Annual Leave.pdf

Annual Leave
Human Resources - UK
Effective: 01 January 2019
Revision: Version 1
1. POLICY
1.1. This policy sets out our arrangements for staff wishing to take holidays (also known as annual
leave).
1.2. This policy does not form or vary any part of an employee’s contract of employment and we may
amend this policy at any time.
1.3. This policy has been implemented following engagement with the UKWC, Employee Forum and
Trade Union representatives
2. APPLICABILITY
2.1. This policy applies to all DXC employees in the UK, except it does not apply to any employees of
ES Field Delivery UK Limited. It does not apply to agency workers, consultants or self-employed
contractors.
2.2. The UK&I Regional General Manager and Senior Leadership Team have overall responsibility for
the effective operation of this policy and for ensuring compliance with the relevant statutory
framework.  Day to day responsibility for operating the policy and ensuring its maintenance and
review has been delegated to the VP Human Resources UKIIMEA.
2.3. Managers have a specific responsibility to ensure the fair application of this policy and all members
of staff are responsible for supporting colleagues.
3. REQUIREMENTS
3.1. YOUR HOLIDAY ENTITLEMENT
3.1.1. The company’s holiday year runs from 1 January to 31 December. If your employment starts
or finishes part way through the holiday year, your holiday entitlement during that year shall
be calculated on a pro-rata basis.
3.1.2. Your holiday entitlement is set out in your employment contract, which will be pro rata and
converted to hours if you work part time. For part time workers all requests to take holiday
should be in hours, allocating the appropriate hours to your normal working hours on your
normal working days.

mployment contract, which will be pro rata and
converted to hours if you work part time. For part time workers all requests to take holiday
should be in hours, allocating the appropriate hours to your normal working hours on your
normal working days.
3.1.3. In addition, you may also be entitled to take time off for the usual public holidays in England
and Wales or Scotland (depending upon your location), which will also be pro rata if part time.
(“Public Holiday Hours”).
3.1.4. If you are contracted to work Irregular Hours, your holiday entitlement will be converted to
hours and also any entitlement to time off for public holidays will be converted into hours to
give you an annual allocation (“Public Holiday Hours”). All requests to take holiday should be
in hours, allocating the appropriate hours to your scheduled rostered days for your requests.
3.1.5. If you are contracted to shift working; your holiday entitlement and public holidays are
combined and converted into hours for the purpose of managing around your shifts, full details
are in the Shift Policy.

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3.1.6. For the avoidance of doubt, the first four weeks of the leave you take in any holiday year shall
be deemed to be the leave derived from regulation 13 of the Working Time Regulations 1998
(SI 1998/1833). Currently, the law states that regulation 13 leave shall be paid at the rate of
“normal remuneration” whereas any leave over and above will be paid at the rate of your
basic salary only. If you are entitled to a payment over and above basic salary for leave taken
in accordance with regulation 13 this will normally be paid 2 months in arrears. Our policy on
the payment of leave will be reviewed in line with any relevant changes in the law, as
applicable.
3.1.7. As part of DXC’s benefit scheme, you may alter your annual leave entitlement by buying or
selling days (seeking your manager’s approval in advance). Full details will be provided in the
benefits guidebook and by visiting DXC Select at www.dxcselectuk.com
3.1.8.  Except as set out in this policy, paragraph 3.1.9 holiday entitlement must be taken during the
holiday year in which it accrues. Any holiday not taken by the end of the holiday year will be
lost and you will not receive any payment in lieu.
3.1.9. Unused holiday can only be carried over to another holiday year:
a) in cases involving long term sickness absence, as set out in paragraph 3.4;
b) in cases of maternity, paternity, adoption, parental or shared parental leave, as set
out in paragraph 3.5;
c) in any other exceptional case where, written approval from the Vice President for
your business area has been given, limited to no more than one week (pro rated for
part-time employees) to be taken prior to 31st March; or
d) if otherwise required by law.
3.2. TAKING HOLIDAY

