1. Table of contents

Annual Leave Year

The Annual Leave year is 01 January to 31 December for Craft & SJC employees.

Annual Leave (Craft & SJC - Non school based/Non Term Time)

Annual leave must be applied for and approved in advance. Requests for annual leave will be considered subject to the exigencies of the Service.

Annual Leave Entitlement

Annual leave entitlement is based on the amount of continuous service at the beginning of each leave year as detailed below. The entitlement to annual leave as expressed below applies to 5 day working patterns. For alternative working patterns pro rata leave entitlements will be calculated.

Number of years of continuous years service Annual Leave entitlement Annual Leave entitlement - Hours (35 Hour FTE) Annual Leave entitlement - Hours (37 hour FTE)
0 26 182 192.4
1 27 189 199.8
2 28 196 207.2
3 29 203 214.6
4 30 210 222
5 31 217 229.4
10 33 231 244.2

Annual leave entitlements will be calculated in hours centrally by payroll using the HR/Payroll system on an annual basis and will be distributed in advance of the leave year.

For those who are using MyView, annual leave will be calculated in the HR/Payroll system and will be available to book through MyView. Guidance on this can be found on the MyView section of the intranet.

For those who do not use MyView, annual leave applications should be made as normal.

The annual leave entitlement of employees leaving or joining Falkirk Council will be proportionate to their completed service during the leave year.

For employees who work compressed or annualised hours, please contact the MyView Project Team if your entitlement does not appear as you expect.

Term Time Employees

Annual leave for term-time employees will be calculated pro-rata to actual weeks worked. Annual leave can only be taken during the school holiday period and will normally be fixed days.

Requests from employees for annual leave outwith this period should be made in writing to the Head of Service and will be considered in exceptional circumstances.

Illness when on Annual Leave

Employees who fall sick during a period of annual leave will only be able to claim back annual leave if they follow the normal notification procedures, and provide a doctor's (Med3) certificate covering the whole period of absence evidencing that their illness would have rendered them unfit for work. In these circumstances, sick leave will commence from the date of the doctor's certificate. Employees should note that the doctor is likely to charge for such a certificate, and that the employee will be responsible for any such costs. Providing a self certificate while sick during annual leave will not enable annual leave to be claimed back, unless it is linked to a period covered by a medical certificate. A self certificate should be provided along with the medical certificate. For SJC and Craft employees public holidays which occur during a period of sickness absence cannot be claimed back.

Abatement of Leave

For SJC and Craft employees, where an employee has a sickness absence which lasts over three months the annual leave will be limited to an amount pro-rated to the period of actual service given during the year, provided:

  • The period of annual leave granted in a full leave year does not fall below the statutory minimum (currently 28 days – pro-rata for part time, which can include public holidays which fall outwith the period of sickness absence), and
  • Annual leave which would otherwise have been lost because of the sickness absence may be reinstated if required to facilitate a phased return.

Managers should contact hrhelpdesk@falkirk.gov.uk who will carry out the abatement calculation and notify payroll to allow adjustments to be made.

Annual Leave - Carry over

Normally annual leave may not be carried over from one annual leave year to the next. In exceptional circumstances, Chief Officers may agree a maximum of 5 days carry over of annual leave from one leave year to the next (pro rata for part time employees).

At approval stage, the employee should however confirm when the dates being carried over will be taken. This should normally be within the first 3 months of the new leave year.

Annual Leave - Termination of employment

Where possible, outstanding annual leave should be taken before the end of the notice period.

Where the contract between an employee and Falkirk Council is terminated, Falkirk Council will make a deduction from the employee's salary of the equivalent to any leave taken in excess of accrued entitlement.

If the final salary is insufficient to allow for the whole of any such deduction, the employee will be required to repay the outstanding amount due to Falkirk Council within one month of the termination date.

Public holidays (Craft and SJC - Non school based)

A total of 8 days throughout the year are recognised as public holidays, as detailed below:

  • 2 days at New Year
  • 2 days at Easter
  • 2 days at Christmas
  • 2 other dates to be defined

The specific dates will be notified/confirmed annually. Public holiday entitlement is pro rata to hours worked.

2022 Dates

  • January 3rd & 4th
  • April 15th & 18th
  • June 2nd* & 3rd
  • September 12th
  • December 26th & 27th

* 2nd May public holiday moving to 2nd June and 3rd June is an additional fixed day holiday.

