What can you do to prepare for annual leave season

This article of Agony Amy comes with the reality that half of the year has already sped past us. Getting away to enjoy some downtime and wonderful weather is inevitable, but what if you’re the one handling holiday request forms? What can you do to best prepare for ‘annual leave season’?

The magical time when Out of Offices are set, rotas are blocked out and employees forget all about work for a week. Meanwhile, you are covering gaps, juggling low-staffed rotas and calculating holiday entitlements. In a nutshell, holiday season brings joy and chaos.

I have noticed that my clients have similar frequently asked questions, particularly when summer is upon us and holiday is requested at short notice. I have gathered the questions I have been asked over the past three months and answered them here:

Q. Can employers refuse a holiday request during peak trading periods?

A. Yes. However, this comes with the caveat that holiday is a right, and this means you must think about your trading year strategically. Whilst it seems laborious, an Annual Leave Policy is paramount to ensuring your expectations are clear and you have the ability to refuse holiday if needed.

Consideration points for an Annual Leave Policy from my archives: Periods of peak business operations – this might be summer, Christmas or even half-term breaks. Considering first-come-first-served as a holiday booking rule is a good start. Also considering ‘blackouts’ in the year where holiday simply cannot be booked, as well as if you would like to shut between Christmas and New Year.

Q. Are there legal limits on how much holiday an employee cancarry over into the next year?

A. The statutory minimum is four weeks for basic annual leave under the Working Time Regulations, unless there is a reason the employee couldn’t take the holiday. An example of this would be long-term sickness or parental leave. If your holiday entitlement is set at the minimum requirement – at four weeks – then under normal circumstances, you cannot approve annual leave being carried over.

However, if you have enhanced your entitlement then the difference can be carried over. I have a motor factor client who has their standard annual leave set at 25 days plus statutory Bank Holidays. They allow five days of annual leave carryover that has to be used by March the following year – this is fairly standard.

Q.  What’s the best practice for handling last-minute time-off requests?

A. Have a clear and consistent process. Having an approach to holiday requests that is ‘ask, don’t assume’ will pay you in dividends alongside a minimum notice period for requesting leave – I usually say at least two weeks’ notice and no more than two weeks off without director-level authorisation.

Emergencies happen, and no-one can plan for these, but make sure you don’t treat every request as urgent and you have allowed enough cover for just in case something pops up! Be consistent, be transparent and be fair.

Q. Can employers require staff to take holiday during quiet periods or shutdowns?

A. Yes, and this is often a smart approach. Make sure you give double the notice of the time you are asking them to take off, so two weeks’ notice for one week of annual leave. Shutdowns between Christmas and New Year or a predictable slow spell? Legal and a good use of staff planning. Make sure it is in writing, make sure you give plenty of notice and make sure it is fairfor everyone.

Q. What happens if a worker calls in sick during pre-booked annual leave?

A. They can reclaim the holiday, but only if your sickness policy has been followed and they have reported the sickness. It cannot be backdated three months after the holiday – I have seen this before!

If it is genuine sickness, make sure you treat it as such, log it properly and make sure you get evidence if appropriate.

Q. How can small teams stay fair and consistent with holiday approval?

A must and a non-negotiable: you must be transparent. Having a clear first-come, first-served process is essential – unless there is a business priority of course!

Ready to say goodbye to your holiday headaches?

So, whether you are battling last minute annual leave requests, juggling peak period cover, or fed up with a three-week holiday request during your busiest month, please remember this: clear policies, fair processes and consistent communication are your best defence.

If your current policy is to cross your fingers and hope for the best, then it is time to get more strategic and book in an exhilHRate power hour. In just 60 minutes, we can get your holiday watertight, your team aligned and your business process ready and prepared – no more out-of-office panic!