Guide to UK Leave & Absences

Manage UK leave and absences with clearer rules

Employees take time away from work for many reasons. Some rights come from employment law. Others depend on the contract, company policy or the employee’s circumstances. Where working patterns affect how leave is requested or recorded, the different types of flexible working may need to be reflected in the process.

A clear leave and absence process helps employers record leave, calculate pay and respond consistently when someone is absent. It also helps employees understand what to request, what evidence may be needed and who to contact.

Our UK leaves and absences guide brings the main categories together in one practical resource.

What is included in the guide?

The guide covers:

• statutory annual leave and bank holidays;

• sickness absence and Statutory Sick Pay;

• maternity, paternity and Shared Parental Leave;

• adoption and parental bereavement leave;

• carer’s and compassionate leave;

• sabbatical leave and gardening leave;

• holiday calculations for different working patterns;

• employer responsibilities and practical administration;

• how Payfit can support leave management.

What is the difference between leave and absence?

Leave is usually planned or requested time away from work. Absence describes time when an employee is not at work, including sickness or time away that has not been authorised.

The distinction matters because different rules and processes may apply. For example, sickness absence follows a different process from planned annual leave, with different records and pay considerations. A holiday request, a sickness notification and an unauthorised absence should not be recorded or managed in the same way.

Understand statutory annual leave

Almost all workers are entitled to 5.6 weeks’ paid holiday a year. For someone working five days a week, this is normally 28 days. Bank holidays can form part of the statutory entitlement rather than being additional days, while regular-hours and part-year workers need a specific calculation method for relevant leave years. GOV.UK explains that the accrual depends on hours worked and the pay period. Your policy should explain how employees request holiday, how the business records it and how you handle carry-over where the law requires it.

Handle sickness absence consistently

There is no statutory annual limit on the number of days an employee can be off sick. Employers should follow a fair absence process, keep in touch appropriately and consider support or adjustments where relevant.

An employee should normally tell the employer they are sick within the employer’s stated time limit, or within seven days if no limit has been set. A fit note can normally be requested after more than seven days off in a row. Statutory Sick Pay rates and qualifying rules can change. Employers should check the current GOV.UK rates when calculating pay.

Manage unauthorised absence fairly

An unexplained absence should trigger the process set out in your policy. Our guide to absence management can help you structure the wider process. Start by checking whether the employee has made contact, whether there may be a welfare issue and whether there is information the manager does not yet have.

If the matter becomes disciplinary, follow a fair procedure and the Acas Code of Practice. Dismissal should not be presented as an automatic response to one unauthorised absence. Acas says employers should follow a fair disciplinary procedure before making that decision. :citecva,aq7

Why use a structured leave and absence process?

A consistent process gives managers a clear route for requests, records and follow-up. It also helps payroll receive the information needed to calculate holiday and statutory pay accurately.

Your process should identify the owner for each type of leave, the notice or evidence required, the payroll cut-off and the records that need to be retained. Review it when legislation, statutory rates or your working practices change.