case where, written approval from the Vice President for
your business area has been given, limited to no more than one week (pro rated for
part-time employees) to be taken prior to 31st March; or
d) if otherwise required by law.
3.2. TAKING HOLIDAY
3.2.1. All holiday must be approved in advance by your manager. Please give as much notice as
possible of holiday requests. As a minimum (in accordance with the Working Time
Regulations) you would normally be expected to give a period of notice which is equivalent
to double the length of the holiday requested (for example, four weeks’ notice to take two
weeks annual leave).  The notice allows planning of rotas or work schedules where
necessary. You must not make travel bookings until approval has been given.
3.2.2. Once holidays are approved, you must ensure they are recorded in the appropriate system.
3.2.3.  We may require you to take (or not take) holiday on particular dates, including, but not limited
to, when the business is closed, particularly busy, or during your notice period. We request
you retain five days leave for the Christmas and New Year period and / or any other period
specified, dates and numbers of days will be confirmed on a yearly basis depending on when
the dates fall.
3.2.4. If you are unable to return from annual leave on the date due, you are required to make every
effort to inform your manager as soon as possible and in line with the relevant policy (if
applicable).  Failure to do so without good reason could result in disciplinary action.
3.3. PUBLIC HOLIDAYS
3.3.1. If you are a full-time regular employee, you are entitled to take the usual public holidays as
paid leave or days in lieu subject to business requirements.

to do so without good reason could result in disciplinary action.
3.3. PUBLIC HOLIDAYS
3.3.1. If you are a full-time regular employee, you are entitled to take the usual public holidays as
paid leave or days in lieu subject to business requirements.
3.3.2. If you are contracted to work irregular hours or are a shift worker, you are to use your Public
Holiday Hours to take off your full working hours on any public holidays which fall on your
normal working days.  Where your Public Holiday Hours entitlement is less than the number
of hours required to take off all public holidays that fall on your working days, you may need
to use your annual leave hours or take the additional hours unpaid. If your Public Holiday

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Hours exceed the number of hours required to take off all public holidays that fall on your
normal working days, you may take this leave in the same way as your annual leave
entitlement.
3.3.3. If you are part time, your public holiday allocation will be pro-rata and you should use these
hours to take off your full working hours on any public holidays that fall on your normal working
days. Where your pro-rated number of public holiday hours is less than the number of hours
required to take off all public holidays which fall on your normal working days, you may need
to use your annual leave hours or take the additional hours unpaid. If your pro-rated number
of public holiday hours exceed the number of hours required to take off all public holidays
which fall on your normal working days, you may use these hours in the same way as your
annual leave entitlement.
3.4. SICKNESS DURING PERIODS OF HOLIDAY
3.4.1. If you are sick or injured during a holiday period and would have been incapable of work, you
may choose to treat the period of incapacity as sick leave and reclaim the affected days of
holiday, in line with paragraph 3.4.3.
3.4.2. If you are already on sick leave before a pre-arranged period of holiday you may choose to
cancel any days of holiday that coincide with the period of incapacity and treat them as sick
leave, in line with paragraph 3.4.3.
3.4.3. Company sick pay will only be paid for such days if you comply with our Sickness Absence
Policy, including notifying your manager immediately of your incapacity and obtaining medical
evidence irrespective of length of absence, even if you are abroad.
3.4.4.  Dishonest claims or other abuse of this policy will be treated as misconduct under our

, including notifying your manager immediately of your incapacity and obtaining medical
evidence irrespective of length of absence, even if you are abroad.
3.4.4.  Dishonest claims or other abuse of this policy will be treated as misconduct under our
disciplinary procedure.
3.5. LONG-TERM SICKNESS ABSENCE AND HOLIDAY ENTITLEMENT
3.5.1.  Holiday entitlement continues to accrue during periods of sick leave.
3.5.2. If you are on a period of sick leave which spans two holiday years, or if you return to work
after sick leave near to the end of the holiday year, which means that you cannot reasonably
take your remaining holiday, you may carry over unused holiday to the following leave year.
3.5.3. Carry over under this rule is limited to the four-week minimum holiday entitlement under EU
law (which includes bank holidays), less any leave taken during the holiday year that has just
ended. If you have taken four weeks’ holiday by the end of the holiday year, you will not be
allowed to carry anything over under this rule. If you have taken less than four weeks, the
remainder may be carried over under this rule. For example, a full-time employee who has
taken 2 weeks’ holiday and 2 bank holidays (12 days) before starting long-term sick leave
can only carry over 1 week and 3 days (8 days).
3.5.4. Any holiday that is carried over under this rule but is not taken within 18 months of the end of
the holiday year in which it accrued will be lost.
3.5.5.  Alternatively, you can choose to take your paid holiday during your sick leave, in which case
you will be paid at your normal rate.
3.6. FAMILY LEAVE AND HOLIDAY ENTITLEMENT
3.6.1. Holiday entitlement continues to accrue during periods of maternity, paternity, adoption,

