Vacation and time off work

All employees covered by collective agreements (including trainees) of Leuphana University of Lüneburg - both full-time and part-time employees - are generally entitled to 30 days of vacation per calendar year in accordance with Section 26 TV-L. According to § 26 TV-L, vacation must be granted in the current calendar year. Vacation days from the previous year that have not been taken by September 30 at the latest are forfeited.

In accordance with § 4 BUrlG, the full vacation entitlement is earned for the first time after six months of employment, irrespective of any shorter probationary period agreed in the employment contract. Please ensure that you claim any accrued vacation entitlements in good time before the end of the existing employment or service relationship - 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.

Maternity protection and parental leave: Leuphana employees who have not received their vacation leave or have not received it in full before the start of the employment ban under the Maternity Protection Act or before the start of parental leave can claim the remaining vacation leave after the end of the maternity protection or parental leave in the current or next vacation year. You will be informed in writing about the amount and expiry date of your leave entitlement by the Human Resources and Legal Department.

Leuphana employees covered by collective agreements are entitled to educational leave for the first time 6 months after the start of their employment relationship. The entitlement comprises 5 working days within the current calendar year. However, you can only claim your educational leave for events that are recognized under the Lower Saxony Educational Leave Act. Please enclose a corresponding certificate with your application.

Under certain circumstances, Leuphana employees can apply for a leave of absence for personal reasons with continued payment of their salary or remuneration, provided they are not already on leave (e.g. due to vacation or incapacity to work due to illness). The following are examples of reasons for taking time off work for personal reasons:

• Birth of a spouse or civil partner within the meaning of the Civil Partnership Act (for civil servants also in the case of the birth of an unmarried civil partner): 1 working day.
• Death of a spouse, death of a civil partner within the meaning of the Civil Partnership Act, death of a child or a parent (for civil servants also in the event of the death of a non-married civil partner): 2 working days (in principle, the application must be submitted promptly, i.e. up to approx. 1 week after the event. The two days do not have to be taken consecutively).
• Relocation to another location for work or business reasons (not for relocations for private reasons): 1 working day.
• 25th and 40th anniversary of service if applied for promptly, i.e. up to approx. 1 week after the event: 1 working day.
• Serious illness, e.g. of a relative, a child, a carer: In this case, please contact the Human Resources department (see below for contact persons).
• Care of close relatives, e.g. parents, children, partners or carers: Leuphana has concluded a service agreement on the compatibility of work and care responsibilities, which you can find under Principles - Service Agreements on the intranet. Here you will also find more detailed information on leave of absence under the Care Act and the Family Care Act

Please contact the Human Resources department to clarify the requirements for other reasons.

1. Clarify substitution: If necessary, clarify who can stand in for you during your leave.
2. 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). If the employee's vacation requests conflict with urgent operational concerns or the vacation requests of other employees who deserve priority from a social point of view, superiors can reject the vacation request. This must be done in writing. If a leave request is rejected, employees can informally request the co-determination of the Staff Council by sending an email to urlaub@leuphana.de.
3. Enter vacation 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.
4. Take vacation: Separate approval from the HR department is not required. You can take your vacation directly.

If you fall ill during your vacation, you can apply for cancellation of 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.

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.

Only general recreational leave is created in the system. All other leave is considered special leave (e.g. educational leave) and is still processed and created by colleagues in the HR department.

1. Complete the special leave application: Complete the special leave application: Fill out the APPLICATION FORT SPECIAL LEAVE. Sign the application by hand or digitally (signature with DFN certificate).
2. Clarify representation: If necessary, clarify your representation and have your representative also sign the application.
3. Obtain approval: Agree your leave request with your line manager and have them sign it. Supervisors must ensure that the approved leave periods are adhered to. Any deviations must be reported to the Human Resources department (urlaub@leuphana.de).
4. Submit application: Please send your application to the Human Resources department at urlaub@leuphana.de at least 14 days before the start of the leave or leave of absence. As a rule, educational leave must be applied for at least 4 weeks in advance with proof that the training event is recognized in accordance with the Lower Saxony Educational Leave Act (NBildUG). A certificate of attendance must be submitted at the end of the training leave.
5. Wait for approval: The department responsible for human resources will check your application for possible contractual changes and your entitlement to special leave and inform you whether your application for special leave has been approved.
6.  Take special leave: Please note that special leave may only be taken with the prior approval of the Human Resources department.

To enable you to easily fill out, sign and save writable pdf forms, they should be downloaded to the computer and saved. Use the free Adobe Acrobat Reader or the Adobe Pro version to fill them out and use the DFN certificate (instructions) for digital signatures.