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Annual leave: certain cases

If your manager is absent

You can apply online for annual leave and this application will be routed to your manager for approval. Your manager will have six days to approve/deny the application before if ‘bounces’ to your next supervisor for approval. It will remain with this second supervisor until your request is approved, denied or cancelled.

Sick leave affecting annual leave

Officers on long term sick leave have their annual leave entitlements recalculated to account for any time spent on the following types of sick leave absence:

  • Temporary Rehabilitation Remuneration (TRR): Leave is calculated at a statutory rate of 20 days (pro rata for worksharing officers)
  • Zero Rate of Pay (ZRP): Leave is calculated at a statutory rate of 20 days (pro rata for worksharing officers)
  • Pension Rate of Pay (PRP): Leave is calculated at a statutory rate of 20 days (pro rata for worksharing officers)
  • Unpaid Unauthorised Absence (UUA): Leave is not accrued for the duration of UUA

Statutory leave accrued while on long-term sick leave can be carried over for a period of 15 months from the end of the leave year in which it is accrued. After which it becomes forfeit if it has not been used during that 15 month period.

Half rate of Pay does not affect annual leave entitlements. Officers on sick leave at full or half rate of pay will not have their annual leave recalculated.

It should be noted that the annual leave accrual at statutory rate for TRR, ZRP, or PRP is only applicable from the annual leave year commencing 2009 and onwards. For pay affected absences prior to 2009, annual leave entitlements are not accrued for the duration.

Annual leave must be recalculated for sick leave on an officer’s return to work. In order to have annual leave recalculated for pay affected sick leave, a case must be raised with the NSSO Leave Management team by the officer, their line manager, or their Local HR to advise of the officer’s return to work.

Where an officer is absent from duty on certified sick leave at the conclusion of a leave year and is consequently unable to take annual leave in excess of the statutory minimum which would otherwise be forfeit, the untaken leave (up to a maximum of 10 days) may be carried forward to the next leave year. Such leave must be taken as soon as is practicable after the officer's resumption of duty following sick leave.

Annual leave may not be taken instead of sick leave. Pay should be at the sick pay rate. Annual leave may be granted immediately following periods of leave such as maternity leave, adoptive, parental leave, domestic leave, study leave.

Arrangements for newly recruited entrants and promoted staff

All staff who have been recruited with effect from 14 December 2011 will have an annual leave allowance, depending on their grade, of 30 days maximum (subject to the terms and conditions of the relevant recruitment competition concerned).

Staff who are promoted with effect from 14 December 2011 will have an annual leave allowance, depending on their grade, of 30 days maximum. Promoted staff will not receive compensation for any change in their annual leave arrangements on promotion.

Checking if annual leave has been approved

If the leave is approved you and your line manager will receive an email confirming the approval.

Maximum amount of annual leave you can take

The amount of annual leave available to be taken will depend on your grade and your length of service. Annual leave should be taken within the year it is accrued, but can be carried over to the subsequent leave year under the carry over rules.

Managers and HR Departments should ensure that staff members are afforded the opportunity to avail of at least the statutory minimum annual leave entitlement in each leave year.

Shortening the number of days originally booked

You must inform your manager of the changes you wish to make to your application. If they approve the cancellation of leave they will inform the NSSO and request that your annual leave record is amended.