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Taking holiday

Who do these rules apply to?

All salaried employees, irrespective of number of working hours, including PhD students on part B, as well as Non-Danish employees who are covered by the special rules on concurrent holiday (holiday that may be taken at the same time as it is being accrued). 

Hourly-paid employees (part-time lecturers, teaching assistants, student assistants etc) do not receive pay during their holiday. Instead, they receive a holiday allowance amounting to 12.5 per cent of the total pay earned in the holiday year.  The rules regarding special holidays apply to hourly-paid employees who are entitled to full pay during illness pursuant to section 2(2) of the holiday agreement. The rules on transferring holiday pursuant to section 2(1) of the holiday agreement also apply to hourly-paid employees.


Accrual of ordinary and special days of holiday

Ordinary days of holiday
2.08 (25/12 = 2.08) days of holiday are accrued for each month of employment in a calendar year (the year of accrual), regardless of the number of monthly working hours. This means that 25 ordinary days of holiday are accrued in a calendar year, which corresponds to five five-day weeks of holiday.
Special rules apply to trainees, pursuant to section 9 of the Danish Holiday Act.

S
pecial days of holiday
0.42 (5/12 = 0.42) days of special holiday are accrued for each month of employment in a calendar year (the year of accrual), regardless of the number of monthly working hours. This means that five days of special holiday are accrued in a calendar year.
Only special days of holiday that have been accrued may be taken. You are therefore only entitled to take special days of holiday, if they have been accrued during current employment. This means that you are not entitled to take special days of holiday without pay.
Both ordinary and special days of holiday must be taken in the holiday year which runs from 1 May after the end of the year of accrual to 30 April in the following year. For example, for the year of accrual 2012, the holiday year runs from 1 May 2013 to 30 April 2014.

Taking ordinary and special days of holiday

The senior management team strongly encourages employees to take all ordinary and special days of holiday during the holiday year if at all possible. The rights of employees under the Danish Holiday Act and the holiday agreement will be respected.
According to the Danish Holiday Act, you must take at least twenty earned days of ordinary holiday during the holiday year following the year of their accrual. Otherwise, your right to take these days of holiday will be forfeited. The management must ensure that work is organised in such a way as to ensure that your right to take holiday is not lost.

In accordance with the Danish Holiday Act, holidays at the university must be scheduled through dialogue between management and you. Your wishes regarding the scheduling of holidays must be respected to the greatest possible extent. You have the right to take three consecutive weeks of holiday (= 15 days of holiday) in the period 1 May to 30 September (the main holiday).

As the university remains open during most public and school holidays (the month of July, the autumn break, the days between Christmas and New Year’s, etc.), employees’ holidays must be scheduled so as to ensure that all necessary functions are maintained during these periods.

An important element in the dialogue on scheduling holiday is the holiday registration form that all department secretariats/administrative divisions must send out to all employees before 1 February each year, in accordance with the procedure established for each department/administrative division. Wishes regarding the scheduling of ordinary holiday and special holiday can be registered on the form. To the extent that your wishes regarding scheduling of holiday are accommodated, the schedule for your holiday is considered confirmed. You may make changes in your holiday schedules subsequently if this is feasible in relation to your duties. The administration of the scheduling of holidays, including setting deadlines for the submission and approval of holiday plans, is organized locally. Management must respond to employee’s wishes as regards the scheduling of their holidays promptly, as far as possible before 1 April.

To the extent possible, with due regard to maintaining necessary workplace functions, it will be registered and announced immediately after 1 April that employees with full holiday entitlement who have not filled out the holiday registration form by the agreed deadline are to hold the five weeks of ordinary holiday and the five special days of holiday as follows:

Ordinary days of holiday:

  • Four weeks in July (weeks 27-30)
  • One week in connection with Christmas and New Year’s (23 December, the days between Christmas and New Year’s and any remaining days immediately after New Year’s)

Special days of holiday:

  • Two days during the autumn break
  • Three days before Easter

The schedule for your holiday will hereafter be considered as settled. You may make changes in your holiday schedules subsequently if this is feasible in relation to your duties.

The same principles apply to scheduling holiday for new employees who have accrued partial holiday entitlement, but who do not fill out the holiday registration form by the agreed deadline, to the extent possible with due regard to maintaining necessary workplace functions.

When the holiday has been scheduled in accordance with the guidelines outlined above, the holiday will be pre-registered in AUHRA. Any subsequent changes in your holiday schedule for both ordinary and special days of holiday must also be registered in AUHRA. You can check your own holiday data via mit.au.dk.

Heads of department have the right to change an agreed holiday if absolutely necessary pursuant to section 15(3) of the Danish Holiday Act. Employees must be compensated according to current regulations.

