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Holiday rules

The relevant rules for staff covered by the Danish Central Federation of State Employees´  right to negotiate are the:

See also Holiday Guidance (all only in Danish).

For staff not covered by the Danish Central Federation of State Employees' right to negotiate, the Danish Holiday Act and any special provisions in the collective agreements apply.

The Holiday Agreement applies for public servants, staff with public servant status and staff employed under a collective agreement within the Danish Central Federation of State Employees' negotiation area, including trainees with a work placement agreement pursuant to the Act on Vocational Education and Training (Lov om erhvervsuddannelser).

Chapter 4 of the holiday agreement contains individual exceptions for public servants as well as for some staff with public servant status.

Hourly-paid staff are subject to the Danish Holiday Act as well as the provisions in Clauses 6 and 7 of the Holiday Agreement. Hourly-paid staff entitled to full pay during sickness are also covered by Chapter 5 of the Agreement on special holidays.

Certain groups of doctors are not covered by the agreement in its entirety, but only by Chapter 5 of the Agreement on special holidays.

There are special holiday rules for trainees


Earning holiday and special holidays

You earn 2.08 days of holiday for each month of employment in a calendar year = year of accrual. In the case of uninterrupted employment for the entire year of accrual, you thus earn 25 days of ordinary holiday, corresponding to five weeks of holiday.

Part-time staff with a working week of less than five days earn, like all other staff, the right to 2.08 days of holiday for each month of employment, i.e. 25 days of holiday a year. The holiday must be taken in accordance with the scheduled work, and the holiday must include a proportionate number of days off. For example, if you work four days a week, the weekly day off must be included in a holiday week. Thus, the five weeks of holiday must include five days off.

For each month of employment in the year of accrual, you earn 0.42 special holiday days, or five days a year. Staff with fewer than five working days a week also earn 0.42 special holiday days per month, but when the holiday is taken, a proportionate number must be days off. 

Special holiday days cannot be taken without pay, i.e. before they are earned.

 

When is holiday earned?

You earn holiday when you are employed. However, an employee normally earns holiday during absence from work due to, for example:

  • sickness
  • maternity/paternity and adoption leave
  • paid holiday, including special holidays
  • special leave
  • child’s first and second day of illness
  • education leave scheme with full or partial pay

Holiday earned during unpaid employment periods

During unpaid leave, holiday is earned during the first six months of the leave period. However, it is a precondition that:

  • you return to work before the expiry of the holiday year in which the holiday must be taken, and
  • that the holiday is taken before the expiry of the holiday year in question – unless the holiday is postponed in relation to other provisions of the holiday agreement. 


Taking holiday

Holiday must be taken in the year following the year of accrual. The holiday year runs from 1 May to 30 April the following year. Normally, you are entitled to min. 15 days of holiday (three weeks = main holiday period), which is taken together between 1 May and 30 September (the holiday period).

Twenty of the 25 ordinary days of holiday must be taken in the holiday year following the year of accrual.

Five of the 25 days of holiday must be taken in the holiday year following the year of accrual or may be transferred to the following holiday year. If requested by you, five of the ordinary days of holiday pay are paid to you if no agreement has been made to transfer the days to the following holiday year. If you have not asked for the holiday pay to be disbursed by 30 September, you forfeit the right to have your holiday pay disbursed.

Five days of holiday (the special holidays) must be taken in the holiday year following the year of accrual or they may be transferred to the following holiday year. Special holidays which have not been taken by the end of the holiday year are reimbursed in cash directly to you unless an agreement has been made to transfer the special holidays to the coming holiday year.

The holiday period is decided following discussion between you and your immediate superior.

If it is not possible to agree on when holiday should be taken, your immediate superior may give notice of when the holiday should be taken. Notice of the main holiday period must be given at least three months before the holiday is to be taken, and notice of remaining holiday must be given at least one month before the holiday is to be taken.

Special holiday must be taken according to agreement between you and your immediate superior. If you have wishes for days of taking holiday, these wishes must be met unless duty does not permit so or the taking of the holidays as a whole deviate from the way in which the work has been organized.

If a time for taking the special holidays has not been laid down by 1 January in the holiday year, the immediate superior may give notice to you of when the special holidays should be taken. The notice must be given according to the notice for remaining holiday – at least one month before the special holidays are to be taken and the special holidays should be taken in full days.

Holiday must be taken in the order in which it is earned. Earned holiday must be taken before unearned holiday. Thus, transferred holiday must be taken before any other holiday.

A new employee may have earned full entitlement to holiday with a previous employer. You may thus have earned holiday which has not yet been taken or may want to take unearned holiday. If you have not taken holiday or have only taken some of the days off before being employed, you are entitled to take the remaining days of holiday before the holiday year ends on 30 April. When you take holiday which has been earned with a previous employer, you are not entitled to pay during the holiday.

