Annual Leave Policy

Background

The Bristol Cable is committed to creating a progressive, supportive workplace and we want our policies to reflect that. We’d like the way we work to actively challenge the power structures that reproduce inequality and injustice, and consciously choose to work in ways that are liberatory, or anti-oppressive.

Our policies have been written with these principles in mind and signed off by the entire staff team, who collectively run our Co-op.

1. Principle

Time away from work can be really important for health, wellbeing and motivation. It’s important for all of us that we take adequate time off work.

The provisions regarding time off regular working patterns should be approached flexibly and in a comradely fashion, to accommodate people's needs and The Bristol Cable’s general interests.

Cable Staff are trusted to keep an accurate log of leave taken and to communicate with the People Circle accordingly.

1. Remit and scope of policy

Annual and Additional Leave are distinct from Sick and Compassionate leave, Parental leave and Flexible Working which are considered in other policies.

This policy applies to all Bristol Cable employees, including full-time, part-time, fixed-term, and temporary workers.The People Circle is responsible for implementing this policy.

1. Annual leave entitlement

2. 1. The Bristol Cable’s holiday year runs from 1 April to 31 March.

   2. At the beginning of the holiday year, the annual leave entitlements resets. Unless the law provides otherwise, a maximum of five days may be carried over from one holiday year to the next and must be used within the first three months of that annual leave year.

   3. Holiday that isn’t used because of sickness can be carried over into the next leave year.

   4. Full-time employees (5 days a week) are entitled to take 28 days paid annual leave in the financial year, with part-time employees taking the pro-rata equivalent.

   5. Bank holidays can be taken in addition to paid annual leave entitlements on a pro rata basis. If a bank holiday falls on your day off (e.g. because you’re taking annual leave on a Monday) you can move the bank holiday to the next working day.

   6. All staff will be granted additional leave over Christmas week, on a pro rata basis. Exact dates will be decided in a coordinator meeting beforehand. staff who need to work over this period are entitled to the time back as time off in lieu (TOIL). A request must be made in advance of the Christmas period, where possible, and approved via the coordinator team.

   7. You must communicate your absence to any team members who will be affected by your absence and avoid canceling external meetings. Find out more about taking time off for periods in the staff guide to annual leave.

3. Additional unpaid leave

4. 1. Employees are also entitled to request 15 days additional unpaid leave, on a pro rata basis. Additional unpaid annual leave will need to be approved by the People Lead, with consultation for those other staff who will be most directly affected.

   2. When reviewing requests for additional unpaid leave, The People Lead will evaluate the impact on the organisation and the team and whether arrangements can be made to ensure organisational duties are fulfilled. It is the employee’s responsibility to make sure that leave is communicated to others in the organistaion as soon as possible. The People Lead will assist where possible.

   3. Amount of pay equivalent to leave taken will be deducted from the employee's monthly payment on a pro rata basis.

1. Procedure for requesting and taking Annual Leave

Find out more about how to take and log annual leave in the staff guide to annual leave.

5.1: Make requests for Annual Leave as early as you can and at least a month in advance, where possible. Requests should go to your home circle in the first instance.

5.2: The relevant Circle lead (or People lead) will grant leave if there are no substantial clashes of requests. Priority will be given to the first requester.

5.3: Any requests for over 10 working days, on a pro rata basis should be reviewed in advance by the Coordinator Circle.

5.4: It is the responsibility of the requesting employee to inform all relevant parties (internal and external) of planned annual leave and absences. Additionally, it is your responsibility to make sure your responsibilities are covered while you’re on annual or unpaid leave.

1. Effects of specific circumstances on Annual Leave entitlement

2. 1. Parental and Adoption Leave - Employees build up (‘accrue’) holiday entitlement during parental and adoption leave

   2. Sick leave

   3. 1. Employees build up (‘accrue’) holiday entitlement while off on sick leave.

      2. Employees are entitled to request holiday at the same time as sick leave.

      3. If an employee is sick during a holiday, they can request to take that time as sick leave instead, as long as they are in line with the Sickness Policy. However, if they don’t qualify for sick pay, they can request to take their annual paid holiday entitlement instead of sick leave, if they prefer.

   4. Working on behalf of the Cable

   5. 1. Time taken away from normal Cable responsibilities to work on behalf of the Cable, out of office - eg. workshop facilitation, giving a talk or festival work - will not be considered as annual leave.

      2. The period of travel and attendance to a conference or training determined to be in the interest of the Cable or staff will not be considered as leave. The decision regarding this will be made by the People team in reference to the Coordinator Development and Training Policy.

3. Employees leaving the company

4. 1. If an employee leaving the organisation has taken more of their entitlement of leave than they have accrued, the excess holiday will be treated as unpaid leave, and their final pay package will be adjusted accordingly. Such a deduction will be a ‘contractually authorised deduction’.

   2. Employees leaving the organisation are required to use up their remaining annual leave, unless otherwise agreed

   3. If you are on a fixed term contract that is due to end at a pre-arranged date, you must use your leave before your contract ends. Outstanding leave will not be converted into a payment in lieu.

Authorisation and revisions

Authorised by Directors: March 2024

Authorised by staff: April 2024

Revised by: Cait Crosse, October 2023, Maya Kaufman, Jan 2024

Revised by: Hannah Vickers, Julia Beasley and Lucas Batt, May 2021

Authorised by Coordinator team: May 2021

Authorised by Directors: June 2021

Policies should be reviewed every 2 years, unless:

• We approve a proposal that changes the policy

• There’s a change to the organisation that will change the policy

• There’s a change in the law that affects the policy

Further resources

Gov.uk holiday entitlement

Breathe.hr guidance

https://colleaguesconnect.midcounties.coop/working-here/policies/annual-leave-policy/