2023 Dates

  • January 2nd & 3rd
  • April 7th & 10th
  • May 1st
  • September 11th
  • December 25th & 26th

Public holidays (SJC School Based)

School based employees receive 14 fixed holidays (including 8 public holidays) and 20 days minimum annual leave, increasing to 27 days after 10 years. Holidays for term time working will be calculated pro-rata to actual weeks.

2022 Dates

  • January 3rd & 4th
  • February 11th & 14th
  • April 15th & 18th
  • June 2nd**
  • June 3rd
  • September 12th
  • December 23rd, 26th, 27th, 28th, 29th, & 30th

** 2nd May public holiday moving to 2nd June; 3rd June is an additional fixed day holiday.

2023 Dates

  • January 2nd, 3rd & 4th
  • February 10th & 13th
  • April 7th & 10th
  • May 1st
  • September 11th
  • December 25th, 26th, 27th, 28th & 29th

Part Year Public Holiday Entitlement

When an employee starts/leaves the Council, during the course of the year, public holiday entitlement required to be calculated to reflect actual months worked.

For part time employees who are using MyView, this will be calculated centrally and added automatically to entitlement. Part-time employees must request any public holidays which fall on scheduled working days based on their working pattern.

For full time employees using MyView who start or join during the course of the year, the following table outlines the part month entitlements in days and hours. If the employee does not have enough entitlement to take public holidays, this should be taken from the annual leave entitlement. Any adjustment required due to starting or leaving part year should be notified to payroll@falkirk.gov.uk. This will allow entitlements to be manually adjusted.

Newly joined staff
Month Started Completed Months PH Due 2017 Public Holidays Public Holiday entitlement - Hours (35 Hour FTE) Public Holiday entitlement - Hours (37 Hour FTE)
January 11 7.5 2 52.5 55.5
February 10 7 49 51.8
March 9 6 42 44.4
April 8 5.5 2 38.5 40.7
May 7 5 1 35 37
June 6 4 28 29.9
July 5 3.5 24.5 25.9
August 4 3 21 22.2
September 3 2 1 14 14.8
October 2 1.5 10.5 11.1
November 1 1 7 7.4
December 0 0 2 0 0
Month Left Completed Months PH Due 2017 Public Holidays Public Holiday entitlement - Hours (35 Hour FTE) Public Holiday entitlement - Hours (37 Hour FTE)
January 0 0 2 0 0
February 1 1 7 7.4
March 2 1.5 10.5 11.1
April 3 2 2 14 14.8
May 4 3 1 21 22.2
June 5 3.5 24.5 25.9
July 6 4 28 29.6
August 7 5 35 37
September 8 5.5 1 38.5 40.7
October 9 6 42 44.4
November 10 7 49 51.8
December 11 7.5 2 52.5 55.5

Example 1

The example below outlines public holiday entitlement for a full time employee starting employment on 01 December and what their entitlement would be for the remainder of the year.

Month Completed months service Calculation Entitlement
December 1 month 1/12 x 8 1 day

Where this is the case and there are two scheduled public holidays in December, the employee concerned would be expected to take annual leave on the remaining public holiday.

Public holidays for part time workers

Part time employees should have their entitlement to public holidays calculated to reflect their working days/hours. Public holiday entitlement will be pro-rata to hours worked. For those using MyView, this will be done automatically.

For part time workers, annual leave and public holiday entitlement for the year should be added together to give a total for the year. The calendar for that year should then be looked at to see when the public holidays fall.

If public holidays fall on a part time workers working day, the appropriate amount of hours should be deducted from the total amount.

Example: Alison works 21 hours a week on a 37 hour basis and works 8 hours Monday, 5 hours Tuesday and 8 hours Wednesday. She has 8 years continuous service.

Alison's total entitlement is 163.8 hours leave including public holidays.

In this example, there are 7 public holidays on a Monday, Tuesday and Wednesday

  • Monday 2nd January
  • Tuesday 3rd January
  • Monday 17th April
  • Monday 1st May
  • Monday 11th September
  • Monday 25th December
  • Tuesday 26th December

As Alison works Monday, Tuesday and Wednesday, you need to deduct hours from her balance for the public holidays that fall on these days, as she will be on leave those days. For 2017, you would need to deduct 5x8 hours and 2x5 hours = 50 hours. Removing these from Alison's entitlement leaves her with 113.8 hours to take as annual leave. Please note that as she works variable hours, in this case, you must deduct 8 hours for a Monday or Wednesday leave day and 5 hours for a Tuesday leave day.

