Carrying Over or Forfeiting Leave
What the rules say about untaken annual leave — including when it is forfeited, the limited carry-over allowance, and what happens to outstanding leave before retirement, secondment, or during a notice period. Knowing these rules helps you avoid losing leave entitlements.
Understand the Basic Rule: Leave Must Be Taken in the Year It Is Earned
Annual leave is intended to be taken in the leave year in which it is earned. The General Orders do not provide for accumulation of large leave balances: leave that is not taken by the end of the leave year is normally forfeited. There is no automatic entitlement to payment in lieu of untaken leave, nor is there a right to carry forward an unlimited balance. It is your responsibility — and your supervisor's responsibility — to plan and schedule leave so that it is taken within the year.
Limited Carry-Over Is Possible With Supervisor's Permission
Where operational requirements genuinely prevented you from taking all your leave within the leave year, you may apply to carry forward a limited balance to the following year. Under departmental policy, up to 5 working days may typically be carried forward with written approval from your supervisor or Head of Department. Any balance above 5 days is forfeited at year-end and cannot be recovered. Always obtain written approval for carry-over before the year ends — retrospective approval is unlikely to be granted.
All Leave Must Be Taken Before Retirement — Or It Is Lost
An officer who is approaching retirement must take all outstanding leave before their retirement date. Leave that remains untaken at the point of retirement is forfeited: there is no provision for payment in lieu of untaken leave upon retirement under the General Orders. If you are planning to retire, work with your Head of Department well in advance to schedule and take your outstanding leave balance before your retirement date.
All Leave Must Be Taken Before Secondment — Or It Is Forfeited
Similarly, if you are being seconded to another organisation, institution, or government body, you must take all outstanding annual leave before the secondment begins. Leave balances do not transfer with you on secondment. Any untaken leave at the start of your secondment is forfeited. The period of secondment is governed by the terms of the secondment agreement, which sets out your leave entitlements during the secondment separately.
Leave During the Notice Period
If you resign from the civil service or are dismissed and are serving a notice period, outstanding leave may be taken during the notice period if your Head of Department agrees. Alternatively, at the discretion of management, the outstanding leave may be used to reduce the notice period — effectively bringing forward your last day in the office. You are not automatically entitled to payment in lieu of outstanding leave upon resignation. Confirm the arrangements in writing with your Head of Department before your notice period begins.
Monitor Your Leave Balance Proactively
Do not wait for your department to alert you that you have untaken leave. Ask your HR or finance section for your current leave balance at the start of each quarter. Plan your leave early, especially if you know that a secondment, retirement, or departure is approaching. If your supervisor repeatedly defers your approved leave due to service needs, document each deferral in writing so that you have a record if you later need to seek carry-over permission.