an choose to take your paid holiday during your sick leave, in which case
you will be paid at your normal rate.
3.6. FAMILY LEAVE AND HOLIDAY ENTITLEMENT
3.6.1. Holiday entitlement continues to accrue during periods of maternity, paternity, adoption,
parental or shared parental leave (referred to collectively in this policy as family leave).
3.6.2. If you are planning a period of family leave that is likely to last beyond the end of the holiday
year, you should discuss your holiday plans with your manager in good time before starting

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your family leave. Any holiday entitlement for the year that cannot reasonably be taken before
starting your family leave can be carried over to the next holiday year.
3.6.3. For the avoidance of doubt this covers your full holiday entitlement.
3.6.4. Any holiday carried over should be taken immediately before returning to work or within three
months of returning to work after the family leave.
3.7. ARRANGEMENTS IF YOU LEAVE DXC
3.7.1.  On termination of employment you may be required to use any remaining holiday entitlement
during your notice period. Alternatively, you will be paid in lieu of any accrued but untaken
holiday entitlement for the current holiday year to date, plus any holiday permitted to be
carried over from previous years under this policy or as required by law. You are entitled to
be paid at a rate of 1/260th of your full-time equivalent basic salary for each day of untaken
entitlement.
3.7.2. If you have taken more holiday than your accrued entitlement at the date your employment
terminates, the Company is entitled to deduct the excess holiday pay from any payments due
to you calculated at 1/260th of your full-time equivalent basic salary for each excess day.
3.7.3. Throughout a period of garden leave, you will be expected to take all accrued but untaken
holiday within your period of garden and / or prior to your termination date.
4. KEY DEFINITIONS
4.1. Holiday Entitlement: the number days / hours you are eligible to take as paid leave.
4.2. FTE: Full Time Equivalent
4.3. Full-time Regular; anyone who works full-time hours over a standard Monday to Friday schedule.
4.4. Family Leave; is collective term used to refer to periods of maternity, paternity, adoption, parental

paid leave.
4.2. FTE: Full Time Equivalent
4.3. Full-time Regular; anyone who works full-time hours over a standard Monday to Friday schedule.
4.4. Family Leave; is collective term used to refer to periods of maternity, paternity, adoption, parental
or shared parental leave.
4.5. Part Time; anyone who works under the standard full-time weekly hours
4.6. Public Holiday Hours: the number of hours per year an employee who works Irregular Hours or
Part Time has allocated to them in respect of time off for public holidays.
4.7. Irregular Hours: an employee who works the equivalent hours of their contractual standard full-
time week with a varied work pattern.
4.8. Shift Working; anyone contracted to work varying shift hours and work patterns
5. VIOLATIONS
5.1. Any DXC employee who knowingly violates or attempts to violate this Policy may be subject to
disciplinary action, up to and including separation from DXC subject to applicable local
employment laws and regulations.
5.2. Exceptions to this Policy require the prior written approval of the Regional Human Resources VP.
6. RELATED POLICY
6.1. Sickness Absence Policy
6.2. Maternity / Adoption Policy
6.3. Paternity Policy
6.4. Shared Parental Leave Policy

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6.5. Parental Leave Policy
6.6. Disciplinary Policy
6.7. Shift Policy
7. SUPPORTING DOCUMENTS
7.1. Annual Leave Work Instructions