*Update 16.05.202 since this is a version of part-time the number of days of annual leave is reduced proportionately.*

Original article: For many of us, the coronavirus crisis means we cannot visit our relatives back home, in particular older members of our families. Some of them suffer from isolation and anxiety and badly miss our support. Once the crisis calms down, we will need to catch up with them and make sure that they go back to a normal life as quickly as possible. Of course, we can use our regular leave days for that purpose. However, if your annual leave days are not sufficient, there is a little-known possibility offered by the staff regulations to supplement them: time-credit leave.

What is it?

The time-credit arrangement is provided for in Article 3 of Commission decision C(2015) 9720. Additional leave days can be “bought” by foregoing part of our salaries. The decision sets a specific number of days (10.5 or 21 days in each “purchase”, and up to 42 days in total in the space of a year  if the request is renewed) and from our chosen start date our salary is proportionally reduced during a certain number of months (half a month or one month, and up to two months a year if renewed).

What type of leave can I request? [1]

? = we don’t see a clear statement on this

The procedure:

Officials wishing to request time-credit leave (also, confusingly, called Special part-time work: ‘time credits’) must apply via Sysper2. The request will first go through their line manager(s) (who give an opinion) and then to the appointing authority. The application must specify a reason for the request and its duration (10.5 or 21 days). Like any other period of part-time work, the request to be paid 50% must concern a period that starts on the first day of a month, except in specific cases. Applications for authorisation to work part time may not be refused or postponed if the reason for the request is to look after children under the age of nine or after a parent who is seriously ill (medical certificate needed). The request must also specify whether to continue or proportionally reduce the pension contributions (e.g. 100% or only 50% and pension rights accrued during the period are reduced accordingly). The days “bought” via the time-credit scheme must be used within the 12 months following the beginning of the period covered by the request (i.e. time credit days are not subject to the 12-day limit for annual leave to pass from one (natural) year to the next) and the start date must be specified upfront (this will be the date from which your salary is reduced, but you can take the days at any time, so long as you do not take more than half of a month at once of time-credit leave).

If, for whatever reason, you need to change your plans, no worries, work patterns granted to accumulate time credits can be used at any time up to one year from the start date you specified or, alternatively, they can be withdrawn: you may request the appointing authority withdraw the authorisation for this part-time work regime before expiry of the period for which it is granted. Such a withdrawal entails the refund by the administration of the days originally acquired by the staff member. Withdrawal of authorisation can officially only take place for full batches of 10.5 days of time credits. However, in practice, where the staff member has used part of the 10.5 days of time credits, it remains possible to withdraw the authorisation and to convert used days of time credits (part of a batch) into used days of annual leave. In that case, the administration refunds the original salary reduction for the 10.5 days of time credits which are no longer required.

Of direct relevance to the current situation, DG HR confirmed recently that it can cancel work patterns granted before the Covid-19 crisis for those who have to change their summer plans because of the impossibility to travel. It should be possible to withdraw work patterns from 1st of April onward. However, the rules on annual leave are not so flexible concerning the carry-over of more than 12 days to the next year. If for one reason or another you are left with more than 12 days of annual leave at the end of 2020, then the annual leave exceeding 12 days will be lost, except under restrictive conditions that need to be accepted by your hierarchy. Thus, do not ask for time credits if in parallel you have a significant backlog of other leave days that you are not 100% sure to be able to use this year. Furthermore, please keep in mind that if you plan to withdraw a time-credit request this should be done three months in advance [2].

A word from Generation 2004:

The time-credit scheme completes the parental-leave and the family-leave schemes. Parental leave is essentially reserved for parents of children under the age of 12. Family leave is for staff members whose parents have a serious illness (justified by a medical certificate). These types of leave are more generous than time credits in the sense that the institution grants an allowance during a few months even if you do not work and pays your full pension contributions while you are absent.

Time credits, on the other hand, are more flexible and can be used in combination with annual leave and flexitime e.g. to take a period of leave of over half a month in length. Time credits are open to staff members who do not fulfil the strict conditions associated with the parental/family leaves [3]. They can also be used by those who have used up their parental and family leave possibilities. For those considering a couple of months of leave, time credit also has certain advantages over leave on personal grounds (CCP) [Congé de Convenance Personnelle] in that you continue to be covered by the JSIS and it does not affect your seniority to participate in a promotion exercise.

The Staff Regulations therefore provide a number of ways to free up your time to look after your close relatives or just to make your personal dreams happen. Because it takes time to process the requests, you should already think about whether you will need to use time credits or other forms of leave in the coming months.

Finally, do not forget that under some circumstances, this leave is a right that your hierarchy cannot refuse. Work/life balance is important and Generation 2004 will do its best to keep informing you on your rights.

Check out Sysper2 for options: Time management > Part-time work, parental & family leave > Workpattern/Request a new work pattern > [date] > Time credits (special part time).

For any questions do not hesitate to get in touch or leave a comment below.

If you appreciate our work, please consider becoming a member of Generation 2004

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[1] What is the difference between unpaid leave and CCP? Unpaid leave appears to be more restricted in terms of time. If there are other differences, please let us know and we’ll add them here!

[2] Cancel/withdraw time credit via the staff matters portal and payment is returned with your salary (the response should tell you in which month it will be paid).

[3] e.g. our colleague (single, no children) used it for long-distance sailing.

Obsolete updates

*Update 23.10.2024 see our note on unpaid leave for Contract Agents.*

Update 29.06.2023 pension contributions are always still made during this type of leave.

Update 19.12.2022 at the request of a colleague we have added a table.