All civil servants at Leuphana University of Lüneburg are generally entitled to 30 days of vacation leave per calendar year in accordance with Section 8 of the Lower Saxony Vacation Leave Ordinance (Nds. EUrlVO). This entitlement also applies to part-time employees. The leave must be taken by September 30 of the following year. Vacation days from the previous year that have not been taken by September 30 at the latest are forfeited.
Vacation entitlement on termination of employment: Please ensure that you claim any accrued vacation entitlement in good time before the existing employment or service relationship ends - continuously if possible. This is also to avoid the accumulation of high vacation entitlements at the end of the employment relationship. If you do not claim your vacation, it will be forfeited. There is no provision for compensation.
All civil servants at Leuphana University of Lüneburg are generally entitled to apply for special leave for the following purposes, in accordance with the Lower Saxony Special Leave Ordinance (Nds. SUrlVO):
- Leave for education, training and sporting events,
- Leave for the purposes of trade unions, political parties, churches, organisations and associations,
- Leave for the performance of civic duties,
- Leave for activities in inter- or supranational institutions or in development cooperation,
- Leave for personal reasons,
- Leave for supervision, care or nursing,
- Leave for health cures,
- Leave to organise and secure acutely required care.
SPECIAL LEAVE FOR OTHER REASONS WITH LOSS OF REMUNERATION
Special leave for other reasons can be granted in accordance with Section 11, Paragraph 1, Sentence 1 of the SUrlVO with forfeiture of remuneration if there is an important reason and there are no official reasons to the contrary. According to this regulation, special leave can be granted, for example, to carry out an academic activity at home or abroad (e.g. at another university) if the activity does not fall under the official duties to be performed for Leuphana University of Lüneburg. In this case, it must first be decided whether this activity is related to the main office or is performed as a secondary activity.
- If the activities are official duties, the costs incurred due to the travel and the stay can be accounted for as business trips or business trips abroad within the framework of the applicable travel expenses law. All information on applying for a business trip can be found here.
- However, if no official duties are performed at the place of stay and the activity is not a secondary activity, special leave must be applied for with reference to section 11, paragraph 1 of the Nds SUrlVO.
SPECIAL LEAVE FOR OTHER REASONS WITH CONTINUED PAYMENT OF REMUNERATION
Special leave for other reasons pursuant to section 11, paragraph 1, sentence 1 of the Nds. SUrlVO is generally granted without pay. If this leave also serves official interests, the monthly salary may continue to be paid in accordance with section 11, paragraph 2 of the Nds.
Pursuant to Section 14 (4) of the Nds. SUrlVO, allowances from other sources, e.g. in the context of a visiting professorship or a scholarship, shall be appropriately taken into account when continuing to grant remuneration. The deduction of the allowance from the remuneration shall be reduced by certain personal expenses incurred on the occasion of the stay abroad. Personal expenses include the costs of travel to and from the place of residence, accommodation and meals abroad, as well as other incidental costs, such as the costs of applying for a visa or renting a vehicle or similar.
As long as the costs of accommodation and meals abroad do not exceed the rates of the accommodation allowance or the daily allowance according to the Ordinance on Travel Expenses Abroad, they do not have to be documented. In this case, the corresponding rates according to the Foreign Travel Expenses Ordinance are automatically taken into account in the settlement of accounts. Other incidental expenses incurred on the occasion of the trip, which are to be included in the settlement, must be documented.
Under certain circumstances, civil servants at Leuphana can apply for time off from work for personal reasons with continued payment of their salary, provided they are not already on leave (e.g. through recreational leave, special leave or incapacity to work due to illness). The following are examples of reasons for time off for personal reasons:
- Childbirth of wife or civil partner within the meaning of the Civil Partnership Act (in the case of civil servants also in the case of the childbirth of an unmarried civil partner): 1 working day.
- Death of spouse, death of civil partner within the meaning of the Civil Partnership Act, death of a child or a parent (in the case of civil servants also in the case of death of an unmarried civil partner): 2 working days (in principle, application must be made promptly, i.e. up to approx. 1 week after the event. The two days do not have to be taken contiguously).
- Move to another location for business or company reasons (not for moves for private reasons): 1 day within Germany, 2 days if moving to or from abroad.
- 25-, 40- or 50-year service anniversary if applied for promptly, i.e. up to approx. 1 week after the event: 1 working day.
- Serious illnesses, e.g. of a relative, a child, a carer: In this case, please contact the Human Resources Department (see below for contact persons).
Please contact the Human Resources Department for clarification of the requirements for other occasions.
- Clarify substitution: If necessary, clarify who can stand in for you during your leave.
- Obtain approval: Coordinate your planned leave with your line manager. Supervisors decide on the form of agreement (e.g. verbally, by email or using a leave request form). Supervisors must ensure that the approved leave periods are adhered to. Deviations must be reported to the HR department (urlaub@leuphana.de).
- Create vacation days in the time recording system: Enter the vacation days agreed with your:m supervisor in the SAP time recording system under "Create vacation". Detailed instructions can be found in the SAP Time Recording manual. Your line manager will receive an e-mail informing them of the vacation days you have entered.
- Take vacation: Separate approval from the HR department is not required. You can take your vacation directly
PROCESS: CANCEL FUTURE VACATION
If your vacation plans have changed and you want to delete vacation days that have already been entered and/or recorded in the time recording system, you can cancel them directly via the time recording system. A detailed description can be found in the SAP Time Recording manual.
PROCESS: CANCEL LEAVE RETROACTIVELY
If you fall ill during your vacation, you can apply to cancel vacation days that have already been approved. In the event of illness, a medical certificate from the first day of illness is required. In such cases, please fill out the "Sick and Health Notification" form (see "Illness" page) and send it to the Human Resources department. Cancellation of vacation days also always requires the approval of your superior.