When scheduling holiday, due consideration must be taken of the individual situation, in particular the special conditions that may apply to employees who care for animals and plants. In addition, to the greatest extent possible with due regard for the necessity of maintaining operations, managers must accommodate your wishes with regard to the scheduling of your holidays, including your desire to take the main holiday concurrently with your child’s school holiday, pursuant to section 15(1) of the Danish Holiday Act.

Notice period for holiday scheduled by the employer               

If it is not possible to schedule an employee’s holiday in accordance with the above guidelines, the employer may decide when the employee is to take holiday. Notice must be given to the employee in accordance with the Danish Holiday Act. Three months’ notice must be given for the main holiday. The last two weeks of ordinary holiday (remaining holiday) must be scheduled in blocks of at least five days but may be divided if this is necessary with regard to the organisation of work.  One month’s notice must be given for remaining holiday. 

If an employee has not taken the special holidays, and no agreement on when they are to be taken has been reached by 1 January, the employer may schedule special holidays with one month’s notice. 
 

Transferring ordinary and special holiday

According to the senior management team’s policy, a maximum of two weeks (ten days) of leave in the form of ordinary/special holiday may be transferred to the subsequent holiday year. Your immediate supervisor is responsible for ensuring that your work duties are scheduled to allow you to take any transferred holiday.

Any agreement on transferral of ordinary/special holiday must be made in writing between you and your immediate supervisor and subsequently registered in AUHRA. At the same time, a concrete plan for when the transferred holiday is to be taken must be made if at all possible.

Transferring holiday
Pursuant to the Danish Holiday Act, you may agree with your immediate supervisor to transfer the fifth week of ordinary holiday (days of holiday in excess of the first 20 days of ordinary holiday)  to the subsequent holiday year.
If you do not take the fifth week of ordinary holiday by the end of the holiday year, an agreement to transfer the fifth week of ordinary holiday may be made by 30 September. 
Transferred holiday must always be taken before ordinary holiday.

Transferring special holiday
Pursuant to the holiday agreement,you may agree with your immediate supervisor to transfer any days of special holiday that you have not taken to the subsequent holiday year.

Disbursement of accrued ordinary and special holiday 

As a general rule and with due regard to the holiday agreement, disbursement of accrued holiday pay for the fifth week of ordinary holiday and special holiday should only take place if it is not possible for you to take holiday (maternity/paternity leave, illness, resignation) or if a well-founded agreement is made with the head of department/deputy director.    

Disbursement of the fifth week of holiday
If you have not taken the fifth week of ordinary holiday (days of holiday in excess of the first 20 days of ordinary holiday) by the end of the holiday year, and the accrued holiday pay after tax and labour market contribution is over DKK 2,250.00, you have a right to request that the fifth week of accrued holiday pay be disbursed, if

  • the request for disbursement of the fifth holiday week is made before 30 September and
  • no agreement to transfer the holiday in question has been made.

If you have not submitted your request for disbursement of the fifth holiday week by 30 September, you forfeit your right to the holiday pursuant to item 6.8.2. of the holiday guidelines.

If the amount of holiday pay for the fifth week of ordinary holiday is  DKK 2,250.00 or less after tax and labour market contribution, the university automatically disburses the holiday pay by 15 June pursuant to item 6.8.1. of the holiday guidelines.  

Disbursement of accrued special holiday
If you do not take special holiday by the end of the holiday year (and no agreement to transfer the special holiday has been reached), the special holiday will be disbursed at the end of the holiday year.

Special conditions for new employees, temporary employees and in case of termination of employment

New employees who have accrued days of holiday through previous employment elsewhere have the right to have these days of holiday disbursed if they have not taken them by the end of the holiday year. The university’s general policy that holiday should as a rule be taken also applies to new employees who have holiday accrued through previous employment elsewhere. Holiday for these employees is to be scheduled according to the guidelines described above. The guidelines regarding notice of holiday scheduled by the employer apply as well. New employees do not receive wages from the university during their holidays. An amount corresponding to the number of earned days of holiday is deducted from the employee’s pay.  

New employees who were not previously employed at another place of work have the right to take up to 25 days of holiday, but are not obliged to do so. In such cases, holiday is unpaid.

In case of termination of employment, days of holiday which have not been taken are disbursed to the employee. As far as possible, employees on fixed-term contracts, for example PhD fellows, research assistants, etc., must take a proportionate amount of accrued holiday before the term of employment ends.

Entry into force

These guidelines will enter into force starting with the holiday year that starts on 1 May 2014. 

The parties have agreed to evaluate the agreement and its administration at the end of the 2017 holiday year.

 

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

 

 

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