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Concurrent holiday

The employer may make an agreement on concurrent holiday with some international employees. According to the rules on concurrent holiday, the holiday may be taken as it is accrued.  

Special holidays are not covered by the rules on concurrent holiday.

On 31 August 2020, the current special concurrent holiday scheme that some international employees can choose ends. This happens because a new Danish holiday legislation is coming to effect, and enforces concurrent holiday for all. The new Danish holiday legislation entails curtain changes to the current scheme, especially in relation to using of holidays.

Further information about the new legislation will follow when the time of effectiveness of the new legislation is approaching.

Persons covered and entry into force

The rules on concurrent holiday apply to all international employees covered by the researcher taxation scheme. 

The rules also apply to the following international employees:

  • PhD students
  • Research assistants
  • Post-docs, assistant professors, researchers, associate professors, senior researchers, professors and professors with special responsibilities under the job structure for academic staff at universities not covered by the researcher taxation scheme
  • Heads of department (Aarhus BSS, ST, HE)/heads of school (Arts)
  • Assistant professors and associate professors under the job structure for the Bachelor of Engineering programme and the Global Business Engineering programme not covered by the researcher taxation scheme

The rules on concurrent holiday apply irrespective of whether you are employed permanently or for a fixed term. You may be eligible for concurrent holiday for up to five years. 

A special form has been prepared for use by international employees who may be eligible for concurrent holiday. See LINK

Description of the scheme

If you are covered by the concurrent holiday scheme, you will accrue 2.08 days of paid holiday for each month of employment, corresponding to 25 days of holiday a year. The holiday may be taken as it is accrued. The accrued holiday must be taken no later than three years after the end of the month in which it is earned. 

The most important differences between concurrent holiday and staggered holiday are:

  • that no distinction is made between the year of accrual and the subsequent holiday year
  • that no distinction is made between main holiday and remaining holiday
  • that any outstanding holiday entitlement is paid directly to the employee when they leave AU 

Holiday must be taken in 5-day weeks, so any work-free days are included in the holiday on a pro rata basis. Holiday must be taken in the same way as the work is scheduled. 

Administration of the scheme

When you start your employment, you must state whether you want to join the concurrent holiday scheme by submitting this form. The form must be submitted to the HR administration centre. PhD fellows should send the form to the graduate school administration.

Your choice is binding.

Scheduling and taking of holiday

The timing of your holiday must be agreed with your immediate supervisor.

If the university requires you to give notice of holiday in advance, you must give a reasonable notice, which will typically be 2 months for your main holiday and 1 month for the remaining holiday.    

Paid holiday may be taken in advance. For example, an international employee employed from 1 January to 31 December may, subject to agreement with the manager, take 15 days of (paid) holiday in July. The place of employment bears the risk of the employee going home before the end of his or her contract and possibly without having accrued enough days of holiday to cover the days of paid holiday taken. Notice may also be given of (paid) holiday not yet accrued. 

The management must ensure that the holiday is taken as it is accrued, so that as far as possible the holiday has been taken by the end of your employment. 

It is recommended that any holiday to be taken during the first part of the period of employment be agreed at the start of your employment.  Holiday for the following years must be scheduled following the same procedure as holiday for other academic staff.   

Disbursement of accrued holiday

As a general rule, all accrued holiday must have been taken by the end of your employment. Compensation should only be paid for unused holiday in exceptional circumstances.

When you leave AU, any outstanding holiday entitlement will be paid directly to you. 

Holiday obstacles

If you are prevented from taking holiday because of illness or maternity/paternity leave, the rules in the Danish Holiday Act will normally apply (in Danish). If you are prevented from taking holiday, no holiday pay will be disbursed. You must take your holiday when the obstacle to taking holiday is no longer present. Alternatively, the accrued holiday pay may be disbursed to you when your employment ends.

The rules in the Danish Holiday Act on replacement holiday in case of illness will apply.

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