Shorter working year

Page updated 14 May 2024

The Shorter Working Year scheme enables employees to take unpaid leave of up to 13 weeks with the possibility of spreading the reduced salary over a 12-month period*.

*Please note, the reduced pay 12-month salary spread arrangement is no longer available for 2024.

In the section below you can find out more about the background to the scheme, how to apply and what terms and conditions are associated with it.

Key features of the scheme

The Shorter Working Year Scheme was announced in the Spring Budget 2009 as a cost saving measure.  This Scheme was initially run for 3 years, however the Department of Education and Skills have now confirmed that it will continue indefinitely, until advised otherwise by the Department.

• The scheme is open to all permanent and temporary employees of the University. 
• Employees on probation at the time it is proposed to take the unpaid special leave are not entitled to participate.
• Employees with an annual leave allowance of over 20 days will have their leave reduced on a pro rata basis in accordance with paragraph 5 of Circular 14/2009.

How can leave be taken?

• Under the terms of the scheme, an employee may apply on an annual basis for unpaid special leave of up to 13 consecutive weeks. 
  • Leave can be taken as 1 continuous period, or as a maximum of 3 separate periods. 
  • Applications must be made in the year prior to taking the leave if reduced pay is to be spread over a 12 month period.
• Where the leave requested is for a period of between 2 and 13 weeks, staff may request to have their reduced pay spread over a 12 month period. Applications must be made in the year prior to taking the leave if reduced pay is to be spread over a 12 month period.

Process for Applying for the Shorter Working Year Scheme

If you are interested in this scheme, you will need to initiate discussions with your Head of School/Unit as soon as possible. If you plan to have your reduced pay spread over a 12-month period in 2025, you will need to submit your application to your Head of School/Unit for approval by Friday, 15th November 2024.

The Shorter Working Year Application Form must then be returned by the Head of School/Unit to (opens in a new window)hrhelpdesk@ucd.ie:

• By Friday, 29th November 2024 if you have requested that your reduced pay be spread over a 12-month period in 2025 or
• At least 4 weeks before you commence your leave in all other cases.

It should be noted that while each case will be considered on its merits, in accordance with the rules of the schemes, the University will be in a position to refuse applications in the context of operational and/or service delivery requirements and will also have regard to School/Unit staff plans and any prevailing policies on replacements.

Queries may be sent to (opens in a new window)hrhelpdesk@ucd.ie

What happens next?

You will receive an email from UCD HR confirming:

• Receipt of your Shorter Working Year Application Form
• Your shorter working year dates

Links

• Revised Circular 14/09: Shorter Working Year Scheme
• Circular 14 - FAQ's Shorter Working Year Scheme

Forms

• Shorter Working Year Application Form