Annual Leave Entitlement Changes: FAQs
About the Change:
What is changing?
From 1 October 2026, colleagues in Grades 2-5 will receive 26 days of annual leave per year (pro rata for part-time staff) from their first day of employment, matching the entitlement already available to colleagues in Grades 6 and above.
Why is the University making this change?
The change follows feedback from colleagues through the Employee Engagement Survey and discussions with the Staff Forum. It supports the University's commitment to providing a fair and competitive employment offer.
Who will benefit from this change?
Approximately 1,300 colleagues in Grades 2-5 will benefit from the increased annual leave entitlement.
When does the change take effect?
The new entitlement takes effect from 1 October 2026, which is the start of the new annual leave year.
Does this affect colleagues in Grades 6 and above?
No. Colleagues in Grades 6 and above already receive 26 days of annual leave and their entitlement will remain unchanged.
Annual Leave Entitlement
How much annual leave will I receive under the new arrangements?
All employees, regardless of grade, will receive 26 days of annual leave per year pro rata.
How does this compare to the current entitlement for Grades 2-5?
Currently, colleagues in Grades 2-5 receive:
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21 days annual leave pro rata on appointment
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Rising to 25 days pro rata after five years' service
From 1 October 2026, they will receive 26 days pro rata from day one.
Will part-time staff receive the same increase?
Yes. The 26-day entitlement will be applied on a pro rata basis for part-time colleagues.
Will employees with long service receive any additional entitlement?
Annual leave entitlement for colleagues in Grades 2-5 with over 5 years’ service is 25 days pro rata. From the 1 October pro rata this will rise to 26 days pro rata.
Does this change affect Bank Holidays and University Closure Days?
There is no change to Bank Holiday or University Closure Days.
Existing Employees
I currently work in Grade 2-5. What will happen to my annual leave entitlement?
Your annual leave entitlement will automatically increase to 26 days from 1 October 2026.
Do I need to do anything to receive the increased entitlement?
No action is required. The change will be applied automatically.
How will this affect my annual leave balance?
The updated entitlement will be reflected in Employee Self Service from 1 October 2026 once annual leave system updates have been completed.
Can I book leave based on my new entitlement before 1 October?
Annual leave for the new annual leave year can already be booked and approved on Employee Self Service. From the 1 October, iTrent will be updated to reflect the increase in entitlement for colleagues in Grade 2 - 5.
Employee Self Service (ESS)
When will my updated leave entitlement appear in Employee Self Service?
The increased entitlement will be visible in Employee Self Service from 1 October 2026.
Why doesn't my annual leave balance show the increased entitlement yet?
iTrent will be updated from the 1 October to reflect the increase in entitlement for colleagues in Grade 2 – 5.
Annual Leave Purchase
I have applied to purchase additional annual leave. What does this mean for me?
Colleagues in Grades 2-5 who have requested to purchase additional annual leave will be contacted and asked if they wish to cancel or change their annual leave purchase request. Change or cancellation requests must be received by HR before 13 September 2026 so that they may be actioned before the new annual leave year.
Will purchased annual leave already approved be automatically adjusted?
Annual leave purchase requests/approvals will not change because of the increased entitled for Grade 2-5 colleagues. Colleagues who wish to cancel or change their requests must follow the steps above.
New Starters and Recruitment
What annual leave entitlement will new Grade 2-5 employees receive?
All new employees joining from 1 October 2026 onwards will receive 26 days of annual leave from day one pro rata, regardless of grade.
Does the change apply to employees who start before 1 October 2026?
Current annual leave entitlement will apply for new colleagues who start before the 1 October for the remained of this annual leave year. From the 1 October their entitlement will increase to 26 days pro rata.
Manager FAQ
Do managers need to take any action for their teams?
No immediate action is required. Managers should familiarise themselves with the change and direct colleagues to the HR annual leave webpages for more information.
Will managers need to manually update annual leave records?
No. Managers do not need to make any changes to Employee Self Service.
How should managers respond to questions about purchased annual leave requests?
Managers should advise colleagues that affected employees will be contacted directly and provided with information about available options.
I’m concerned what the additional annual leave entitlement will mean for my team and resource planning, what should I do?
Please discuss any concerns you have with your line manager.
I approved annual leave purchase requests for Grade 2-5 members of my team before they and I were aware of the entitlement changes. I am concerned about resource planning within my team, what should I do?
Colleagues in Grade 2-5 will be asked if they wish to review their requested/approved Annual Leave Purchase Requests in relation to the increase in their annual leave entitlement. Some colleagues may wish to cancel or decrease their requests, whilst others may wish to keep their requests the same.
Heads of School and Directorates will be provided with a list of requests for their areas the week commencing 14 September and asked to review and approve requests. If you have concerns about resource planning within your area, please speak to your Head of School or Directorate and together review the requests.