Annual leave for teachers and others - FAQ

Who is covered by the agreement?

In addition to teachers, the agreement also covers researchers, postdoctoral researchers, doctoral students, assistants in their own doctoral education, and amanuenses.

Technical and administrative staff (TA‑staff) are not covered by this agreement; they follow Villkorsavtalet.

How much annual leave must employees take each year?

All employees must take at least 20 annual leave days per year.
(Note that employees who begin their employment after 1 September may save days even if they do not take 20 paid annual leave days during the year.)

Please note that there is a limit to how many saved annual leave days may remain at the end of the year. The limit is 30 days, and any days exceeding 30 must be taken as leave during the current year.

Unless otherwise agreed, employees should have at least four consecutive weeks of leave during June–August.

Where can employees see how many annual leave days are available to place (current year and saved days)?

Employees can view their current balance of annual leave days in Primula web under My page, section Annual leave, or on their payslip.

How is annual leave placed for employees covered by this agreement? Can they take annual leave at another time than the summer?

Yes. Just like other employees, an employee covered by this agreement who wishes to have all or part of their annual leave placed at another time than the summer, or who wishes to save/take previously saved days, may apply for annual leave. To do so, the employee must:

• apply in Primula no later than 31 March for all annual leave they wish to take during the current year, including any previously saved days they intend to use during the year
• apply to save annual leave days, if the employee wishes to save days for a future year (see the section saving annual leave days below)

Who decides on the placement of annual leave?

The head of department, or equivalent.

If the head of department/equivalent cannot approve the requested leave due to operational needs, they must consult with the employee before making a decision and rejecting the request in Primula. This consultation must include a discussion about another suitable time for the employee’s annual leave.

There are no formal requirements regarding how the consultation must take place, but it is very important that the employer can clearly account for when and how the consultation occurred if needed. Consultation is a key part of the collective agreement.

In case of disagreement, the employee’s trade union organisation may also request consultation with the head of department/equivalent. If no agreement can be reached, the head of department/equivalent ultimately decides unilaterally on the placement of annual leave.

What applies to combined positions (förenade befattningar)?

The same rules apply, but coordination with the other employer is required. Uppsala University, as the employer, must take an active role and initiate such coordination.

May employees work during their annual leave?

The main purpose of annual leave is to provide employees with rest and recuperation. Annual leave must be taken as leave, which means that an employee can never choose to work instead of being on annual leave. The head of department/equivalent also cannot instruct an employee to work during their leave.

May the head of department/equivalent change already approved annual leave?

Yes, annual leave may be revoked (in Primula) or interrupted, but only:

• following an agreemnet with the employee, or
• unilaterally in cases of very strong reasons
  (This should be used restrictively and only after consultation with the HR Division.)

May employees change already approved annual leave?

Yes, but only following an agreement with the head of department/equivalent.

An application to withdraw already registered annual leave must be submitted in Primula.

What applies if an employee is on leave of absence during the summer?

Employees who are on leave of absence for part of the teaching‑free summer period should, if possible, apply for annual leave in accordance with Section 2.2, Placement of annual leave at another time. Applications must be submitted no later than 31 March.

If this is not possible, the employee must apply in Primula as soon as possible. A decision will be made upon their return to work, but no later than 1 October.

Bridge days (klämdagar) – how should teachers apply for annual leave on these days?

For teachers and other employees with annual working hours according to the working hours agreement, bridge days are regular working days. A teacher must therefore apply for annual leave on bridge days if they wish to be on leave.

Due to limitations in Primula, it is currently not possible to apply for annual leave on bridge days in the same way as for other individual days. The employee must instead register the annual leave day on another date and specify in the message field in Primula which day it actually refers to.

What applies to annual leave during the notice period?

If the notice period is six months or shorter, annual leave should normally not be placed. This also applies to annual leave that would otherwise have been placed during the summer.

However, it is possible for the employee and the head of department/equivalent to agree that annual leave may be placed during the notice period.

Important: When employment ends, all annual leave taken must be registered in Primula before the final day of employment.

What responsibilities do employees have regarding annual leave?

