Human Resources

Leave and absence

The information below provides information on leave and absence options, with links to relevant policies and guidance. Some may be paid/unpaid/annual leave or combination thereof; and some also may be subject to eligibility/qualifying periods, therefore the full policy should be referred to for actual details.

Annual leave

The annual leave year for all staff runs from 1 October to 30 September in any year and staff are normally expected to take their entitlement within this time- frame.

Leave entitlement

  • Academic and Research staff receive an annual leave entitlement of 35 days per year. These staff include: Deans, Heads, Professors, Readers, Researchers, University Tutors and Graduate Teaching Assistants.
  • Support staff receive an annual leave entitlement of 32 days per year. Part-time staff have a pro-rata entitlement to leave based on the number of hours/weeks they work (their fte).
  • Temporary staff on variable hours contracts have an entitlement to 32 days per annum pro rata and this will be calculated in proportion to the number of hours worked by the following formula: Annual leave entitlement (in hours) = total number of hours worked x 0.1403.

You can check your leave entitlement, balance and leave taken by viewing your Self Service record, which you can access directly via this link Employee Self-service (ESS). You can also access Self Service from the Staff Essentials Home-page or via the Staff Portal

Booking leave

All annual leave must be authorised in advance by your line manager, via ESS.

Carrying leave forward

  • Carry over in excess of 5 days (37 hours)

A maximum of 5 days or 37 hours annual leave outstanding at 30 September is automatically carried forward into the next leave year, and may be taken at any time during that leave year. The automatic carry-over of up to 37 hours of annual leave allowance includes part-time staff.

Managers have been advised that there may be some unusual and exceptional circumstances (generally maternity, adoption or shared parental leave, or long term sickness absence) which prevent staff from taking their full annual leave entitlement, even taking into account the fact that up to a maximum of 5 days or 37 hours outstanding annual leave will be automatically carried forward into the next leave year. If this is the case the manager of the individual concerned should email HREnquiries@port.ac.uk to advise them of the amount to carry forward and the reason for it (e.g. 5 days in addition to the 5 automatically carried forward, due to long term sickness absence). This is essential in order that the leave records on the HR System can be adjusted to ensure the individual receives their authorised annual leave allowance, and should be completed as early as possible in the new leave year.

If a member of staff needs to carry over leave in excess of the automatic amount for any other reason they will need to complete an approval form and send to their manager, who will need to complete the approval section before sending it to their HR Business Partner. This is essential in order that the leave records on the HR System can be adjusted to ensure the individual receives their authorised annual leave allowance and should be completed as early as possible in the new leave year

HR Business Partner. This is essential in order that the leave records on the HR System can be adjusted to ensure the individual receives their authorised annual leave allowance and should be completed as early as possible in the new leave year.

  • Bank Holiday Entitlement

Bank holiday entitlement can only be carried over beyond the end of the leave year for those staff who have been on maternity, adoption or shared parental leave. If there is remaining Bank Holiday entitlement to be carried over in these circumstances, this will be carried over on receipt of the annual leave carry-forward notification from the relevant manager. Bank holiday leave cannot be carried over in any other circumstances, and any unused bank holiday entitlement will be lost at the end of the leave year.

Joining or leaving the University - leave entitlement

Holiday entitlement for part-years on starting (and leaving) is calculated on complete calendar months of service.

On leaving employment at the University, any outstanding leave entitlement to date of leaving should be taken. If this is not possible, outstanding leave entitlement will be paid with the final salary. Leave already taken that is in excess of entitlement will be deducted from the final salary.

Bank Holiday entitlement

All staff benefit from a proportional entitlement to Bank Holiday and Christmas closure days off, which is in addition to the annual leave entitlement and will show as a separate entitlement on your ESS absence record.

The entitlement period runs from 1 October to 30 September each year.

  • Click for more information if you are an Academic or Research member of staff.
  • Click for more information if you are a Support member of staff.

Half-day working start/finish times

If a member of staff wishes to take a half-day (i.e a morning or afternoon) as leave, the following gives the start and finish times for each. Please note this is based on a 'standard hours' working week, i.e. 8.30 am to 5.15 pm Monday to Thursday and 8.30 am to 4.15 pm on Friday:

Working half day (am)

Monday to Thursday:  8.30 am - 12.15 pm

Friday:                         8.30 -11.45 am

Working half day (pm)

Monday to Thursday:  1.30 - 5.15 pm

Friday:                         1.00 - 4.15 pm

Christmas closure dates

The University is closed over the Christmas period. Staff are not expected to take annual leave to cover this time: working days within the period are allocated as a combination of statutory and customary holidays. University Christmas Closure dates 2013-2022 *

Managing sickness absence

The University is committed to the fair and consistent treatment of staff in relation to sickness absence and to supporting individuals during periods of ill health.

Our Managing Sickness Absence page provides information you may find useful including:

Disability Absence- Guide for Managers and Staff

Your manager can refer you to Occupational Health (OH) for advice if your health is affecting your fitness to carry out your role, or the role is adversely affecting your health.  For more information, visit our Referral to Occupational Health webpage. You can also download the Staff Guide to Occupational Health Referral and Advice.

Entitlement to Sick Pay for Variable Hours Staff

It is important that policies for Variable Hours staff reflect fair and consistent Terms and Conditions. Specifically, Variable Hours are entitled to claim Occupational Sick Pay in line with their contract of employment. Full details are available at our page Entitlement to Sick pay for Variable Hours Staff.

Family-friendly entitlements

The University provides a wide range of Family Friendly entitlements  including information & guidance regarding Adoption/Maternity/Paternity Leave & Pay, Parental Leave, the Right to Request Flexible Working and Time-off for Dependents.

Compassionate leave

Line managers are authorised to grant up to five days' leave on compassionate grounds. Requests for leave of more than five days should be made to the Director of Human Resources, who is authorised to grant up to 10 days leave in any one year. In exceptional circumstances, leave in excess of 10 days may be granted. Line managers must notify HR of any compassionate leave taken by their staff by emailing details to the HR Service Centre.

Sabbaticals

Any academic member of staff, on an open-ended contract to undertake research, innovation and teaching, and who has three years’ continuous service with the University of Portsmouth at the time of commencing the sabbatical, is normally eligible to apply for a sabbatical. Periods of maternity, paternity, adoption leave or long-term sickness absence do count towards the three years’ continuous service. Our Sabbatical Leave Policy provides full details.

Other absence and leave

Information & guidance is available regarding other absence and leave including:

  • Jury Service
  • Witness Service
  • Reservist duty
  • Time off for public duties

Adverse weather and travel disruption

The University recognises that adverse weather conditions can prevent employees from reaching their normal place of employment. All employees are expected to make every reasonable effort to attend for work, but without compromising their health and safety. Where employees are unable to attend for work because of adverse weather, they should report this to their manager as early as possible.

If member of staff reports that they are unable to get to work because of adverse weather, and the University is open, then the individual should be offered to take the time as either unpaid, annual leave or flexi-time that they will need to work back at a later date, or where appropriate, work from home on agreed areas of work.

If the University takes the decision to close because of adverse weather, casual and PTHP staff who were scheduled to be in work should be paid for the hours they would have been expected to work whilst the University was closed. Timesheets should be completed in the normal way. Staff taking booked annual leave for all or part of the time when the University was closed will not get these days credited back.

Unauthorised absence

Unauthorised absence is not acceptable and may lead to disciplinary action including dismissal.

 

*Internal only