Annual Leave Policy

Operated by: Nudge Education Ltd · Version: Dec 2025 · Owner: HR / People

Annual Leave Policy Dec 2025 Review Date: Dec 2026

Scope of Document:

This policy applies to all employees of the organisation, including full-time, part-time, and temporary staff, regardless of their employment status. Purpose:

The purpose of this Annual Leave Policy is to establish guidelines and procedures for employees regarding their entitlement to annual leave and ensure a fair and consistent approach to holiday time off.

Entitlement and Calculation:

1. All eligible employees are entitled to a set number of annual leave days

per year based on their particular role and/or applicable employment laws. Annual Leave allowance allocations will be detailed in a contract of employment.

2. Annual Leave entitlement will be calculated in terms of full working days,

including public holidays, unless stated otherwise by statutory regulations.

Granting Annual Leave:

1. Employees should submit their annual leave requests in advance using the

organisation’s designated leave management system.

2. Annual Leave requests will be subject to approval by the employee’s

immediate line manager.

3. Annual Leave approvals will be based on business needs, team availability,

workload distribution, and fairness to all employees.

4. The organisation will make every effort to accommodate employees’

preferred leave dates, but requests may be denied or modified based on operational requirements. Your line manager may ask you to take time off during the year in line with capacity planning arrangements.

5. The following dates in the academic year are unlikely to be approved save

in exceptional circumstances:-

The last 2 weeks of the academic term each July
The last week in August
The first week in September
The last full week of the academic term in December
The first full week of the academic term each January.

50% of all Annual Leave allocation must be booked by 30th June of that holiday year. The “holiday year” period runs from 1st January to 31st December. The organisation may allocate Annual Leave on the employee’s behalf to meet this requirement.

7. Annual leave should be requested with advance notice of 2 weeks

Annual Leave Policy December 2025

8. Should the employee not have accrued sufficient Annual Leave allowance,

their line manager may authorise unpaid leave, dependent on the needs of the organisation.

9. Any unauthorised leave will be treated as a disciplinary matter as per the

organisation’s disciplinary policy

Carry-Over and Accumulation:

1. Annual Leave entitlement cannot be carried over into the next year unless

a statutory exception applies e.g maternity or long-term sickness

2. The organisation encourages employees to book their annual leave by

30th June of each holiday year to ensure that the employee’s preferred annual leave dates are considered 3. Casually contracted employees accrue a minimum of 5.6 weeks of Annual Leave per holiday year pro-rata to the number of hours worked. The employee has the option to accumulate this paid Annual Leave or have it paid as part of their regular monthly wage

Public Holidays:

1. Employees will be entitled to receive pay for public holidays that fall within

their annual leave period, counted as a non-working day.

2. If an employee is required to work on a public holiday, the organisation will

provide appropriate compensation or allow for a compensatory day off, in accordance with applicable laws and regulations.

3. Annual leave allowances are inclusive of public holidays and as such will

automatically be deducted from an employee’s total, unless agreed working patterns indicate otherwise (e.g an employee doesn’t usually work on a Monday)

Term Time only contracted staff

1. Term-time only staff members will have the flexibility to take their Annual

Leave during school holidays, subject to fair distribution and operational requirements. Generally, requests for Annual Leave during term time will not be approved for term-time only staff.

Annual Leave Policy December 2025 Notice Period and Cancellations:

1. Employees must provide two weeks notice for their Annual Leave

requests, taking into consideration business needs and team coordination.

2. The organisation reserves the right to cancel or modify approved Annual

Leave requests due to unexpected operational or staffing requirements. In such cases, employees will be given reasonable notice.

Leave Records and Monitoring:

1. The organisation will maintain accurate records of employees’ annual

leave entitlement, accrual and utilisation

2. Employees can access their leave records through the organisation’s

designated leave management system (currently PARIM).

Termination of Employment:

1. Upon termination of employment, employees will be entitled to any

remaining accrued but unused Annual Leave days, as per applicable laws and regulations.

2. Upon termination of employment, should the employee have been paid

more than the accrued Annual Leave amount, the overpayment will be deducted from the employee’s final salary payment.

Review and Amendment:

1. This Annual Leave Policy will be periodically reviewed to ensure its

relevance, compliance with legal requirements, and alignment with company objectives.

2. Any amendments to this policy will be communicated to employees and

made available in the organisation’s internal communication channels.

Abuse of the Annual Leave policy

1. Any abuse of the Annual Leave policy will result in disciplinary action

Annual Leave Policy December 2025 The company is committed to providing employees with reasonable Annual Leave entitlements and promoting work-life balance while considering the operational needs of the business. Change History Record

Version Date Details of Change(s) Approved By 2.0 5/12/2025 Implementation of V2 policy Brian Mair