Special Leave

Approval of Special Leave

Approval for the special leave situations detailed below must be sought from the relevant Chief Officer. Requests for special leave outwith these specified situations must be approved by the Head of Human Resources & Business Transformation. All requests are subject to the exigencies of the service.

For the purposes of the leave detailed below, pay includes any regular payment made under the contractual provisions of an employee's terms and conditions of employment.

Additional Leave

Additional Leave with or without pay may be granted in special circumstances at the discretion of the relevant Chief Officer in consultation with Human Resources.

Compassionate Leave

In the event that the employee is involved in making the funeral arrangements, special leave with pay shall be granted as follows:

  • Where the deceased is a near relative or partner, a maximum of 5 working days should be granted.
  • Where the deceased is a close friend, a maximum of 3 working days should be granted.

Where the employee is not involved in making the funeral arrangements and the employee only requires to attend the funeral of a relative or close friend, time off with pay for whatever period is necessary to travel to and from and attend the funeral.

The above periods may be extended by the Chief Officer in consultation with Human Resources.


Employees will be entitled to take such reasonable time off without loss of pay as is required for the purposes of preventative medical examinations.

Jury Duty/Prosecution Witness

An employee receiving a summons to serve on a jury or summoned to attend as a witness for the prosecution must report the fact to their Head of Service and shall be granted special leave with pay to attend, unless exemption is secured. Where an allowance for attending is available, the employee should make such a claim.

Consequently payment for special leave under this category will be subject to deduction of any pay or allowances paid to the employee. In these circumstances, the employee will be furnished with an official note of salary, expressed in terms of an hourly rate to allow a claim to be made.

When required to attend as a witness for the accused, the employee will only be granted special leave with pay to attend if he or she is required to attend on Council business. Otherwise appropriate reimbursement should be sought by the employee from the party requesting their attendance.

Public Duties

Paid leave of absence will be granted to employees serving on public bodies or undertaking public duties.

Special leave with pay should be granted to employees of Falkirk Council who are a:

  • Justice of the Peace
  • Member of a Statutory Tribunal
  • Member of a Local Authority
  • Member of a Children's Panel
  • Member of a School Board within the Falkirk Council area
  • Member of the Scottish Joint Council or involved in Scottish Council affairs

Special Leave without pay should be granted to employees involved as a member of a:

  • Health Board
  • School or College Board
  • Board of Visitors for Prisons and Young Offender Institutions
  • School Board outwith the Falkirk Council area
  • Governing Body of a Central Institution, College of Education, Scottish Environmental Agency, or a Community Council

In respect of the above, employees should be advised to claim loss of earnings, and other allowances in accordance with the appropriate Regulations.

Service in Non-Regular Forces/Volunteering for Reserves'

Employees who are members of the non-regular forces and attend an annual training camp shall be granted special leave with pay.

Special Leave will be restricted to between a period of not less than a week but not exceeding a period of fifteen working days and will only be for the period where the employee actually attends the training camp. Any service pay and allowances received in respect of the period of special leave, will be deducted from normal pay.

Sporting Activities

A maximum of 5 working days paid leave per year may be permitted for participants in sporting activities at a representative national level, provided it is clear the employee has made reasonable use of annual leave in meeting the recreational commitments.

In exceptional cases, the Head of Human Resources & Business Transformation may authorise additional unpaid leave if the 5 working days per year are insufficient.

Summer Camps

Special leave without pay, should be granted, up to a maximum of 5 working days, per year for attendance at official summer camp events with organisations such as Scouts, Guides etc.

Retained Fire fighters

Retained fire fighters receive a retainer from the appropriate Fire Board each quarter and receive payments for call outs. Although no deduction will be made from an employees salary for attending a call out, paid time will not be provided for Training purposes.

Trade Union Duties and Activities

Special leave with/without pay should be granted to officials and representatives in order for them to carry out trade union duties and activities. More detail on this can be found in the Time off for Trade Union Duties and Activities Policy.

Trade Union Duties and Activities Policy

Unpaid Leave

Unpaid leave may impact your pensionable pay, please see LGPS website for more information.