compliance

To ensure fair implementation of this policy, {{org_field_name}} will:

Conduct regular audits of leave records to prevent excessive accumulation or underuse.
Review staff feedback on the fairness and efficiency of the leave allocation process.
Ensure compliance with employment regulations and best practices.

13. Related Policies

This policy should be read alongside:

Staff Attendance and Absence Management Policy
Sick Leave and Medical Absence Policy
Compassionate and Emergency Leave Policy
Workforce Planning and Service Continuity Policy

14. Policy Review

This policy will be reviewed annually or sooner if there are changes in legislation, best practices, or organisational needs. Any amendments will be communicated to all staff and relevant stakeholders.

Responsible Person: {{org_field_registered_manager_first_name}} {{org_field_registered_manager_last_name}}
Reviewed on: {{last_update_date}}
Next Review Date: {{next_review_date}}
Copyright © {{current_year}} – {{org_field_name}}. All rights reserved.