Leave Management

Yes, these should be booked like any other period of leave. We are aware work patterns over the closure period vary and therefore annual leave deductions will differ. This allows us to ensure that leave is not lost in these circumstances, or where someone will be working over the period. 

We are unable at this stage to create and maintain specific work patterns to cover all members of staff. Instead, ‘Planned Work Time’ is being used which will allow users to review and amend their work pattern during the period of leave, to ensure work patterns can always be recorded accurately. See the user guide for more information on Planned Work Time (page 7). 

If you have modified the planned work time and the revised total does not equal your recorded weekly hours you will get a warning advising you of this. There could be legitimate reasons, for example if you work a 9-day fortnight and are booking leave on a week you work more than the average hours. Alternatively, you may have adjusted the hours only for the days you are booking leave for, meaning the unadjusted days have affected the total. This will not impact your leave booking or entitlements where the hours are correct on the appropriate days, but you have the options to alter the full weekly schedule to remove the warning. 

In all circumstances the authorising manager will have visibility of the planned work time and with knowledge of your work pattern, will be in a position to authorise or reject based on the hours entered. 

No. Hourly paid staff are paid a holiday accrual supplementary to their hourly rate and do not have an annual leave entitlement. If there was an ongoing need to book absence for other reasons this can be done in the Holiday of Absence sections. See user guide for more info. 

For the first year using leave management, any carry over will be collected manually and applied using an ‘Extra’ allocation function and will be visible in your entitlement balance. 

For subsequent years carry over will be taken automatically. The maximum is the pro-rata equivalent of 7 days, displayed in hours and will be available to use until 31st March of the next annual leave year. It will be shown as ‘Carry Forward’ in your annual leave entitlement. 

The total amount of carry-over will be impacted by how many hours you have left (the carry over cannot exceed the available hours), and the initial entitlement. Your initial entitlement will be impacted by the hours worked and the time in the year the post started. Less than full-time hours and working less than a full year will reduce both the annual leave allowance and the maximum carry over permitted. 

Ask your line manager to pass on any carry over, in hours, to hr@abdn.ac.uk and it will be added as an extra. This will be required in the first year of use, where no history of carry over is available in the system. This may also be required to ensure any exceptions to the standard carry forward entitlement.  

Yes. In the Leave Management Dashboard in MyView you can select the Team Leave Calendar tab. 

This will display the leave calendars for all your direct reports, your line manager, and your peers. 

Clicking on the name of your direct report will allow you to view their entitlement in the same way as you view your own. You will also be given the option to book leave on behalf of your direct reports. 

Yes.  Any annual leave purchased will be added to your allocation in hours. This will be the sum of 1 or 2 weeks’ worth of hours as indicated in the Purchase of Annual Leave Form. 

You can visit bookings at any time and either Withdraw, Edit or Delete them. An authorisation note will be sent to the authorising manager for any changes. See quick guide for more information. 

If your work pattern changes after your leave has been booked (this could be due to a change in hours or a change in work pattern) you should go in and edit the booking accordingly to ensure the correct hours are deducted. 

If you are moving to a new job/role your entitlements will be updated based on the end date of the current job/role and start date of the new post.  

At the end of the old post any surplus/deficit of leave will be moved across to the new post.  

E.g. If you had 10 hours unused this would be added to your new allocation. Alternatively, if an additional 10 hours had been used in the old post, resulting in a negative closing balance, this would be removed for your new allocation. 

If alternative arrangements are required your line manager should contact hr@abdn.ac.uk to have the necessary adjustments put in place. 

If you have future holidays booked these will be automatically transferred to the new post. Holiday requirements should be discussed and agreed with your Line manager as part of the appointment process. If required, they can be edited or deleted on commencement of the new post. 

You will not be able to view your entitlements or bookings in your new post until the start date is reached. 

Should your work pattern change within roles, which may impact on your entitlement and any deductions, you may want to review bookings and adjust as required. Changes in hours will be incorporated but when these hours are worked may need reviewed. 

Anyone on Grade 5 + will be required to work 37.5 hours per week (FTE). However, there is a remaining 2.5 hours included in your contract that covers paid breaks. Therefore, a full-time post at grade 5+ is paid at 40 hours a week. Accordingly, annual leave entitlements are calculated based on 40 hours a week and deductions, in terms of annual leave taken should also reflect the total paid hours. 

Any additional annual leave not recorded please advise your line manager for the post and they can request this is added via hr@abdn.ac.uk 

For grades 1-4 where a full-time working week is 36.5 hours, 1 standard day is the equivalent of 7.3 hours. For all other grades where the working week is 40 hours, a standard day is the equivalent of 8 hours. 

This converts to full time annual leave allocation of 299.5 hours* for grades 1-4 and 328 hours for all other grades. 

*allocations are rounded UP to the neared 30 minutes. 

If you don’t have enough entitlement for the period you are trying to book you will not be able to complete the booking. You will not be able to go into a negative balance when booking leave. 

If your job end date or projected end date is brought forward, it may be the case that your entitlement is not enough to cover your booked (and taken) leave and your balance will go into the negative. 

Where you are leaving the institution, any leave deficit should be included on the leavers form, highlighting an entitlement that would need reclaimed in your final payroll. 

Unfortunately, this current version is limited in where we can improve the user interface. An upgrade planned for 2026 is expected to resolve these issues. 

Yes. Any changes or cancellations to authorised leave will need to be re-approved. In these cases, a full recent history of authorisations is maintained in the My Recent Request section, regardless of if they have been subsequently amended. You’re running balance will be updated accordingly and the Team Leave Calendar will be updated and reflective of actual bookings (amended and cancelled bookings will not be included). 

The ‘My Holidays’ section will remain as a read only resource for a period. Holiday History will be viewable, but you will no longer be able to submit Holidays from 1st October 2026. 

You should ensure that any Holidays already booked are replicated in Leave Management. There is no need to delete any duplicate bookings from Holiday History, they will not be against your annual leave balance. 

As you work a non-standard weekly pattern under a 9-Day Fortnight (9DF) arrangement, you will need to enter your planned working hours for the relevant week each time you submit an annual leave request. 

When requesting leave, select the dates you wish to take off and then click 'Confirm Planned Work Time'. You should then enter the working pattern for that week in line with your agreed 9DF schedule. If your leave spans more than one week, please ensure the appropriate work pattern is entered for each affected week. 

Please note that, for Grades 5-9, full-time equivalent (FTE) hours are based on 40 hours per week, including the paid 30-minute daily break, rather than 37.5 hours per week, which excludes the paid break. As a result, employees on a 9DF arrangement are required to work 80 hours over a two-week period. 

When setting up your 9DF pattern, please ensure it is based on 80 hours per fortnight, not 75 hours. 

It is important that your work pattern is entered accurately, as this determines the number of hours deducted from your annual leave entitlement. Incorrect entries may result in your leave balance being calculated incorrectly. 

Please also note that the system records time in hours and minutes rather than decimal hours. Therefore, half hours should be entered as 0.3 rather than 0.5. For example: 

• 7 hours 30 minutes = 7.3 

• 8 hours 30 minutes = 8.3 

Please do not enter half hours as 0.5, as this will be interpreted incorrectly by the system.