End of annual leave year arrangements

Dear Colleague,


As you are aware, the current annual leave year for all staff ends on 31st August 2016. The purpose of this letter is to advise you of the University’s position on the carry-over of any unused leave and to outline the process for the approval of such and the recording in myHR.

The University’s general practice is that all employees should be encouraged to use up any remaining annual leave entitlement within the current leave year, wherever operationally possible. If you have any annual leave remaining as at 31st August, the University would generally allow you to carry-over up to one standard working week into the new leave year, subject to the approval of the appropriate level manager for your faculty/department and operational requirements for your area of work. Each Faculty and Professional Support Service is responsible for determining the appropriate level manager and for determining carry over arrangements for each area.

A standard week is defined as the contractual hours the employee would normally work in a week.

Where you have been unable to use your full leave entitlement due to a statutory absence, such as maternity leave or a period of long-term sickness, you will be able to carry over additional remaining entitlement. If you believe this may apply to you, then please seek advice from your HR Adviser. You can find out who your HR Adviser is using the ‘Contact US’ function on the HR Website.

The timescale for the process is as follows:

Early July – A report will be issued to managers advising them of outstanding leave for their area. Managers will be asked to ensure that in respect of any pending leave requests, these should be either approved or declined as appropriate. This will enable managers to encourage colleagues to book and take available leave and also to have an accurate picture of annual leave for their team that is yet to be taken.

Early September – Following the end of the leave year, a further report will be issued to managers confirming the list of staff with any outstanding leave. Managers will be required to confirm their approval for carry-over on an individual basis.

October – Approvals will be processed and added to individual myHR leave records.

The actual process of updating an individual’s record via myHR does not have an impact on the ability to book leave for the year starting 1st September 2016 and you should and can continue to book leave as usual. Any adjustments required when your carry-over has been added to your record will be automatically dealt with by the system.

If you have any questions about the carry over process, please email myHRSupport@mmu.ac.uk and a member of the team will get back to you as soon as possible.

Kind Regards,
myHR Support Team