Selling Annual leave

The September 2023 sell annual leave request window is now closed - details on future windows will be included further down the page when they become available.

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Selling annual leave application window and approval dates

Date application window opens Date application needs to be submitted by Line / Budget Manager approvals by Confirmation of payments to employees by Final withdrawal date by employee Salary month payment will be made in Date updates made in Nextra/EASY
4th September 2023 17th September 2023 1st October 2023 27th October 2023 3rd November 2023 November 2023 30th November 2023


Number of hours to sell

You can sell up to 37.5 hours (pro rata for part-time employees) in total during the 2023/24 leave year.   If you have bought leave in 2023/24, you will not be able to sell it during this window.


How to apply to sell annual leave

If you want to request to sell leave for the 2023/24 window follow the process below:

  • Discuss and agree your annual leave requirements with your manager. They need to approve any application you submit
  • Read the 'Buy and Sell Annual Leave Arrangements' before applying, along with the 'Buy and Sell Annual Leave Frequently Asked Questions' 
  • Complete and save the Selling Annual Leave Calculator* to estimate the payment amount. See table below for support on what payslips and salary to use to complete your calculator
  • Complete the selling annual leave request form* and attach the Calculator estimate spreadsheet. Note. you only need to add your salary in the 'Current full time annual salary' field. Do not add it in the Allowance section.  
  • Submit by the deadline date outlined above for the relevant application window
  • Your request will then go to your Line Manager and Budget Manager for review and approval or rejection
  • You will receive an automated email update when your Line Manager and then your Budget Manager has approved / rejected your request
  • All approved requests will be reviewed and you will receive confirmation of the payment you will receive before the date outlined above
  • You then have a week to withdraw your request if you have changed your mind by contacting HR Direct 

*You must be connected to the NHSBT network in order to access the calculator and request form.


Issues with accessing the sell annual leave form

You must be connected to the NHSBT network in order to access the calculator and request form.  Therefore if you are having problems downloading the form use the Issues with the Buy/Sell Leave form guidance on how to access the form.


How to apply if you are on non-standard hours / are a Clinician

If you are on a non-standard working week (e.g. more than 37.5 hours or pro rata) contact HR Direct and log your interest, they will then organise with the relevant team to get your request processed.


Salary and payslip dates used to calculate the cost

Below are the details of the salary and payslips to use on you Selling Annual Leave calculator.  You only need to add your salary in the 'Current full time annual salary' field. Do not add it in the Allowance section. 

Please complete the sell annual leave calculation with the values showing on your relevant payslip.  When the calculation is checked by Pay Support, the values will be increased with the Pay Award effective from 1st April 2023.  When the calculation is confirmed to you, there will be an additional entry called ‘April Pay Award’ which will show the percentage uplifted value.

Previous window details:

Date application window opens Salary date to use for calculator Payslips dates to be used for variable salary details on calculator Salary month payment will be made in Updates made in Nextra/EASY
5th September 2022 August 2022  May 2022 to July 2022  November 2022 30th November 2022
January 2023 December 2022 September 2022 to November 2022 March 2023 17th March 2023

Note: The payment will be made in a one-off lump sum in your salary and will be subject to Tax and National Insurance (NI).


Non-standard leave year applications

If your leave year runs from the anniversary of your start date you will still need to request to sell annual leave during one of the sell leave window, which ever one is the first to open after the anniversary of your start date. 


How to approve or reject a sell leave request  

The deadline for all approvals (Line Manger and Budget Manager) for the September sell leave window is Sunday, 1st October 2023.

Once an application is submitted by your employee you will receive an email from 'NHSBT Notification'. The Subject title will be ‘ACTION REQUIRED: Selling Annual Leave Approval Request’. A reminder email will be sent out every 24 hours until the request is approved or rejected.

  • Review the email - this will detail the request your employee has submitted
  • Discuss and agree with your employees their request
  • Approve or reject their request using the 'approve' or 'reject' links on the email

Note: requests will also be subject to final NHSBT review before confirmation of whether any request can be fulfilled in full, or in part.

If you have any employees currently absent due to coronavirus, sickness, career break, external secondment, maternity, maternity support or parental leave who will be returning during the 2023/24 leave year you will need to provide them with the details of the scheme.  If they wish to apply but aren't able to access the form, please contact HR Direct.