Staff Leave Policy: Difference between revisions

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{{Staff Policies}}
{{Staff Policies}}


===Policy Context===
== Overview ==
This policy is designed to cover annual leave, TOIL and other forms of leave, except sick leave and parental leave which are covered by separate policies. The purpose of the policy is to:
* Set out a framework for how leave is managed within WMUK
* To ensure all staff understand their responsibilities and entitlements in terms of leave
* To ensure that everyone is following defined procedures


One element of our success relies on the skills, energies and commitment of its employees. On occasions staff may be required to work beyond their contracted hours in order to meet the needs of the charity. This goodwill and adaptability make it possible to provide a responsive and flexible service and cope with work demands.
=== Annual leave ===
The holiday year runs from 1st January to 31st December and all employees are entitled to 25 days annual leave plus public/bank holidays. Both annual leave and bank holiday leave are allocated on a pro rata for part time staff, and new staff joining during the calendar year will be given a pro rata allocation for annual leave for the remainder of that year.  


However as an employer, WMUK also has a duty to protect the health and safety of its staff by ensuring that they do not work too many hours and that they are recompensed by taking time off in lieu (TOIL) for any extra time that they do have to work.  
Holidays are to be requested and approved by your line manager prior to any holiday arrangements being made, with as much notice as possible but a a minimum notice period of the length of the holiday (ie at least a week’s notice should be given for a one week holiday). Annual leave will generally be authorised on a first come first served basis, whilst ensuring that operational efficiency and appropriate staffing levels are maintained throughout the year.


TOIL is defined as: "time off which you are allowed to take, instead of overtime pay, for hours worked beyond an employee's contracted hours".
Staff are expected to take your holiday entitlement within the year to which it relates. Annual holiday entitlement is designed to enable staff to perform at their peak level and to safeguard employee health and wellbeing. The charity will allow the equivalent of one week’s leave to be carried forward into the next leave year. This will generally mean five days for full time staff but less for those working part time. Pay in lieu of holiday days not taken will not be paid, other than in the event of termination of your employment and with the agreement of the Chief Executive.  


This policy does not form part of an employee's contract of employment and may be reviewed and revised from time to time in line with current best practice and statutory requirements and to ensure that business needs are met.
=== Duvet Days ===
Wikimedia UK recognises that a flexible approach to leave can create a happier and more productive staff team. All staff can therefore take up to 20% of their annual leave entitlement as ‘duvet days’, which means that advance notice for leave does not have to be given. This will usually mean that full time staff can take up to five days a year as duvet days, however this will differ for part time staff or those who have joined during the calendar year.  


===Aims and Purpose===
Any member of staff taking a duvet day is expected to notify the office and their line manager by 10am on the day of leave. Taking consecutive duvet days is not encouraged.
* To set out a framework for how TOIL is managed within WMUK.
* To ensure all staff understand their responsibilities before working beyond their contracted hours and how to record and take TOIL
* To ensure that everyone is following defined TOIL procedures


===Responsibilities for WMUK Management and Staff===
Duvet days will be deducted from each member of staff’s usual annual leave entitlement and will be recorded on the Staff Leave Tracker.
The WMUK recognises that TOIL allows staff to respond flexibly to service needs. In order for TOIL to be managed appropriately, the WMUK’s management and staff will adhere to the following principles:
 
* TOIL is not a tool to be used to accrue time to enable extra days leave to be taken. Staff should generally carry out their duties within their contracted hours
=== Time off in lieu (TOIL) ===
* TOIL is an exceptional rather than a routine occurrence. It is to ensure that when employees have to work beyond their contracted hours, this time can be taken back
TOIL is defined as: "time off which you are allowed to take, instead of overtime pay, for hours worked beyond an employee's contracted hours". Wikimedia UK recognises that TOIL allows staff to respond flexibly to the needs of the organisation and will encourage staff to take leave for additional evening and weekend work. In order for TOIL to be managed appropriately, the organisation will adhere to the following principles:
* Staff should generally carry out their duties within their contracted hours
* TOIL is not a tool to be used to accrue time to enable extra days leave to be taken
* Employees should plan work in advance and any TOIL that is to be accrued must ideally be agreed in advance with an employee’s line manager
* Employees should plan work in advance and any TOIL that is to be accrued must ideally be agreed in advance with an employee’s line manager
* TOIL should not result in changes to normal contracted hours or arrangements, such as a particular afternoon becoming a ‘TOIL afternoon’  
* TOIL should not result in changes to normal contracted hours or arrangements, such as a particular afternoon becoming a ‘TOIL afternoon’
* The scheme must be utilised in the best interests of effective service provision. This requires co-operation between staff and managers to ensure adequate cover is provided as necessary
 
