Managing Employee Travel and Holiday Requests Over the Summer Holidays 

Why employee travel during the summer holidays creates challenges for employers

With children off school, employees are usually more eager to spend time with loved ones over the summer holidays and often travel to make the most of the allotted time off school. For employers, this can present unique challenges with managing schedules, maintaining productivity and accommodating time-off requests.

Balancing these needs effectively not only helps the business run smoothly but it also enhances employee morale by demonstrating respect for their work-life balance.

We take a look at the essential employment law considerations for holiday travel and share practical tips on creating flexible, fair policies that meet both operational needs and employees’ desires for holiday time off.

Can employees work remotely while travelling during the summer holidays?

When remote and flexible working can support holiday travel

During the summer holidays, allowing remote working can be a valuable way to accommodate employees who may wish to travel without using their entire annual leave entitlement.

By offering remote or flexible working options, where appropriate, employees may be able to travel domestically and work from a holiday location when feasible. This flexibility allows employees to spend time with family whilst still contributing to business needs.

Setting clear expectations for remote working during school holidays

Whilst remote working can be a helpful option, it is a discretionary arrangement rather than an automatic entitlement. Employers should therefore set clear expectations within their remote working policies.

Policies should cover communication, working hours and productivity, helping to ensure that work quality and deadlines are not compromised during periods of travel.

Employers may also wish to clarify whether remote working from different locations is permitted at all, and if so, whether this applies only within the UK. Setting expectations around availability during core working hours can help avoid misunderstandings and ensure consistent treatment across teams.

Data protection and security risks when employees work from different locations

If employees are working remotely from different locations, employers should ensure they have secure access to company systems, particularly where sensitive or confidential information is involved.

Using virtual private networks and multi factor authentication can help maintain data security. Employers may also wish to remind employees of their ongoing data protection obligations when working away from their usual workplace.

What happens if an employee is delayed while travelling during the holidays?

Support employees facing unavoidable travel issues

The summer holidays are often affected by travel disruption, including flight delays and increased demand on transport services. When unforeseen events leave an employee stranded, this can create challenges for both employers and employees.

If delays are genuinely beyond the employee’s control and they have communicated promptly, disciplinary action may be viewed as excessive or unreasonable.

When travel delays may be foreseeable and how employers should respond

Employees are, however, expected to plan for foreseeable disruption, such as strikes, public holidays or other pre announced travel issues. Employers should not be left short staffed where delays could reasonably have been anticipated and avoided with adequate preparation.

Alternatives to disciplinary action when delays are outside an employee’s control

Where delays are unavoidable, employers should consider practical alternatives to disciplinary action. These may include agreeing temporary remote working arrangements, using annual leave, making up lost time or, where appropriate, taking unpaid leave.

Taking a flexible and empathetic approach can help maintain positive working relationships whilst still respecting contractual obligations.

Whatever approach is taken, employers should aim to act consistently and keep a clear record of decisions made. This can help reduce the risk of disputes or grievances later on, particularly where similar situations arise across different teams.

Balancing business needs with employee wellbeing during the summer holidays

Ultimately, the aim is to maintain productivity whilst supporting employees’ desire to spend time with family or friends during the summer holidays.

When employers adopt a flexible and empathetic approach, employees are more likely to feel engaged and supported, contributing to a positive workplace culture.

Encouraging early planning, remaining open to adjustments and communicating expectations clearly can help ensure the holiday period is enjoyable rather than stressful for everyone involved.

Practical steps employers should take before the summer holiday period

Preparing in advance for the summer holiday period can help employers manage requests smoothly and avoid last minute disruption. Practical steps to consider include:

• reviewing holiday, flexible working and remote working policies to ensure they remain up to date and fit for purpose
• encouraging employees to submit holiday requests as early as possible
• clarifying expectations around availability, communication and working hours during periods of travel
• planning cover for peak periods where multiple requests are likely
• supporting managers to apply policies consistently across teams

Employers may also find it helpful to review how bank holidays are treated ahead of the summer period, particularly as there is a bank holiday during the school holidays. Setting out clear guidance in policies and staff contracts on whether bank holidays are included within annual leave entitlement, how they are reflected in rotas, and what is expected where the business operates as normal on bank holidays can help avoid confusion and disputes.

Clear, consistent messaging ensures employees understand their entitlement and obligations, whilst supporting managers to make fair and defensible decisions during a busy time of year.

Taking these steps early can reduce uncertainty and help both employers and employees plan with confidence.

Common mistakes employers make when managing summer holiday travel

Issues often arise where expectations are unclear, or decisions are made reactively. Common pitfalls include:

• assuming flexibility is always required rather than discretionary
• agreeing informal arrangements without reference to existing policies
• treating similar requests differently without a clear justification
• responding punitively to unavoidable travel disruption

Avoiding these mistakes can help protect employee relations and reduce the risk of complaints or grievances during what is already a busy period.

How a clear holiday and flexible working policy can reduce disputes

A clear and well communicated policy can play a key role in managing expectations around holiday travel. Policies should distinguish between statutory rights and discretionary arrangements, setting out how requests will be considered and what employees are expected to do if problems arise.

Clear policies also support managers by providing a consistent framework for decision making, helping to ensure fairness and transparency across the organisation.

When employers should seek advice on holiday travel and flexible working

Some situations may require additional consideration, particularly where issues arise repeatedly or involve overseas working, data protection concerns or employee relations risks.

Seeking advice at an early stage can help employers understand their options, review policies and address issues before they escalate. Taking a proactive approach can make managing the summer holiday period far less challenging.

If you would like support reviewing your holiday, flexible working or remote working arrangements ahead of the summer period, our employment team can help you understand your options and manage issues proactively

This content is provided for general informational purposes only and does not constitute legal advice. It is not intended to address the circumstances of any individual or entity, nor should it be relied upon as a substitute for specific advice from a qualified solicitor. The information reflects the legal position as at the date specified and may be subject to change. If you require advice on a specific matter, please contact us directly.