Taking time off is key to staying balanced! At EPFL, every staff member is encouraged to regularly plan their holidays, which are tailored to their age and work rate. What are the rules to follow, which public holidays are official, and what should you do in case of illness or accident?
Vacation
All staff members are entitled to vacation, regardless of their employment status, on a pro-rata basis according to their employment rate.
General Principles
Each employee (including doctoral assistants and postdoctoral researchers) must keep their absence record up to date by entering all absences in advance or as soon as they occur via the SESAME platform.
→ See the Employee and Manager Holiday Guidelines (Intranet)
Vacation Entitlement
The number of annual vacation days depends on the employee’s age:
- 5 weeks of vacation per year for employees up to 49 years old
- 6 weeks of vacation per year for employees aged under 20 and over 50
- These days are in addition to the official public holidays recognized by EPFL
Rules to Follow
- Vacation entitlement begins on January 1st and must be used during the calendar year
- Employees are required to take at least two consecutive weeks of vacation per year
- Vacation dates must be approved in advance by the employee’s supervisor, at the latest when the vacation is taken
- The vacation balance must be scheduled before April 30 of the following year, in agreement with the supervisor
Special Cases
- Fixed-term contracts (CDD): All vacation must be taken before the contract ends
- Part-time work: The rules apply on a pro-rata basis according to the employment rate
Absences Due to Illness or Accident
Absences due to illness or accident must be reported on the SESAME platform. A medical certificate is required for any absence lasting more than three consecutive days.
- More information in the Guide for Absence Management
- Information and support guide for employees / professors in the event of illness or accident absence (PDF)
- Guide for line managers and professors concerning the management of illness/accident absences (PDF)
Public Holidays
The public holidays recognized at EPFL depend on the employee’s official place of work. Since EPFL has sites in several Swiss cantons, the distribution of public holidays varies according to the assigned canton.
- The official work canton is defined in the HR system (SAP) and updated daily
- Public holidays are automatically accounted for in the time management system
→ 2026 Public Holiday Calendar (PDF)
Contact
For any questions regarding working hours and absences, please write to: