It is the responsibility of each employee, including doctoral assistants and post doctoral researchers, to keep their personal absences account up to date and to record all their days of absence regularly and accurately in the system in advance or when they occur.
Time Management at EPFL is based on the Rules and Regulations concerning Working Time Management and all employees (LEX 4.1.4) can refer to it.
The yearly holiday entitlement should be used during the calendar year, with at least two consecutive weeks per year.
If a holiday balance remains at the end of the year, you must schedule it with the agreement of their respective line manager by 30 April of the following year. If this was not the case, plan your holidays quickly based on the following.
What should be your remaining holiday balance at the end of the year?
If your balance at the end of the previous year was:
- equal to or lower than 10 days: ensure that your total remaining leave is close to zero or at least below 6 by the end of this year.
- between 11 days and 25 days: reduce your total remaining leave at least by half by the end of this year. Example: your balance at the end of 2023 was of 22 days à ensure that your final balance at the end of 2024 is equal or inferior to 11 days.
- between 26 days and 49 days: reduce your total remaining leave by 15 days by the end of this year. Example: your balance at the end of 2023 was of 36 days à ensure that your final balance at the end of 2024 is equal or inferior to 21 days.
- if more than 50 days : a clearance plan must be drawn up, signed by mutual agreement by the employee and the unit manager, and returned to your dedicated HR team.
- if your contract expires, all holidays must be registered and taken before your contract expires.
As a last resort, the employer is entitled to impose holidays unilaterally, subject to the following deadlines:
– With regard to the outstanding holiday balance of previous years, a deadline of at least one month before the starting date of the holiday.
– With regard to holidays for the current year, a deadline of at least three months before the starting date of the holiday.
Note: if you work part-time, these rules apply pro rata to your activity rate.
How to check your holiday balance?
A. Check your holiday balance in Sesame (cf. square in red in the below example 1)
Sesame > My absences V2 > Balances
B. Check your current remaining leave, which includes the holidays already planned and accepted (cf. square in blue in the below example 1)
Example
How to check the holiday balance of your employees?
To check the holiday balance of your unit, you can either use the “on-behalf” functionality or use the report : Sesame > My absences v2 > Balances > Reports > All employees (statement of balances of all employees in your unit).