If you have earned fewer than 25 days of holiday in the holiday year or not earned any holiday at all, you are entitled but not obliged to take a number of unearned days of holiday so that the total number of days of holiday taken in the holiday year totals 25. You are not entitled to pay when taking unearned holiday.

A new employee is not entitled to transfer special holidays from a previous job. 

Pay during holiday

Permanently employed monthly-paid staff who have earned full holiday while employed by Aarhus University are paid their salary as usual during their holiday.

Special holiday supplement: Permanently employed monthly-paid staff receive a special holiday supplement which, in most collective agreements, is set at 1.5% of the pay which is earned in the previous calendar year (year of accrual). This special holiday supplement is normally disbursed together with the monthly pay for April.

Hourly-paid staff do not receive pay during their holiday. Instead, they receive a holiday allowance of 12.5% of the pay which is earned in the year of accrual. 


Holiday and illness 

Sick leave is a holiday obstacle. This means that you must not take holiday if you call in sick before the holiday commences. However, you can choose whether to hold your holiday as planned. If you want to hold the holiday as planned, you must report fit for duty to your employer.

If you fall ill immediately before taking holiday, you must call in sick no later than at the start of the holiday, e.g. Monday morning within normal office hours. If you get well during your planned holiday, when reporting in fit you must inform the management whether you are taking the rest of the holiday or resuming work.

If you fall sick after the start of working hours on the first day of the holiday, the holiday is considered as started. Replacement holiday is possible according to special rules.

Holiday in the event of sickness exceeding 30 days

In the event of sickness exceeding 30 days, the municipality in which you live becomes involved, just as the municipality refunds the sickness benefit to the university. A wide range of decisions therefore cease to fall under the auspices of the university as the employer but transfer to the municipality.

If you report in fit with a view to taking holiday, problems may arise if you want to 'return' to being off sick after the holiday. An assessment of whether this is possible can only be made by the municipality, and it is therefore important that, before the start of the holiday and before reporting fit for duty, you contact the municipality and find out the municipality's position vis-à-vis you wish to take holiday.

It is imperative that the municipality gives its approval if you are to maintain your right to sickness benefit.


Holiday in connection with maternity/paternity and adoption leave

Maternity/paternity and adoption leave are in certain cases a holiday obstacle.

 

Holiday reg. termination of employment:

You have resigned

When you have resigned, the usual rules about holiday during the notice period apply. If it has been decided that you take holiday before the date of resignation, the holiday is taken as planned. The same applies for special holidays. On the other hand, special rules apply re transferred holiday; see paragraph 8.1.4 in the holiday guidelines.

You are dismissed

Basically, the ordinary rules on holiday apply during the notice period.

However, if you have a notice period of three months or less, special rules apply re taking your main holiday. See the special rules on taking main holiday in the holiday guidelines.

With regard to transferred holiday, see the applicable rules in the holiday guidelines.

For remaining holiday and special holidays, no special rules apply on taking holiday in the notice period.



Settling ordinary holiday, special holidays and transferred holiday

When you leave AU, the university must calculate holiday allowance for the ordinary holiday to which you are entitled. Holiday allowance for ordinary holiday is transferred to Aarhus University’s holiday fund and Feriepengeinfo (digital self-service where you can see your total accrued holiday allowance) sends a letter with the relevant information to your e-Boks.

The university must also calculate compensation for outstanding special holidays which is disbursed directly to you.

Transferred holiday is also disbursed directly to you.

If you leave the labour market due to sickness, age etc.

If you leave the labour market because of retirement due to old age, the university pays an allowance for ordinary holiday, special holidays and transferred holiday directly to you. For this disbursement to take place, documentation in the form of a disbursement notification from your pension fund/municipality or a confirmation from you is required.

If you leave the labour market on account of sickness, the university transfers ordinary holiday allowance to the holiday fund and Feriepengeinfo sends a letter with the relevant information to your e-Boks. The allowance for special holidays is disbursed directly to you. If you also retire due to old age, the university pays an allowance for ordinary holiday, special holidays and transferred holiday directly to you. For this disbursement to take place, documentation in the form of a disbursement notification from your pension fund/municipality or a confirmation from you is required.

If your leave the labour market to take early retirement, possibly following sickness, the university transfers holiday allowance for ordinary holiday to the holiday fund and Feriepengeinfo sends a letter with the relevant information to your e-Boks. The allowance for special holidays and transferred holiday is disbursed directly to you.

In the case of death, the university disburses the employee's allowance for ordinary holiday, special holidays and transferred holiday to the employee's estate.


If you move abroad

If you are entitled to paid holiday leaves in connection with moving abroad and thereby de-register from the CPR register, the university pays holiday allowance for outstanding ordinary holiday, special holidays and transferred holiday directly to you. Documentation in the form of a certificate from the Danish National Registration Office or a confirmation from you is required for disbursement to take place.

 

In the event of any inconsistency between the Danish and English language versions of the document, the Danish version prevails.