Employees must:

• apply for annual leave that deviates from Section 2.1 Placement of annual leave according to the fixed model no later than 31 March
• apply to save annual leave days in accordance with applicable procedures
• ensure that they take annual leave each year so that their balance of saved days does not exceed 30
• consult with the head of department/equivalent on a plan enabling the use of saved annual leave
• follow applicable laws and agreements

What responsibilities do heads of department/equivalents have regarding annual leave?

Heads of department/equivalents must:

• inform employees in good time before 31 March each year about their right to apply for annual leave
• consult with the employee when deviating from the employee’s request is being considered
• ensure that employees are given the opportunity each year to take annual leave so that their balance of saved days does not exceed 30 days (the employer decides on the placement of annual leave)
• consult with employees on a plan to enable the use of saved annual leave
• make decisions on the placement of annual leave no later than 30 April
• follow applicable laws and agreements

When does an employee need to apply for parental leave in connection with summer annual leave?

An employee who wishes to take parental leave in connection with the main summer annual leave period, whether according to their own application or the fixed model, must apply for this in Primula no later than 31 March.

What applies to employees who start after 31 March?

Newly employed staff who wish to take annual leave at a time other than the teaching‑free summer period must apply for annual leave as soon as possible after their employment begins; the head of department will decide.

Note: Employees who begin their employment on 1 September or later may save days even if they do not take 20 paid annual leave days during that year.

How does an employee whose employment is extended/renewed in short periods report their annual leave?

The employee must apply for the annual leave days available to them no later than 31 March.

Once a new employment contract has been finalised, the employee applies for the remaining days in accordance with the agreed plan.

If it is known that the employment will be renewed so that the employee will continue working for a longer period during the year, the head of department/equivalent and the employee must make a plan for the use of annual leave days covering the entire period of employment.

If there is uncertainty about whether the employment will be renewed, the head of department/equivalent must contact the HR Division for advice.

If the head of department/equivalent and the employee agree that the remaining (additional) days should be placed according to the fixed model, no further registration of annual leave is required.

Note: If an extension of employment is made after October, when the fixed model has already been processed, the employee must always register the remaining days themselves in Primula, in line with the agreed plan.

Do employees always have the right to apply for annual leave according to Section 2.2, placement of annual leave at another time (other than according to the fixed model)?

Yes. The head of department, or equivalent, decides on the placement of annual leave, but the head of department/equivalent or any person in a supervisory position may not encourage employees not to exercise their right to apply for annual leave according to Section 2.2, Placement of annual leave at another time (other than according to the fixed model).

If the head of department/equivalent cannot approve the requested leave due to operational needs, they must consult with the employee before making a decision and before rejecting the request in Primula. The consultation must include a dialogue regarding another suitable time for the employee’s annual leave. There are no formal requirements for how the consultation must be conducted, but it is very important that the employer is able to explain afterwards when and how the consultation took place, if required. Consultation is an essential part of the collective agreement.

In cases of disagreement, the employee’s trade union organisation may also request consultation with the head of department/equivalent. If no agreement can be reached, the head of department/equivalent ultimately makes a unilateral decision on the placement of annual leave.

The primary purpose of annual leave is to ensure that employees have time for rest and recuperation. Annual leave must be taken as leave, meaning an employee may never choose to work instead of taking annual leave. The head of department/equivalent also cannot instruct an employee to work during their annual leave.

Is the “exception form/special agreement on placement of annual leave” still required?

No. From 1 January 2026, if an employee wishes to apply for annual leave at another time than the teaching‑free part of the summer, this is done via Primula according to Section 2.2.

What happens if an employee does not submit an application, or only applies for part of the year’s annual leave by 31 March?

If an employee does not apply at all, or does not apply for all annual leave days by 31 March, the head of department/equivalent has the right to decide on the placement of annual leave according to Section 2.1 of the local collective agreement. This means that the remaining annual leave days (the current year’s annual leave) will be placed consecutively during the teaching‑free summer period, starting on the Monday after Midsummer Day.

Employees who do not wish any placement other than what is set out in Section 2.1 do not need to apply for annual leave in Primula. The head of department/equivalent does not need to take any action either; the annual leave will be regulated in October by the Payroll Unit.

