Holiday bookings, who should take priority?

Holiday bookings, who should take priority?

Q: With the summer holidays a few weeks away, do I need to give employees who are parents priority for summer holiday bookings in that period?

A: While it is important for parents to be allowed time off to spend with their children, it could arguably be damaging for staff morale if leave priority was granted to those with families. As we approach the school six-week holidays, employers will likely receive increased requests for annual leave.

The placement of these holidays in the middle of summer, usually at the end of July and throughout August, can result in a significant number of workers requesting leave at the same time, including staff members who do not have any children. 

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Although the Working Time Regulations 1998 instructs that all employees are entitled to 5.6 weeks of paid leave a year, managers are under no obligation to accept all leave requests. It is down to the discretion of the employer when their workforce takes annual leave, meaning you are well within your rights to refuse a parent’s request for leave over the summer and under no expectation to prioritise this over a colleague’s.

However, when reaching a decision, it is important to remember the impact that your actions may have upon your staff. 

By denying parents the chance to spend more time with their children while they are away from school for a prolonged period, you strongly risk them becoming demoralised within their role and this having a detrimental effect on their output. Another issue that can arise is that of fairness. Other employees may feel the system is unfair if they are denied requests in favour of their colleagues regardless of the reason.

It is important to remember that all employees place great significance on their leave entitlement and refusal can often be met with annoyance. 

In these situations, business owners should ensure that no employee is receiving preferential treatment. A strong “first come, first served” rule should be implemented, ensuring an open and fair policy that allows all employees the chance to request leave for the same period. From here, employees with young families could be strongly encouraged to make their requests as early as possible or risk disappointment.

Organisations could also consider allowing parents of young children flexible hours during the summer in order to assist them in childcare arrangements and potentially dissuade an additional requirement for time off.

It should be noted that, in situations where parents need time away to deal with unexpected childcare issues, they may be entitled to a one to two-day “time off for dependants” period that would usually be unpaid. 

When taking requests for annual leave, managers should always be open and honest with their workforce. Although employers should try to approve the leave if possible, they should avoid prioritising requests from any employee.

Peter Done is chief executive of Peninsula