AAU Handbook

Special holidays

Published: 22.01.2018 (Last revised: 01.09.2020)

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In addition to accruing an entitlement to 25 days of paid holiday, many staff members accrue days of special holiday entitlement. This applies to staff members who are covered by the right to negotiate of the Central Federation of State Employees’ Organisations, the Danish State’s holiday agreement, and who are entitled to full pay during illness. The following staff groups are not covered by the above and therefore do not accrue days of special holiday entitlement: Student teachers, teaching assistants, part-time lecturers, student assistants working eight or fewer hours per week as well as trainees, apprentices and interns who are not covered by the Danish Vocational Training Act (Lov om erhvervsuddannelser). 

Accrual

Staff members accrue 0.42 days of special holiday entitlement with pay for each month of employment, so that in the case of continuous employment at AAU for a full year of accrual, a staff member will accrue five days of special holiday entitlement with pay. The days of special holiday entitlement are accrued during the year of accrual, which runs from 1 January to 31 December, after which the accrued number of days of special holiday entitlement is calculated. A staff member who is employed by AAU as of 1 July will, between 1 July and the New Year (i.e. six months), accrue 2.52 days of paid special holiday, which can be taken the following holiday year. 

Days of special holiday entitlement are accrued when staff members are working as well as during certain periods of absence where staff members receive pay from AAU, such as during sickness, holiday, parental leave, etc. During periods of absence where staff members are not paid by AAU, such as during certain periods of unpaid leave, days of special holiday entitlement may be accrued for the first six months as per agreement with the place of employment. However, this special holiday entitlement depends on the staff member returning to work, and the staff member not having undertaken any other paid work during the period of leave. No days of special holiday entitlement accrue during periods when staff members participate in strikes or lockouts.

Taking holiday

The days of special holiday must be taken during the holiday year, which runs from 1 May to 30 April in the following calendar year. This means that a staff member who accrue days of special holiday in the year of accrual from 1 January to 31 December 2017 must take these days during the holiday year which runs from 1 May 2018 to 30 April 2019.

Days of special holiday entitlement must be accrued, and staff members who have not accrued such days are not entitled to take special holiday.

Planning days of special holiday entitlement

Days of special holiday entitlement can be taken as consecutive days or as individual days. They can also be taken as either full days or as parts of days. They cannot be taken as individual hours. The days must be planned in agreement with the staff member’s manager, and therefore any express wishes should be communicated as early as possible. It is always up to the manager to decide whether the staff member’s wishes can be met.

No specific rules have been laid down on when staff members must inform their manager that they want to take a day of special holiday entitlement. They simply must do so as early as possible. The earlier the manager is notified, the greater the chance that the work can be organised in such a way that the staff member may take the day off.

Managers may order that individual staff members take the days of special holiday entitlement which they have accrued. If the days have not been taken and no plan has been made to take the days off by 1 January, managers may, subject to one month’s notice, give notice that the days must be taken, i.e. that the days of special holiday entitlement must be taken from 1 February in the holiday year. 

Illness in connection with the taking of days of special holiday entitlement

When staff members fall ill before they are due to start taking planned days of special holiday entitlement, the agreement to take the days will be annulled, they will be entitled to take the days of special holiday entitlement at a later date. Therefore, staff members must report for work once they have recovered from their illness, unless a new agreement is made with their manager. When staff members fail to report in sick in due time, it will be assumed that they have taken the days of special holiday entitlement as planned. As a rule, staff members who fall ill after starting to take day(s) of special holiday entitlement are not entitled to replacement holiday. However, at the manager’s discretion, exceptions can be made in the case of serious illness.

Carrying holidays forward

As of 1 January 2018, staff members at AAU may carry forward a total of up to five days of holiday and days of special holiday a year; see The Main Joint Consultation Committee’s statement on the carry forward of holidays. Days of holiday must be taken in the holiday year to which they have been carried forward. Any days of special holiday must therefore be planned in advance when these are carried forward, cf. the Rules on taking holiday at Aalborg University.

This means that if a staff member has asked to carry forward five days of ordinary holiday, no days of special holiday may be carried forward. In this case, the days of special holiday entitlement must be taken or disbursed. If, on the other hand, the staff member has asked to carry forward three days of ordinary holiday, it is possible to carry forward two days of special holiday to the following holiday year.

Unlike the rules for taking ordinary holiday, there is no requirement that a certain number of accrued days of special holiday must be taken before any such days can be carried forward.

The carry forward of days of special holiday entitlement is conditional upon an individual agreement being made between the staff member and their manager. Neither the manager nor the staff member can thus individually decide that holiday must be carried forward.

When should the carry forward of days of special holiday entitlement be agreed? 

Any agreements to carry forward days of special holiday entitlement must be made by 30 April at the latest, i.e. by the end of the holiday year. However, at AAU, the agreement must be submitted by 20 April to the HR Department, who has to approve all agreements made at the University. Please contact the person responsible for holiday registration in your unit/manager or the HR Department well in advance if you have any questions about the possibilities for carrying forward days of special holiday. 

An between the staff member and their manager is made by completing and signing the HR Department’s form ‘Agreement on carrying forward ordinary and special holiday’

Disbursement

When taking a day of special holiday entitlement, the staff member’s normal salary is paid.

Individual staff members and the head of their place of employment can, both prior to and during a holiday year, agree that days of special holiday entitlement are not taken, but disbursed at the end of the holiday year.

Any untaken days of special holiday entitlement which are not subject to an agreement that they be carried forward to the coming holiday year will automatically be disbursed with the usual salary payment at the end of May after the end of the holiday year on 30 April.

Resignation

When staff members resign from their position at Aalborg University, the value of any untaken days of special holiday entitlement will be disbursed together with their final salary payment from AAU. 

When staff members transfer to another salaried position at AAU, the accrued days of special holiday entitlement are transferred to the new place of employment. However, when staff members transfer to hourly paid employment, the days of special holiday entitlement are disbursed with the final salary payment.

When staff members take on unpaid leave from the University, any untaken days of special holiday entitlement will generally be retained at AAU, so that the staff members are still able to take them upon their return to AAU. When staff members resign from their position, or when a holiday year ends (on 30 April) while staff members are on leave, the value of any days of special holiday entitlement will be disbursed with the next salary payment. 

If staff members transfer to another job in the state, staff members may be allowed to transfer any untaken days of special holiday. However, staff members must make a written agreement to this effect with their new employer.

Contact and responsibility

Do you have any questions please contract your local HR-servicecenter:

SUND og TECH: EST-ST-HR@adm.aau.dk
ENG: EST-EF-HR@adm.aau.dk
HUM og SAMF: HS-HR@adm.aau.dk
Fælles Service: FS-HR@adm.aau.dk

Owner of the document: Stine Vestergaard, HR-specialistcenter.

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AAU Handbook

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