Vacation policy for part time employees (Denmark)
This article explains how to set up a vacation policy for part time employees in BitaBIZ when your company follows Danish vacation law.
For part time employees, the number of vacation days in BitaBIZ depends on how many days per week the employee works.
When a part time employee works fewer than 5 days a week, the vacation balance must be reduced so the employee can still take 5 weeks of vacation according to Danish vacation law.
This article is about how to adjust a vacation policy for part time employees. The general setup for monthly earning, which follows Danish vacation law, can be found here.
Other vacation, which is settled via a supplementary balance (e.g. 6th vacation week, other vacation, and care days) is set up separately. Read more about supplementary balance here.
Two types of part time employees
When setting up a vacation policy for part time employees, you first need to determine what type of part time employment the employee has.
1. Part time employees who work every weekday
This group works all 5 weekdays, but with fewer hours per day.
Example:
5 days a week
6 hours per day
These employees should have the same number of vacation days as full time employees.
Therefore, the vacation policy does not need to be changed.
Example of part time employees with a full working week:
Working week of 5 days = 25 vacation days per year
2. Part time employees with fixed days off
This group does not work every weekday.
Example:
4 working days per week
1 fixed day off
Here, the vacation policy must be adjusted so the employee can still take 5 weeks of vacation.
The number of vacation days is therefore reduced according to the number of working days.
Examples of part time employees with fixed days off:
Working week of 4 days = 20 vacation days per year
Working week of 3 days = 15 vacation days per year
How to set up the vacation policy for part time employees
The number of vacation days is set at the policy level.
Go to Setup Admin → Modules
Select the desired policy
Click Edit
Open the Vacation tab
Adjust the number of vacation days per year according to the employee's working days
The number of vacation days set for the policy for part time employees with one or more fixed days off is adjusted according to the number of weekly working days.
Example: 1 fixed day off per week → 4 working days per week
If the vacation plan offers 25 days per year, but the employee only works 4 days a week:
Reduce the number of vacation days per year by 5, so it ends up at 20 days
With a fixed day off, only 4 vacation days are used to take a full week off. Therefore, the number is reduced.
Export to payroll system
If you export vacation to a payroll system that cannot handle uneven/reduced balances, these can be exported with a factor.
This setting ensures that the export to the payroll system matches 25 vacation days, even though the employee in BitaBIZ has a reduced vacation balance.
The setting is found here:
Setup Admin → Modules → Edit policy → Vacation tab → Payroll export section
Create a fixed day off in the calendar
If the employee has a fixed day off every week, it is recommended to create a registration type for fixed day off.
This makes it easier to plan work hours correctly.
The registration type is created via the module Custom registration types.
The module supports recurring registrations, so you can set up the fixed day off for an entire vacation year.
We do not recommend booking more than one vacation year at a time with the fixed day off.
When a fixed day off is registered in the employee's calendar, BitaBIZ will automatically calculate vacation correctly, as the fixed day off does not use a vacation day even if vacation is booked over it.
When the fixed day off is booked in the employee's calendar, the employee will use 4 vacation days to book a full week off (5 weekdays).
With the weekly fixed day off booked, an employee with 20 vacation days per year can book 5 weeks of vacation.
Important
The fixed day off must be created in the employee's calendar before vacation is registered.
If vacation is registered first, the system will block the creation of a fixed day off on top of vacation.
Always create the fixed day off in the calendar before the employee starts registering vacation.
FAQ
The employee has already switched to part-time. Can I change back in time?
The employee has already switched to part-time. Can I change back in time?
If the employee has already been working reduced hours but has not yet been moved to the correct part-time policy, BitaBIZ cannot automatically correct vacation earning back in time. Move the employee to the correct part-time policy going forward and adjust the balance manually.
How many vacation days do part time employees have?
How many vacation days do part time employees have?
According to Danish vacation law, everyone is entitled to 5 weeks of vacation.
In BitaBIZ, this equals:
25 days if the employee works 5 days a week
20 days if the employee works 4 days a week
15 days if the employee works 3 days a week
Do part time employees always get fewer vacation days?
Do part time employees always get fewer vacation days?
No, if a part time employee works all 5 days a week but fewer hours per day, the employee should still have 25 vacation days.
Only employees with fixed days off should have a reduced vacation balance.
Why does the fixed day off need to be created in the calendar?
Why does the fixed day off need to be created in the calendar?
When the fixed day off is in the calendar, the system knows which days the employee normally works.
This means that:
vacation is registered correctly
a vacation week deducts the correct number of vacation days
planning becomes more manageable
What happens if the vacation policy is not adjusted for part time employees?
What happens if the vacation policy is not adjusted for part time employees?
If the vacation balance is not adjusted correctly, the employee may:
use too many vacation days
or not be able to take 5 weeks of vacation
It is therefore important that the vacation policy is adjusted according to the number of working days per week.
Why can't I create a fixed day off on top of already registered vacation?
Why can't I create a fixed day off on top of already registered vacation?
The fixed day off must be created before vacation is registered.
If vacation is already registered on the day, BitaBIZ will block the creation of a fixed day off on top of the vacation.
Solution:
First create the fixed day off in the employee's calendar
Then register vacation
Once the fixed day off is created, the system will automatically calculate the correct number of vacation days.