The following procedures should be followed regarding TOIL:
* Staff should agree in advance with their line manager any time to be worked outside of contracted hours and this should be for specific, rather than ad hoc, pieces of work
* Staff should not build up excessive amounts of TOIL, and will not generally accrue more than two working days of TOIL in any particular month, except in exceptional circumstances and with the prior consent of their line manager
* Staff may accrue TOIL if working longer than contracted hours when travelling to or from an event outside of the office. In these circumstances the employee’s normal travelling time to and from work must be subtracted from the total travelling time
* Staff must obtain their line manager’s approval before taking any TOIL, by emailing their line manager for authorisation.
* TOIL of a half or full day will be recorded on the Staff Leave Tracker. Smaller amounts of TOIL can be taken on a less formal basis but with the agreement of both the employee and their line manager
* TOIL must be taken by the end of each calendar year, otherwise it will be lost
* Employees will not be paid in lieu of accrued TOIL which has not been taken by the final date of employment. Any such accrued TOIL will be lost


===Procedures for WMUK Management and Staff===
=== Unpaid Leave ===
Staff are generally expected to manage their holidays and other outside work commitments by drawing on their annual leave entitlement. However, if there is a situation where this isn’t possible, then they may be able to take unpaid leave. Unpaid leave will be granted at the discretion of the Chief Executive in consultation with the employee’s line manager.


;Planning work
=== Medical and dental appointments ===
* Staff must agree in advance with their line manager any time to be worked outside of contracted hours and this time will be for specific, rather than ad hoc, pieces of work
Medical or dental appointments should, where possible, be made outside of your normal working hours or at the beginning or end of the working day to minimise disruption. Where this isn’t possible and therefore time off is required, staff are not generally expected to take annual leave to cover this however they must notify their line manager in advance.
* Where an employee has agreed to work outside of their contracted hours, they should aim, where possible, to adapt their existing contracted pattern (for instance, by coming in earlier or later to work or working on a different day of the week) rather than accrue TOIL


;Accruing and recording TOIL
In the case of an elective medical procedure, it is generally expected that the member of staff will take annual leave and/or unpaid leave; to be discussed and agreed in consultation with their line manager and/or the Chief Executive.  
* Staff may accrue TOIL in multiples of thirty minutes.
* Staff should not build up excessive amounts of TOIL. Staff will not accrue more than seven and a half hours in TOIL in each month, except in exceptional circumstances and with prior consent of their line manager.
* Staff may accrue TOIL if working longer than contracted hours when travelling to or from an event outside of the office. The employee’s normal travelling time to and from work must be subtracted from the total travelling time.
* Employees are responsible for completing their own TOIL recording sheet online, and the line manager needs to be notified when changes are made. The recording sheet will be monitored by the employee’s line manager.


;Taking TOIL
=== Compassionate Leave ===
* TOIL must be taken within two months of accrual unless agreed in advance with the line manager. TOIL accrued and not redeemed in this way will be lost.
Wikimedia UK recognises that there are times in everyone’s life when they are unable to come to work. This will generally be in the case of a close bereavement but sometimes may be for other reasons such as a health issue in a close family member, or a personal crisis such as a relationship breakdown. In such cases, Wikimedia UK will strive to be as supportive as possible whilst managing the operational needs of the charity.  
* Staff must obtain their line manager’s approval before taking any TOIL, by emailing their line manager for authorisation. The recording sheet will be monitored by the employee’s line manager
* On termination of employment, all TOIL must be at a zero balance. Employees will not be paid in lieu of accrued TOIL which has not been taken by the final date of employment. Any such accrued TOIL will be lost


;Policy Implementation
Staff who think they may be entitled to compassionate leave are encouraged to discuss their situation with either their line manager or the Chief Executive as soon as possible. All compassionate leave will be granted at the discretion of the Chief Executive in consultation with the employee’s line manager.
* The line manager is responsible for ensuring the implementation of this policy and that regular reviews take place
* All staff and volunteers have a responsibility to adhere to this policy and will be made aware of this policy as part of their induction, supervision and training

Revision as of 11:59, 23 January 2018

Comment This policy was adopted by the Board on 13 December 2023 and reviewed and updated by the Head of Finance & Operations in November 2023. It is part of a series of Staff Policies.

Overview

This policy is designed to cover annual leave, TOIL and other forms of leave, except sick leave and parental leave which are covered by separate policies. The purpose of the policy is to:

  • Set out a framework for how leave is managed within WMUK
  • To ensure all staff understand their responsibilities and entitlements in terms of leave
  • To ensure that everyone is following defined procedures

Annual leave

The holiday year runs from 1st January to 31st December and all employees are entitled to 25 days annual leave plus public/bank holidays. Both annual leave and bank holiday leave are allocated on a pro rata for part time staff, and new staff joining during the calendar year will be given a pro rata allocation for annual leave for the remainder of that year.