What should employees do if, in March, they do not yet know how their annual leave can be placed during the autumn? Is it possible to make an exception to the requirement to apply for all annual leave by 31 March?

If an employee wishes to take annual leave at a time other than the teaching‑free part of the summer, all annual leave days for the year must be applied for no later than 31 March. If this is not possible and only some days are applied for before 31 March, the remaining days will be placed consecutively during the teaching‑free summer period, starting on the Monday after Midsummer Day, according to the fixed model.

If, by 31 March, the employee and the head of department/equivalent agree that the remaining annual leave days may be registered in Primula at a later date, this may be possible.

Note: In such cases, the remaining days must be registered by the employee and approved by the head of department/equivalent in Primula no later than 15 September, as the fixed‑model regulation of annual leave takes place in October. If this does not occur, the days will be placed according to the fixed model in October.

How does an employee apply for leave before 31 March?

Annual leave before 31 March is applied for in Primula. These days count as part of the current year’s annual leave, and the remaining days must be applied for at a later time, but still no later than 31 March.

If an employee has annual leave according to the fixed model, is it possible to take the leave at another time without changing the leave registration?

(For example, in cases of late confirmation of participation in a conference, or when the employee wishes their annual leave period to begin at a time other than the Monday after Midsummer Day.)

Yes — if the head of department/equivalent and the employee agree (it is recommended that the agreement is documented in writing, such as by email). Should an insurance matter arise, it is crucial that the head of department/equivalent can demonstrate that the employee was in service, which is why it is very important to document what has been agreed between the head of department/equivalent and the employee concerned.

As a general rule, neither the head of department/equivalent nor the employee may unilaterally decide that work will be performed during annual leave placed according to the fixed model. Such arrangements must always be based on mutual agreement.

How does the head of department/equivalent decide on placing annual leave according to the fixed model?

If no application has been submitted to have annual leave placed at another time than the teaching‑free summer period, or if an application for only part of the year’s annual leave has been submitted by 31 March, no separate decision by the head of department/equivalent is required. The Payroll Unit will regulate the registration of all remaining annual leave days for this year according to the fixed model in October.

May employees save annual leave?

Yes. If employees have more than 20 paid annual leave days in the current year, the additional days may be saved in accordance with the Conditions Agreement. The right to save annual leave days applies to all employees, regardless of whether they choose to apply for leave in Primula or chose to follow the fixed‑model.

Please note that there is a limit to how many saved annual leave days may remain at the end of the year. The limit is 30 days, and any days exceeding 30 must be taken as leave during the current year.

There are exceptions which allow some employees to save annual leave even if they have not taken 20 paid annual leave days, for example in cases of shorter employment (such as employment beginning on 1 September or later).

How do employees apply to save days of this years annual leave?

Employees must:

• submit a written application no later than 31 March, using the designated form (see link to the right on the page)
• send the form to the head of department/equivalent, who has delegation to decide on annual leave

The head of department/equivalent must:

• verify that the employee meets the conditions to save annual leave days
• if the conditions are met, email the form to the Payroll Unit, which registers the saved days

After registration, the balance for the current year’s annual leave is temporarily reduced. This will be visible on the employee’s payslip. The days are placed in a hidden balance until November, when they are returned to the balance of the current year’s annual leave days. At the end of the year, they are transferred to the saved‑days balance.

When may employees not save annual leave?

Employees may not save annual leave in the following situations:

• if the application to save days has not been submitted by 31 March
• if the employee has not taken at least 20 paid annual leave days during the year (note: employees who begin employment on 1 September or later may still save days even if they do not take 20 paid days that year)
• if saving the days would result in more than 30 saved days at year‑end

If an employee takes previously saved annual leave, new annual leave days cannot be saved in the same year. When leave is taken, the current year’s annual leave is always used first, followed by saved annual leave. This happens automatically — neither the employee nor the head of department/equivalent needs to take any action.

The head of department/equivalent is obliged to consult with the employee before making a decision no later than 30 April if the decision would deviate from the employee’s wish to save annual leave.

