Holiday planning for employers: How to ensure smooth holiday scheduling

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How well do you plan holidays for your employees? Effective holiday planning is essential for both the company’s operations and the employees’ need for predictability. With the right plan in place, you ensure sufficient staffing during the holiday months and promote well-being within the organisation.


This guide provides an overview of what you as an employer need to know about the Holiday Act, scheduling of holidays, holiday pay, and the rights and obligations of employees.


Employer’s obligation: You must ensure holidays are taken


The Holiday Act imposes a clear responsibility on the employer: you are obligated to ensure that your employees actually take their annual leave. The statutory holiday entitlement is 4 weeks and 1 day, but most employees in Norway have agreements for either 5 or 6 weeks of holiday.


 


 

Main holiday period and holiday preferences


Employees are entitled to three consecutive weeks of holiday between 1 June and 30 September – the so-called main holiday period. Although the employee may request three consecutive weeks, it is the employer who decides the timing of the holiday, within the framework of the Holiday Act.

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When employees have limited holiday pay


Some employees have not accrued sufficient holiday pay to cover the loss of salary during their holiday. This may be due to:


  • Sick leave or parental leave


  • Job change with salary adjustment


  • Part-time work, studies, or temporary lay-off



In such cases, employees may reserve the portion of the holiday that is not covered by holiday pay. However, the days that are covered must be taken. A good holiday plan should take such circumstances into account.


You must discuss the holiday – but you make the decision


The Holiday Act requires the employer to discuss the scheduling of holidays with the employee or their union representative. This must be done well in advance, at least two months before the holiday begins.


If no agreement is reached, the employer has the right to decide. As long as the holiday is scheduled within the main holiday period and the required notice has been given, you are legally on safe ground.

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Notice requirement: Provide holiday information in time


The employer must notify the employee of the holiday period no later than two months before the holiday begins. There are no formal requirements, but it is strongly recommended to provide written notice in order to document compliance with the regulations.


What to do when employees refuse to take holiday?


Some employees do not wish to take holiday, or only wish to take part of it. This is contrary to the purpose of the Holiday Act, which is to ensure rest and recuperation. As the employer, you are responsible for ensuring that the holiday is actually taken.


What applies to employees over the age of 60?


Employees who turn 60 during the holiday year are entitled to an additional week of holiday. They may decide the timing of this extra week themselves, provided they give at least two weeks’ notice. The rest of the holiday is scheduled as usual by the employer.


Note: There is no additional possibility to transfer holiday days for employees over the age of 60.


 
 

Can holiday days be carried over to the next year?


Yes, the Holiday Act allows the employer and the employee to enter into a written agreement to transfer up to two weeks of statutory holiday to the next holiday year. This must be agreed before the end of the current year. Contractual holiday days may also normally be carried over.


If the holiday has not been taken and no agreement has been made, the days must be transferred – they cannot be deleted, with the exception of four contractual days which may be compensated with salary.

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