Electronic Holiday System Not Working So Being Told Cannot Take Holidays?!

[buffymad]

Another question from my other half's ridiculous workplace (he's really got to get out of there!).

They've recently put in an electronic holiday request system whereby employee electronically requests what holidays they want, it goes to their line manager (electronically again) to approve and then goes through to HR to put in the system. He's managed to request holidays which are showing as pending - this is because his line manager cannot see the requests coming through as the system isn't working (others having problems too).

He's been told by line manager if he cannot accept the holidays coz of the system not working, he cannot have them! Surely that cannot be right! One of those holidays is for a funeral and is for a family court hearing - surely they're not saying he cannot attend because the system isn't working? He was also told if he took those days off without the holiday being accepted, he'd not get paid.

Apparently HR have been told about this but say it's up to the line manager to sort - not sure why its landed on his plate?

So my question is, can they legally do that? Surely if they've got something like that in place then it needs to be working. Can they say no one can take holidays until the system is sorted?!

Its a national firm so not a tiny little place who doesn't know what they're doing either. Then again, they've messed up his wages so many times it shouldn't surprise me.

What steps should he be taking about this please?

[EDDIE51]

This is the sort of situation where it would be very useful to be in a Union. Exactly the sort of problem a union rep would sort out.
In his situation I would just go to the line manager in person and ask him to confirm the holidays in writing rather than trust the system to do it.

[bednobs]

as far as i'm aware, your employer is at liberty to specify on which dates they want you to take holdays (as long as they give you the statuory minimum it's legal). there is no obligation for employers to give you time off for funerals

[bednobs]

as far as i'm aware, your employer is at liberty to specify on which dates they want you to take holdays (as long as they give you the statuory minimum it's legal). there is no obligation for employers to give you time off for funerals

[EDDIE51]

The HR dept and the management need a kick up the backside, just passing the buck is no use to anyone. As I said I would just write the holiday request dates on a sheet of paper and get the line manager to sign it as approved . Then if he does not get paid he has a rock solid case against them .

[TWR]

If he's typed in his request & the E. Machine show system not working, ask him to take a pic of this on his phone, that will be dated for reference, when asking the line manager regards his hols, try and get a witness present, as said it's their job to sort out the faulty System.

[buffymad]

It's his line manager who says he cannot take them if he can't accept them coz of the system not working!

I think it would be harsh to not be allowed a holiday for a family member's funeral, especially when he's not asking for compassionate leave either.

What happens if system still not working a few months later and no one has taken their holiday entitlement before year end though? Surely it's got to be sorted?

Agree with union. Don't think they have one but how do you go about that please?

[TWR]

Contact GTWU For information, If you want to back dated they will, they will give you the info you need.

[chelle7272]

Could he contact HR directly?

[EDDIE51]

There will be a Union that deals with his industry, they will allow him to join and then represent him even if he is the only person in the company who is a member.
Here is the TUC 'Find a Union' page
https://www.tuc.org.uk/join-union

[buffymad]

Thank you for the link Eddie51.

Yep, they're completely hopeless and never take responsibility for anything!

Just don't understand how they can put a system in place that they admit they're having trouble with and then the employees are the ones that suffer because of it!

[EDDIE51]

From what you say the Union rep will be sorely needed. I think your OH may not be the only person in his company who joins.

[THECORBYLOON]

Playing Devil's Advocate here, I don't know the size of section involved but what is the Manager expected to do if say ten more folk ask for days off in the same week? No doubt they have a maximum for the number of folk allowed of on a day/in a week but how will he know if the system's not working? How can he agree to folk having time off if he doesn't know how many are off already?

If the requests are made electronically, is it by e-mail? How are they notified of the outcomes? If that's by e-mail, could the staff not be asked to submit those outcome e-mails so that the information can reconstructed?

[buffymad]

Holidays need to be cleared in person with line manager first. There's only 3 in the team and they all talk to each other so no problems there! Holiday then requested through electronic system. That should then appear on line manager's computer for him to approve electronically - but it doesn't! HR have confirmed that system isn't really working and there's lots of problems ...

[jno]

then your line manger needs to ignore HR until their system is working properly. Why can't he just do so? That's what line managers are for.

[Peter Pedant]

// as far as i'm aware, your employer is at liberty to specify on which dates they want you to take holidays (as long as they give you the statutory minimum it's legal).//

so long as they dont say at the end of the leave year
oops no one has been able to take all their holiday.....
and so you have lost it.

family court - I would just turn up and say - the judge ordered me to attend and I complied without your electronic system working

and yes join a union

[Peter Pedant]

we had this at work
and just ran a departmental diary with a rule "only x off at one time" - otherwise you get a pile up at the leave year's end.

which they engineered at one time
"everyone will have a leave year Jan 1 to Dec 31" which was a change from the day of appointment and 365 d hence

[ if you work it out on pen and paper you get extra leave ! ( only pay back in the final months before retirement which is worth the wait!]

and then they couldnt run the firm at Christmas ....

- incredible - again it was a nationalised body
nation-wide I mean