Can employees “save annual leave days by not applying”?

No. Not applying for all annual leave days does not constitute a valid application to save annual leave.

See the question How do employees apply to save annual leave?

What applies when taking previously saved annual leave?

The head of department/equivalent and the employee must consult on a plan to enable the use of saved annual leave.

When an employee takes saved annual leave:

• the employee must apply in writing no later than 31 March (all current year’s days and the saved days)
• the employee’s annual working hours are reduced by 8 hours per annual leave day (full‑time) for that year
• working‑time distribution follows the working‑hours agreement for teachers for employees employed as teachers, which allows some variation in task distribution over time
• doctoral students follow their own local working‑hours agreement
• for researchers and other categories covered by the agreement, the working‑hours agreement for technical and administrative staff applies
• the employee cannot save new annual leave days in that same year

Is there a time limit for how long saved annual leave may be kept?

No. The only limit is that saved annual leave may not exceed 30 days at year‑end.
The five‑year limit set out in the Annual Leave Act does not apply under Villkorsavtalet.

What happens to employees’ working hours when annual leave is saved?

Each saved annual leave day increases the annual working hours by 8 hours (full‑time) for that year.

The distribution of working hours follows the working‑hours agreement for teachers for those employed as teachers, which allows some variation in work distribution over time. Doctoral students have their own local working‑hours agreement. For researchers and other staff categories covered by the agreement, the working‑hours agreement for technical and administrative staff applies.

How does the head of department/equivalent know who has saved annual leave when planning duties?

After 31 March, it will be possible to generate a report in Primula showing which employees have applied to save days.

Why may annual leave days not be withdrawn during the autumn term in order to save them?

According to the agreement (Section 2.3.2), the head of department/equivalent and the employee may agree that annual leave applied for during the autumn term may be changed, if this is possible given operational needs. However, such days may not be saved; they must be taken during the current year. This is because operational planning and adjustments to duty plans require sufficient advance notice.

Employees who wish to save annual leave must notify this no later than 31 March, in accordance with the applicable procedures.

What happens if an employee applies for annual leave in Primula, but the head of department/equivalent does not approve the requested leave?

If the head of department/equivalent cannot approve the requested leave due to operational needs, they must consult with the employee before making a decision and before rejecting the request in Primula. The consultation must include a discussion about another suitable time for the employee’s annual leave. There are no formal requirements for how the consultation must be conducted, but it is very important that the employer can subsequently account for when and how the consultation took place, if required. Consultation is an essential component of the collective agreement.

In cases of disagreement, the employee’s trade union organisation may also request consultation with the head of department/equivalent. If no agreement can be reached after consultation, the head of department/equivalent makes a unilateral decision on the placement of annual leave.

If the employee has not notified a wish to save annual leave days by 31 March, the head of department/equivalent must decide on the placement of all annual leave days earned for the current year and inform the employee of the decision.

What happens if the employee and the head of department/equivalent do not agree on the placement of annual leave?

If the employee and the head of department/equivalent cannot agree on the placement of annual leave, the employee’s trade union organisation may request consultation. If, after consultation, the parties still cannot reach an agreement, the head of department/equivalent makes a unilateral decision on the placement of annual leave.

Do special procedures apply to doctoral students?

No, the same rules apply; however, it is important that doctoral students’ annual leave can be monitored, for example through the Individual Study Plan (ISP).

What is particularly important to consider regarding doctoral students and annual leave?

The agreement states that doctoral students’ annual leave must be possible to follow up, for example in the Individual Study Plan (ISP), according to Section 2.8 of the local collective agreement.

In general, it is important to ensure long‑term planning and follow‑up of the doctoral thesis work so that an excessive portion of the work is not concentrated towards the end of the employment period.

Timing of the public defence and annual leave

Where possible, avoid scheduling the public defence immediately after the annual leave period.

If this is not possible, the head of department/equivalent and the doctoral student must consult on whether it may be appropriate to place part of the annual leave at another time of the year instead of during the summer.

Heads of department/equivalents are welcome to seek support and advice from the HR Division well in advance of planning the annual leave in relation to the considerations above.