| Last Updated | January 2026 |
| Part of | AIS Master Service Documentation |
| Audience | All parties — clients and AI Specialists |
This policy governs how public holidays and personal leave are observed, communicated, and coordinated during an active AIS placement. It applies equally to all parties and exists so that time-off expectations are clear, planned, and free of surprises on either side.
Public and national holidays will be observed as per the AI Specialist's country of residence, in accordance with that government's official declared schedule. All holidays are to be communicated in advance to both REMAP and the client, and the client retains the right to confirm, deny, or bank each holiday based on team commitments. Personal and casual leave is coordinated in line with the client's own team leave policy. The AI Specialist is a part of the client's team, and all time-off coordination is treated as a shared responsibility.
The AI Specialist observes the national and public holidays officially declared by the government of their country of residence. Optional, regional, or unofficial observances are not included unless specifically agreed between all parties at the start of the engagement.
Government-declared national holidays applicable to each placement are maintained as a separate attachment to this policy and provided at the start of the engagement.
All upcoming holidays must be communicated to both REMAP and the client ahead of the date. Two notice tiers apply:
Standard notice — 14 days (2 weeks).
Every upcoming national holiday is to be communicated at least two weeks before the date. The recommended practice is to share the full annual holiday calendar at onboarding, followed by a short reminder as each holiday approaches.
Emergency notice — 7 days (1 week) minimum.
Where a holiday is announced late by the government or where dates shift due to lunar calendar confirmation, the minimum acceptable notice is one week. Any notice shorter than seven days requires prior approval from REMAP before being communicated to the client.
As the AI Specialist is embedded within the client's team, holiday availability directly affects delivery commitments. Upon receiving notice of an upcoming holiday, the client may respond in one of three ways:
1. Confirm — the holiday is taken as planned. The AI Specialist is off that day.
2. Deny — the client requires availability on that day due to team commitments. The AI Specialist works the day and is compensated as outlined below.
3. Bank — the holiday is acknowledged but deferred. The day off is saved and taken at a later date agreed between the AI Specialist and the client, within the same calendar month where possible.
A response is expected within 48 hours of notification. If no response is received within that window, the holiday is treated as confirmed by default.
Where a holiday is denied and the AI Specialist works on that day, compensation is provided through one of two mechanisms:
Where a holiday is banked, the day off is simply moved to the agreed later date — no additional billing applies, as the entitlement is deferred rather than forfeited.
All arrangements — denied holidays, banked holidays, and TOIL usage — must be logged with REMAP to ensure accurate tracking against the placement.
The AI Specialist is a part of the client's team. Beyond national holidays, personal and casual leave — including sick days, family commitments, and personal time off — will be coordinated in line with the client's own team leave policy. Whatever leave entitlements the client extends to their own team members of comparable role and commitment level apply equally to the embedded AI Specialist.
The same advance notice requirements apply: 14 days standard, 7 days emergency minimum. For unforeseeable circumstances (e.g. illness or a family emergency), notice should be given as early as reasonably possible on the same day.
Extended leave of five or more consecutive working days requires coordination through REMAP in addition to client approval, so that delivery continuity can be planned for.
All personal and casual leave taken is to be logged with REMAP alongside the placement record.
| Situation | Notice required | Client may... | Outcome |
|---|---|---|---|
| Upcoming national holiday | 14 days (standard) | Confirm, deny, or bank | Confirm = day off · Deny = work + TOIL or billed · Bank = deferred day off |
| Late-announced or shifted holiday (e.g. lunar calendar) | 7 days (emergency minimum) | Confirm, deny, or bank | Same as above |
| No client response within 48 hours | — | — | Holiday treated as confirmed |
| TOIL not taken within the calendar month | — | — | Billed to client at ad-hoc rate |
| Personal or casual leave | 14 days standard / 7 days emergency / same-day for illness | As per client's own team policy | Coordinated with client; 5+ consecutive days also require REMAP coordination |
REMAP AI · Private AI LLC · Confidential · v2