Sandwich leave policy template
Copy the text below and replace everything in square brackets with your company details.
1. Purpose
This policy defines when weekly offs and holidays next to or between leave days are counted as leave at [Company Name], so that every application is charged the same way.
2. Scope
It applies to [casual leave, earned leave and leave without pay] and to unauthorised absence. It does not apply to [maternity, paternity, bereavement leave or comp off], which are counted as their own policies describe.
3. Definitions
- Rest day: a weekly off or a declared holiday.
- Sandwiched rest day: a rest day that falls between two days of leave or absence with no working day in between.
- Leave spell: continuous days of leave or absence, including any sandwiched rest days.
4. The rule
- When leave is taken on the working day just before and the working day just after one or more rest days, those rest days are counted as leave.
- A rest day that touches leave on one side only is not counted.
- The rule applies only when the leave on the two sides adds up to at least [2] working days, and half days do not trigger it.
- Declared holidays are treated [the same as weekly offs] under this rule.
5. Examples
- Leave on Friday and Monday, with Saturday and Sunday as weekly offs: four days are charged.
- Leave on Friday only: one day is charged, and the weekend is not counted.
- Leave on Friday and a half day on Monday: one and a half days are charged, because a half day does not trigger the rule.
- Leave on Thursday, Friday and Tuesday, with the weekend and a declared holiday on Monday in between: six days are charged, since holidays count like weekly offs.
6. Unauthorised absence
When an employee is absent without approval on the working days on both sides of a rest day, the rest day is also treated as absent and unpaid.
7. Procedure
- The leave system shows the number of days charged, including sandwiched rest days, before the application is submitted.
- Employees who want to avoid sandwiching can end leave before the rest day or begin it after.
- Any disagreement about the days charged is raised with HR within [7] days of approval.
8. Responsibilities
- Employees: check the days charged before applying.
- Managers: approve leave knowing the full charge.
- HR: configure the rule, answer queries and apply it the same way at every branch.
9. Review
HR reviews the sandwich rule after [one] leave year, looking at complaints and long-weekend absence patterns, and may relax or tighten it with [30] days' notice.
What to include
The exact trigger
Say whether rest days count only when leave is on both sides, also when leave touches one side, or whether the whole spell counts in calendar days. Each option charges different days, so name the one you use.
Holidays as well as weekends
State whether declared holidays are treated like weekly offs. Festival holidays next to weekends create the longest breaks, so this choice matters most around Diwali and Christmas.
Half-day treatment
Decide whether a half day on either side triggers the rule. Excluding half days keeps the policy fair to someone who takes a short morning off after a holiday.
Worked examples
Include three or four examples using days of the week. Employees understand a sandwich rule from examples far better than from definitions.
Excluded leave types
List the leave types the rule does not touch, such as maternity or bereavement. Charging sandwiched weekends against bereavement leave looks harsh and serves no purpose.
The charge shown before applying
Employees should see the total days charged, including sandwiched days, before they submit. Surprises after approval are what turn the rule into a grievance.
Common mistakes to avoid
- Writing the rule without examples, so every branch interprets it differently.
- Applying the rule to bereavement or maternity leave.
- Charging sandwiched days the employee could not see when applying.
- Counting a weekend when leave touches only one side, without saying so in the policy.
- Changing the rule in the middle of a leave year without notice.
Run it in ZeniaHR
ZeniaHR supports sandwich rules per leave type with four modes, calendar, none, surround and touch, plus a minimum number of working days and a choice on whether holidays count like weekends. The live preview when applying for leave shows the sandwiched days and the balance after before the employee submits. For unapproved absence, the attendance rules have their own sandwich rule for rest days between absences.
See it on your own data
A 30-minute demo on a video call. We set up your departments, shifts and leave rules and show attendance, leave and payroll running for your team. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
What is the sandwich rule in leave?
The sandwich rule counts weekly offs and holidays as leave when they fall between two days of leave. For example, leave on Friday and Monday is charged as four days, because Saturday and Sunday are sandwiched between them. Companies use it to discourage stretching weekends with short leave.
Is the sandwich rule the same in every company?
No. Some companies count rest days only when leave is on both sides, some also when leave touches one side, some count the whole spell in calendar days and some have no sandwich rule at all. Holidays may or may not be included, so your policy must state its own version with examples.
Does the sandwich rule apply to half-day leave?
Only if your policy says so. A common choice is to exclude half days, so a half day on Monday after a weekend does not pull Saturday and Sunday into the leave count. Whatever you decide, state it clearly and show it in the examples.
Does the sandwich rule apply to sick leave?
It can, but consider exempting sick leave supported by hospital records, because illness does not follow the calendar. A typical policy applies the rule to casual and earned leave and to unauthorised absence, and leaves out maternity, bereavement and comp off.