Vacation policy for part-time employees (Denmark)
This article explains how to set up a vacation policy for part-time employees in BitaBIZ when the company follows the Danish Holiday Act.
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 per week, the vacation balance must be reduced so the employee can still take 5 weeks of vacation, in accordance with the Danish Holiday Act.
This article explains how to adjust a vacation policy for part-time employees. The general setup for monthly accrual, which follows the Danish Holiday Act, can be found here.
Other time off that is managed through an additional balance (e.g., 6th week of vacation, special vacation days, and care days) is set up separately.
Read more about additional balances here.
Two types of part-time employees
When setting up a vacation policy for part-time employees, you must first determine which type of part-time employment the employee has.
1. Part-time employees who work all weekdays
This group works all 5 weekdays, but with fewer hours per day.
Example:
5 days per 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 workweek:
Workweek of 5 days = 25 vacation days per year
2. Part-time employees with fixed days off
This group does not work all weekdays.
Example:
4 working days per week
1 fixed day off
In this case, 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:
Workweek of 4 days = 20 vacation days per year
Workweek 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 defined 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 created 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 policy offers 25 days per year, but the employee only works 4 days per week:
Reduce the number of vacation days per year by 5, resulting in 20 days.
With one fixed day off, only 4 vacation days are used to take a full week off. Therefore, the total number of vacation days is reduced.
Export to payroll system
If you export vacation to a payroll system that cannot handle uneven/reduced balances, these can be exported using a factor.
This setting ensures that the export to the payroll system corresponds to 25 vacation days, even though the employee has a reduced vacation balance in BitaBIZ.
The setting can be found here:
Setup Admin → Modules → Edit policy → Vacation tab → Payroll export section
Create a fixed day off in the calendar
If an employee has a fixed day off each week, it is recommended to create a registration type for a fixed day off.
This makes it easier to plan working hours correctly.
The registration type is created via the Custom registration types module.
The module supports recurring registrations, so you can create the fixed day off for an entire vacation year.
We recommend not 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 the vacation is registered across that day.
When the fixed day off is booked in the employee’s calendar, the employee will use 4 vacation days to book a full week of vacation (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 the vacation is registered first, the system will block the creation of the fixed day off on top of the vacation.
Therefore, always create the fixed day off in the calendar before the employee begins registering vacation.
FAQ
How many vacation days do part-time employees have?
How many vacation days do part-time employees have?
According to the Danish Holiday Act, everyone is entitled to 5 weeks of vacation.
In BitaBIZ, this corresponds to:
25 days if the employee works 5 days per week
20 days if the employee works 4 days per week
15 days if the employee works 3 days per week
Should part-time employees always have fewer vacation days?
Should part-time employees always have fewer vacation days?
No. If a part-time employee works all 5 days per 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 should the fixed day off be created in the calendar?
Why should the fixed day off 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 clearer and easier
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 be unable 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 the vacation is registered.
If vacation has already been registered on that 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 the vacation
Once the fixed day off is created, the system will automatically calculate the correct number of vacation days.