How To Manage Employee Leave Requests

In the UK, all workers are legally entitled to at least 5.6 weeks (28 days for a 5-day working week) of paid annual leave. This is known as statutory leave entitlement. Employers may choose to offer additional days beyond the statutory minimum.

Calculating Leave for New Hires

When calculating leave for new hires, it's important to prorate their entitlement based on the time they've worked. Here's a simple formula:

• Total statutory leave: 5.6 weeks (or 28 days for a 5-day working week)
• Days worked in the leave year: Calculate the number of days the employee has worked since the start of the leave year (typically April 6th).
• Prorated leave: (Total statutory leave / 365 days) * Days worked

Example:

• New hire: Started on June 1st
• Leave year: April 6th - April 5th
• Days worked: 61 days (from June 1st to August 31st)
• Prorated leave: (28 days / 365 days) * 61 days ≈ 4.7 days

Leave Request Process

1. Request submission: Employees should submit a written or digital leave request, typically specifying the start and end dates, reason for leave, and any necessary approvals.
2. Approval: The request is reviewed by the employee's supervisor or manager. If approved, it is forwarded to HR for processing.
3. HR review: HR verifies the employee's leave balance and ensures that the requested leave aligns with company policies.
4. Notification: The employee is notified of the approval or denial of their request.

Additional Considerations

• Carryover policy: Employers may have policies regarding carrying over unused leave to the next year.
• Bank holidays: While bank holidays are not legally required to be included in annual leave, many employers include them.
• Leave without pay: Employees may request leave without pay, subject to the employer's approval.
• Maternity, paternity, and adoption leave: These are separate entitlements with specific rules and regulations.

By following these guidelines and ensuring compliance with UK employment law, employers can effectively manage employee leave requests while maintaining a fair and equitable workplace.