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Manage leave and absence

As a manager you are responsible for ensuring that leave and absence are handled fairly and in accordance with KTH's guidelines. You are responsible for holiday planning and supporting employees in reporting their leave and absence correctly.

Your responsibilities as a manager

Some types of leave are a right that the employee can claim, regulated by laws and agreements. Other types of leave may be granted based on the needs of the organisation and must be assessed individually. As a manager, you are responsible for following KTH’s guidelines for approving leave and absence. You should also remind your employees of their responsibility to report leave and absence in KTH-HR.

Don't forget to approve

As a manager, you need to approve each period/month in KTH-HR for each employee. 

Guides in KTH-HR for managers

Support your employees

For research and teaching staff, there may be challenges in managing leave and absence due to the flexibility of working hours and self-management. As a manager in any part of KTH, you should support employees in reporting leave and absence correctly so that everyone receives the same rights and obligations associated with their employment.

Planning and managing holidays

As a manager, you are responsible for planning your employees’ holidays and ensuring they take the required number of days each year. At KTH, there are two methods for reporting holidays; the form method and the pattern method. The number of days permitted per year depends on the employees’ age. Managing holidays is a year-round process. At the beginning of the year, you should remind everyone to plan his or her annual holiday and check if anyone in your team using the form method has a large number of holidays saved. In December, you manage any remaining vacation days for the year.
Holidays and holiday methods

Important dates for planning holidays

  • March: Summer holiday planning begins.
  • April: Approve or reschedule holidays for your group by the end of April.
  • 15 May: Last day to submit requests to save holiday days from the current year (for those with form method).
  • June – August: Employees must take at least 20 consecutive holiday days (4 weeks).
  • October: Follow-up on holiday usage.
  • December: Handle remaining holidays that might still not be used.
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Page responsible:Helene Malstrand
Belongs to: KTH Intranet
Last changed: Feb 07, 2025
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