Holiday
Closing the 2023/2024 holiday year
Additional information regarding the closure of the 2023/2024 holiday year
Why do we have to deal with remaining holiday?
In accordance with the AAU rules on advance allocation, it is the university management's wish that all employees take their accumulated holiday days during a holiday period. The holiday period for the 2023/2024 holiday year runs until 31 December 2024. Management is therefore obliged to keep up to date with the place of employment's holiday accounts and ensure that all holiday from the 2023/2024 holiday year is taken by 31 December 2024.
How do I get an overview of my employees' remaining holidays?
Initially, the HR department sends a data extract with the employees who have remaining holidays. You will hear more about ongoing data pulls. In addition, you can also check the employee's balance in SHR.
The employee can see an overview of their own remaining holiday in State HR. If they want to see how much holiday they have that must be taken before 31 December 2024, they can use the following guide.
How do I give notice of holiday?
If the employee has remaining holiday that has not been registered for taking, you must ask the employee to plan the holiday or give notice to take it. Management can give 1 month's notice until the end of the holiday period on 31 December 2024. It is only possible to give notice in whole days. If the employee has a balance of e.g. 0.5 days, it is necessary to give notice of a full day of holiday and thus use some of the holiday from the new holiday year. You can see a suggestion for a notification email here
What happens to unused holiday on 31 December 2024?
- Payment of holiday: If the employee has unused holiday on 31 December and no agreement has been made to transfer the holiday, we as the employer are obliged to pay out holiday over 4 weeks (the first 20 accrued days) to the employee. We do not want this, and therefore you MUST ensure that the holiday is either kept or transferred.
- Transfer of holiday: Accumulated holiday days beyond the first 4 weeks (20 days) can be transferred by written agreement between employee and manager (transfer of less than 1 day does not require agreement). At AAU, there is an internal rule that the employee can transfer up to 5 days of holiday, cf. HSU statement on holiday transfer. If it is agreed that an employee transfers holiday days to the following holiday year, it is important to be aware that the holiday days must be pre-allocated according to the AAU rules on pre-allocation. The deadline for entering into a transfer agreement is 1 December.
- The holiday will be lost: Accumulated holiday days up to 4 weeks per year must be kept, otherwise they are forfeited according to the Holiday Act. This is because the first four weeks are directive-protected to ensure that the employee takes holiday and recovers. It is therefore not possible to transfer or pay out these days. No special rules apply even if an employee has been prevented from taking holiday during the holiday year, see more below.
When is it holiday over 20 days?
- Which holiday is included in the 4 weeks: Holiday carried over from the holiday year 2022/2023 (carried over on 1 January 2024), as well as holiday earned in the holiday year from 1 September 2023 to 31 August 2024.
I have an employee who is prevented from taking holiday, what do I do?
The employee is only prevented from taking holiday if the employee is on sick leave or maternity leave on 31 December 2023. There are no special rules for transfer if the employee has only been sick or on maternity leave during the holiday year and therefore has not taken all their holiday. If the employee is prevented from taking holiday on 31 December, the rules are as follows:
- Holidays from weeks 1-4 (the first 4 weeks of accrued holidays) must be transferred to the following holiday period.
- Holidays beyond 4 weeks (the 5th holiday week and previously transferred holidays) must be paid out, unless a transfer agreement is made.
Why is there no mention of special holidays?
The above only applies to regular holidays. The special holidays are earned in the calendar year and can be taken in the period from 1 May to 30 April the following year.