Time Off Policy - February 2026

1. Introduction

Carmarthenshire County Council is committed to improving the work life balance of employees. The Council recognises that there are certain occasions/times when short- or long-term periods of time off are necessary outside of annual leave entitlement. The Council will endeavour to support staff in balancing their work and personal commitments.

KEY PRINCIPLES

• This Policy applies subject to service needs.
• Notice must be given as far in advance as possible.
• Abuse of this policy will be dealt with under the Council’s Disciplinary procedure.
• This policy must be applied consistently to all irrespective of race, colour, nationality, ethnic or national origins, language, disability, religion and belief or non-belief, age, sex, gender reassignment, gender identity or expression, sexual orientation, and parental, marital or civil partnership status (including partners of the same sex).

2. Scope

This Procedure covers all employees excluding staff on the complement of locally managed schools for whom a separate procedure applies.

3. Principles

The Council is committed to ensuring:

• A flexible working environment is developed, whilst maintaining the delivery of high-quality services.

• Employees are supported during periods of crisis, including unforeseen and urgent circumstances.

• Managers recognise the importance of balancing work and home life, seeing flexibility as integral to the recruitment, motivation, and retention of high quality staff at all levels.

• All employees are treated fairly and consistently.

• Statutory legislation and contract entitlements are complied with.

4. Roles and responsibilities

Managers

• Managers are responsible for considering employee requests for time off which may impact on the performance of the individual employee, their team and the organisation.

• All requests for time off must be considered carefully considering organisational needs and the individual employee’s circumstances; whilst ensuring that the Authority meets its statutory obligations (as set out in this and related policies).

• Managers are responsible for monitoring their team members’ attendance; this includes absences relating to this policy. Frequent, excessive and/or unexplained absences should be dealt with accordingly in the context of the employee’s overall attendance record.

• Managers should encourage reliable attendance among all employees.

Employees

• Employees are responsible for attending work in accordance with their contracted working hours and fulfilling their contract of employment. To this end, all staff are expected to organise their personal life and deal with home or domestic situations without needing extra time off; and thereby, without it affecting their job. Where ‘time off’ is required, employees must follow the appropriate processes set out in this and related policies and procedures.

Human Resources

• Provide advice and guidance to Managers and employees relating to the Time Off Policy and associated policies and guidance.

• Ensure consistency in the application of this policy and procedure.

5. Categories of time off

The following list outlines the time off that is allowed by law and the non-statutory time off that the Authority provides for employees. Under each category the purpose of the time off is explained and whether this is paid or unpaid. Please refer to the relevant section. Point 6 of the Policy explains the effect on pension contributions where there is a period of unpaid leave.

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6. Effect of unpaid time off on LGPS pension contributions

The period of unpaid leave will not count as membership of the LGPS unless the employee pays for it to do so. Employees can pay contributions for the whole period of their absence up to a maximum of three years and maintain their full benefits.

For the period to count towards the membership, employees must elect to pay the contributions that they would have paid if they had been at work.

If the employee chooses to do this, they must inform HR, in writing within 30 days of their return to work (or within 30 days of leaving, if they do not return to work).

7. Applications for time off

Unless otherwise stated or unless there is separate policy referred to that details the application for time off, applications for time off should be made to the Director or nominated representative via the line manager using the application form here.

Applications for time off and leave must be made via resource link self-service for employees that have access.

8. Process review

If an employee believes their request for leave (made under any of the categories included in this policy) has not been dealt with fairly, they must fully discuss their concerns with their line manager in the first instance. If the matter remains unresolved the employee can see advice from the HR team.

If a satisfactory solution is not achieved informally, then the employee can either raise this in accordance with the Authority’s Grievance Policy. Alternatively, where the Policy being referred to has a right to appeal and a prescribed process, this appeal route would need to be followed.

9. Ensuring equality of treatment

This policy must be applied consistently to all irrespective of race, colour, nationality, ethnic or national origins, language, disability, religion, belief or non-belief, age, sex, gender reassignment, gender identity or expression, sexual orientation, parental, marital or civil partnership status.

If you have any equality and diversity concerns in relation to the application of this policy and procedure, please contact a member of the HR Team who will, if necessary, ensure the policy/procedure is reviewed accordingly.