In the world of construction and field services, teams are rarely confined to a single location. Whether your team is working on-site, in the office, or a mix of both, managing leave effectively can be a challenge. Add to that the legalities surrounding paid time off (PTO) and it can feel like a daunting task.

By understanding the key aspects of leave management and adhering to legal requirements, employers can ensure that they maintain a fair and efficient system for all employees. In our second instalment of Tricks of the Trade, we've created a guide of best practice on managing leave for spread-out teams. Let's go!

Understanding Different Types of Leave

Before diving into various leave management strategies, it’s important to recognise the different types of leave employees might request. These can vary by company policies, and employee roles. Common types of leave include:

Annual Leave (Paid Time Off or PTO): This is the most common type of leave, allowing employees to take time off for rest and relaxation.
Sick Leave: Employees can take time off when they are unwell or need to attend medical appointments.
Parental Leave: This includes leave for maternity, paternity or adoption.
Public Holidays: Employees should know which public holidays apply to them based on their location and contracted entitlement.
Unpaid Leave: When employees need additional (authorised) time off, but it is not compensated, this would be unpaid leave.
Compassionate Leave: Whilst this is not a legal requirement, employers are encouraged to be flexible and understanding regarding emergencies involving dependants.

For businesses with spread out or remote teams, it's important to have a clear policy outlining which types of leave are available to each employee, whether they are on site or not, and how much leave they can take.

Paid Time Off (PTO) in the UK: The Laws

In the UK, the law sets out clear regulations regarding paid annual leave for workers. Under the Working Time Regulations 1998, full time employees are entitled to a minimum of 28 days of paid holiday per year. This can include public holidays, or can be offered separate to public holidays.

The key legalities you need to consider when managing leave for employees in the UK:

Entitlement to Leave: Full-time UK employees are entitled to a minimum of 28 days (or 5.6 weeks) of paid annual leave per year, which can include public holidays, depending on the employer’s policy. Employees should be able to use this leave as and when they choose (circumstances permitting).
Pro-rata Leave for Part-Time Workers: Employees working fewer than five days per week (such as part-time workers) are still entitled to annual leave. However, their leave entitlement should be calculated pro-rata based on the number of days they work per week. Tools like this Gov.uk leave calculator are great for calculating pro-rata leave for part-time employees, or those who joined part way through a leave year.
Carrying Over Leave: Employees in the UK are allowed to carry over unused leave into the following year. However, this is subject to specific conditions, and employers may set a limit on how much leave can be carried over.
Sick Leave and Pay: In the UK, statutory sick pay (SSP) is available to employees who are off work due to illness. However, employees need to have been off work for at least four days to be eligible for SSP.
Paid vs. Unpaid Leave: While employees in the UK are entitled to paid leave, additional leave beyond the statutory minimum (such as unpaid leave) can be provided by employers depending on company policies.

Best Practices for Managing Leave for Spread Out Teams

Managing leave for spread out teams requires organisation, clear communication, and flexibility. Here are some things to consider for smooth leave management:

1. Implement a Leave Management System

For a spread out team, relying on spreadsheets or manual tracking can quickly become a nightmare. Who is off when? Why are so many people off at once? How many days leave do I have left? Instead, utilise a leave management system that centralises requests, approvals, and tracking. This system should be accessible to all employees regardless of their location or role, making it easier for managers to monitor leave balances and ensure compliance with company policies and legal requirements. There are lots of questions to ask when looking for a suitable leave management system. Some things to consider when implementing a leave management system-

Does it include time tracking? To make timesheets and payroll easier, leave should be linked with timesheets, to avoid back and fourth between systems.
Can you limit the number of employees off at any given time? So you’re not left short staffed, especially during busy periods or important projects.
Can you create custom leave types for specific scenarios? Such as training days, paid or unpaid, etc.
Can you deduct public holidays? This should be optional, to suit the needs of your business, and whether employees public holiday allowance differs role to role.
Can you manage sickness? Keep track of who is off sick, how many days they have been off, and avoid unexplained gaps in timesheets.
Can you implement a minimum notice for leave requests? Stay organised, efficient and on track by avoiding last minute leave requests throwing a spanner in your resource allocation works.
Can time in lieu be added? For those ad hoc days, whether reward or reimbursement for working an irregular day, TOIL is an important feature to consider.
Can leave be managed in hours rather than days? If you track leave in hours, you don't want to restructure and calculate entitlement in days. Look for a tool that gives you the option to choose what best suits your business.
Can you choose who approves leave? Whether this will be a Project/Site Manager, Office Administrator or another senior role - you should be able to have a say in who will manage leave for specific employees. Avoiding any bottleneck situations.

User friendly apps, such as TimeKeeper offer customisable leave rules which can be configured to suit your construction or field services business.

2. Communicate Expectations Clearly

Employees need to understand the process for requesting time off and any deadlines for submitting leave requests. This includes ensuring that all employees, whether on site or not, know:

The required notice period for different types of leave.
How far in advance they need to submit holiday requests.
Any blackout periods or busy seasons when leave may be restricted.
Any specific regional holidays that may be observed in different locations.
Their total entitlement, when this renews and any limits for leave rolling over.

3. Keep Flexibility in Mind

Flexibility is essential for managing leave in a remote or on site environment. Some employees may need to take time off unexpectedly, or they may work unconventional hours. It’s important to create a leave policy that allows for a reasonable amount of flexibility, for all employee roles, while still ensuring that the operational needs of the business are met.

4. Regularly Review and Update Leave Balances

Ensure that leave balances are regularly updated in your system (if not automatic) and employees are informed about their remaining balance or able to check this themselves. Keeping on top of this, allows employees to plan their time off accordingly and prevents confusion later down the line. Transparent organisation is key when managing leave across different teams and locations.

5. Supporting Mental Health and Wellbeing

With widespread teams becoming more common, managing employee mental health and well being is an essential part of leave management.

Encourage employees to take their full leave entitlement within a leave year, rather then carrying excessive leave over. This will go a long way in avoiding burnout and fostering a healthier work-life balance, resulting in better quality work.

During the leave year of 2023-2024, a whopping two thirds of UK workers did not take their full leave entitlement. Create a culture where employees feel comfortable requesting time off without any anxieties or concerns, the fear of being judged, or having their work be impacted or left to stack up. Employees can use their leave however they would like to for rest and relaxation, whether they need a day for physical rest or mental health recovery, planning a holiday away or a simple afternoon off. Employees should be able to take their leave, and return to work feeling refreshed and ready to go.

Conclusion

Managing leave for a team of widespread employees on site or remote is a balancing act. By implementing clear policies, using centralised systems, and keeping employees informed about their rights and responsibilities, you can efficiently manage leave while ensuring compliance with the law.

In the UK, it’s particularly important to understand and adhere to the statutory requirements regarding paid time off to ensure that all employees, whether remote or on site, are treated fairly.

If you maintain flexibility, transparency, and effective communication, you’ll create a work environment that supports employee wellbeing and business success, no matter where your team members are located.

That's a wrap on our second instalment of Tricks of the Trade! If you missed the first one, where we covered time tracking for construction companies, you can check that out here. Keep your eyes peeled for part three!