Holidays are to be requested and approved by your line manager prior to any holiday arrangements being made, with as much notice as possible but a a minimum notice period of the length of the holiday (ie at least a week’s notice should be given for a one week holiday). Annual leave will generally be authorised on a first come first served basis, whilst ensuring that operational efficiency and appropriate staffing levels are maintained throughout the year.

Staff are expected to take your holiday entitlement within the year to which it relates. Annual holiday entitlement is designed to enable staff to perform at their peak level and to safeguard employee health and wellbeing. The charity will allow the equivalent of one week’s leave to be carried forward into the next leave year. This will generally mean five days for full time staff but less for those working part time. Pay in lieu of holiday days not taken will not be paid, other than in the event of termination of your employment and with the agreement of the Chief Executive.

Duvet Days

Wikimedia UK recognises that a flexible approach to leave can create a happier and more productive staff team. All staff can therefore take up to 20% of their annual leave entitlement as ‘duvet days’, which means that advance notice for leave does not have to be given. This will usually mean that full time staff can take up to five days a year as duvet days, however this will differ for part time staff or those who have joined during the calendar year.

Any member of staff taking a duvet day is expected to notify the office and their line manager by 10am on the day of leave. Taking consecutive duvet days is not encouraged.

Duvet days will be deducted from each member of staff’s usual annual leave entitlement and will be recorded on the Staff Leave Tracker.

Time off in lieu (TOIL)

TOIL is defined as: "time off which you are allowed to take, instead of overtime pay, for hours worked beyond an employee's contracted hours". Wikimedia UK recognises that TOIL allows staff to respond flexibly to the needs of the organisation and will encourage staff to take leave for additional evening and weekend work. In order for TOIL to be managed appropriately, the organisation will adhere to the following principles:

  • Staff should generally carry out their duties within their contracted hours
  • TOIL is not a tool to be used to accrue time to enable extra days leave to be taken
  • Employees should plan work in advance and any TOIL that is to be accrued must ideally be agreed in advance with an employee’s line manager
  • TOIL should not result in changes to normal contracted hours or arrangements, such as a particular afternoon becoming a ‘TOIL afternoon’

The following procedures should be followed regarding TOIL:

  • Staff should agree in advance with their line manager any time to be worked outside of contracted hours and this should be for specific, rather than ad hoc, pieces of work
  • Staff should not build up excessive amounts of TOIL, and will not generally accrue more than two working days of TOIL in any particular month, except in exceptional circumstances and with the prior consent of their line manager
  • Staff may accrue TOIL if working longer than contracted hours when travelling to or from an event outside of the office. In these circumstances the employee’s normal travelling time to and from work must be subtracted from the total travelling time
  • Staff must obtain their line manager’s approval before taking any TOIL, by emailing their line manager for authorisation.
  • TOIL of a half or full day will be recorded on the Staff Leave Tracker. Smaller amounts of TOIL can be taken on a less formal basis but with the agreement of both the employee and their line manager
  • TOIL must be taken by the end of each calendar year, otherwise it will be lost
  • Employees will not be paid in lieu of accrued TOIL which has not been taken by the final date of employment. Any such accrued TOIL will be lost

Unpaid Leave

Staff are generally expected to manage their holidays and other outside work commitments by drawing on their annual leave entitlement. However, if there is a situation where this isn’t possible, then they may be able to take unpaid leave. Unpaid leave will be granted at the discretion of the Chief Executive in consultation with the employee’s line manager.

Medical and dental appointments

Medical or dental appointments should, where possible, be made outside of your normal working hours or at the beginning or end of the working day to minimise disruption. Where this isn’t possible and therefore time off is required, staff are not generally expected to take annual leave to cover this however they must notify their line manager in advance.

In the case of an elective medical procedure, it is generally expected that the member of staff will take annual leave and/or unpaid leave; to be discussed and agreed in consultation with their line manager and/or the Chief Executive.

Compassionate Leave

Wikimedia UK recognises that there are times in everyone’s life when they are unable to come to work. This will generally be in the case of a close bereavement but sometimes may be for other reasons such as a health issue in a close family member, or a personal crisis such as a relationship breakdown. In such cases, Wikimedia UK will strive to be as supportive as possible whilst managing the operational needs of the charity.

Staff who think they may be entitled to compassionate leave are encouraged to discuss their situation with either their line manager or the Chief Executive as soon as possible. All compassionate leave will be granted at the discretion of the Chief Executive in consultation with the employee’s line manager.

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