With half term coming up, it’s a good time to review your annual leave approval process.

Balancing annual leave requests can be a challenging task, especially during peak times such as school holidays when working parents are more likely to request time off. How can employers manage these requests without unintentionally causing discrimination or disrupting workplace harmony?

Let’s take a closer look at the legal landscape and best practices for managing parental leave in a fair and consistent way.

Are Working Parents Protected by UK Employment Law?

While working parents face unique challenges, parenthood itself is not a protected characteristic under UK employment law. The Working Time Regulations 1998 entitle all employees to 5.6 weeks of paid leave annually, but employers are not obligated to prioritise parental leave over other requests. There are, however, specific legal protections against discrimination, such as indirect sex discrimination, where policies disadvantage one gender more than the other. This could occur if, for example, working mothers (who often bear a disproportionate burden of childcare) are unfairly impacted by rigid holiday rules.

Employers need to be mindful of these dynamics, ensuring that their annual leave policy does not indirectly discriminate against parents—particularly women—who may need time off during school holidays.

How to Manage Annual Leave Fairly

Create an Open and Fair Policy

The key to avoiding any perception of discrimination lies in having an open and fair leave policy. Transparency is essential—employees should know how and why leave requests are approved or denied. Set clear guidelines that explain how the business balances the needs of its workforce, especially during high-demand periods like school holidays.

A first-come, first-served policy is one method businesses use to stay impartial. This ensures that employees who submit their requests early are more likely to secure their desired holiday dates, regardless of whether they are parents or not.

Set Clear Expectations

Before the busy holiday period starts, communicate openly with staff to manage expectations. Encourage employees to plan their holidays early and be clear about the criteria used to approve leave, such as the needs of the business and operational priorities. This not only fosters a sense of fairness but also helps avoid last-minute clashes or frustrations.

Manage Leave Fairly with LeavePlanner

Implementing an easy-to-use leave management tool, like LeavePlanner, can simplify the process of handling leave requests impartially. LeavePlanner allows businesses to track, manage, and approve employee holidays fairly, without the stress of manual paperwork.

Try LeavePlanner for Free

Interested in making annual leave management simple and transparent? LeavePlanner can help!

Arrange your free trial today. Call Steve on 01252 636 070 or email support@leaveplanner.com.

Don’t forget to check out our new all-in-one system, HR Planner—specifically designed with SMEs in mind, offering a comprehensive leave management solution to keep your workforce happy and your business running smoothly.