Transfer of holiday

Transfer and payout of holiday

In accordance with DTU’s guidelines, all holiday is expected to be taken during the holiday entitlement period. However, it may be agreed that holiday in excess of four weeks will be transferred or paid out (in exceptional cases). 

Transfer

If, contrary to expectations, you cannot take all five holiday weeks during the holiday entitlement period, you and your manager may exceptionally agree to transfer holidays in excess of four weeks (5 days of holiday) to the subsequent holiday entitlement period.

The agreement must be drawn up in Fusion no later than on expiry of the holiday entitlement period on 31 December. The agreement must specify when the days of holiday will be taken. The agreement is created by the employee in Fusion, your manager approves and HR completes the agreement. In Fusion under "Me" you choose "Documentrecords" and in "Document type" you choose "Transfer of holiday". 

You should be aware that you cannot unilaterally decide that holiday in excess of four weeks will be transferred – this will require an agreement with your manager.

Payout

DTU’s general policy is that holidays and special days of holiday should not be paid out. All accrued holiday is therefore expected to be taken and holiday may only be transferred in exceptional cases by written agreement with the management. Reasons must be provided for such a transfer.

Accrued holiday in excess of four weeks which exceptionally has not been taken or transferred by agreement must be paid out on expiry of the holiday period (31 December).

If you have been a full-time employee at DTU for the whole holiday year and you have not taken your accrued holiday or agreed to have it transferred, DTU must automatically pay out holiday pay for holiday in excess of four weeks on expiry of the holiday entitlement period on 31 December.

If you have not been a full-time employee at DTU for the whole holiday year, you must declare in writing—see the Danish Holiday Act—that the holiday pay concerns accrued holiday regarding holiday in excess of four weeks and that you have not received public benefits before DTU can pay out the holiday pay.

Holiday of less than four weeks

According to the Danish Holiday Act, you must take minimum four weeks of holiday annually. DTU’s attitude is that all five weeks of holiday (25 days) must be taken during the holiday entitlement period. DTU ensures that you take your holiday by means of holiday notification. If—contrary to expectations—you do not take the accrued holiday, the holiday pay will generally be paid to the Danish Labour Market Holiday Fund (Arbejdsmarkedets Feriefond), see Section 34(1) of the Danish Holiday Act.

Transfer of special days of holiday

As a general rule, all special days of holiday must be taken during the holiday period for special days of holiday.

You and your manager may agree that special days of holiday can be transferred to the following holiday year. The agreement must be drawn up in Fusion.

Payout of special days of holiday

Remaining special days of holiday that the parties have not agreed to transfer to the following holiday year at the end of the holiday year (30 April) will be paid out.

Payout of special days of holiday is restricted by the management giving a notification of the taking of remaining special days of holiday.