Introduction
This article describes the Danish setup model for supplementary balance in BitaBIZ.
This model is typically used for balance types such as:
Other vacation
6th vacation week
Care days
O-days
OK-days
Other Danish supplementary balances
The setup is based on a usage period from September 1 to December 31 of the following year (16 months) and supports manual handling of remaining days and hours as of 12/31.
This article only describes the Danish rules and setup options where September 1 to December 31 of the following year (16 months) is selected.
For general information about supplementary balance, earning methods, registration methods, and standard setup, please refer to the article "Supplementary balance".
16-month usage period
Earning
The rule is activated by going to the policy's supplementary balance tab -> "Earning" ->
selecting the period: Denmark 01.09-31.12:
ℹ️ When the supplementary balance follows the Danish vacation principles, a 16-month planning period is used, where employees can plan absence from September 1 → December 31 of the following year.
💁 If the earning rule "Date of employment determines earning next year" is used, the 16-month usage period should not be used:
How it works
When the 16-month usage period is selected, the system calculates the hours/days that expire as of 12/31:
ℹ️ The hours/days that expire cannot be planned after 12/31. The principles are the same as the vacation law regulations.
Transfer / Remainder handling
When Earning is set to Denmark 1/9-31/12, the rule for expiring days can be configured.
ℹ️ The default setting is that the earning on 9/1 automatically expires 16 months later on 12/31.
Example:
If earning is set to 5 days per year:
They are earned on 9/1
They automatically expire after 16 months on 12/31.
Monthly earning:
With 5 days per year, during the transition period you earn: 4 months * 0.42 days = 1.68 days. The default setting for monthly earning is that days above 1.68 expire on 12/31.
It is possible to allow your employees to accumulate days/hours.
Example:
If your employees earn 5 days per 9/1. They expire by default after 16 months on 12/31.
If you enter that your employees may have up to 10 days as of 12/31 before they expire, then only > 10 days are sent for remainder handling.
💁 An employee who has 12 days on their balance will have 2 days that expire on 12/31.
Monthly earning:
Enter a number above 1.68 as the maximum balance if you want to allow accumulation of earning.
Remainder handling
Days or hours that cannot be transferred expire on 12/31
The balance is sent for remainder handling on 01/01
An administrator must choose how to handle the remaining balance
Delete
Transfer
Pay out
⚠️ Important – Remainder handling must be completed before the balance can be used
If the supplementary balance follows the Danish model with manual remainder handling, days or hours that expire on 12/31 will be sent for remainder handling on 01/01.
As long as the remainder handling is not completed:
The employee cannot use the new earned balance
New days or hours cannot be planned
Expired days or hours block planning in the new calendar year
A Payroll Admin must therefore complete the remainder handling and choose whether the expired balance should be:
Deleted
Transferred
Paid out
Once the remainder handling is completed, the new earned balance is automatically released, and the employee can again plan and register days or hours.
Planning rules
When the supplementary balance follows the Danish model with a usage period from September 1 to December 31 of the following year, special planning rules can be activated.
The purpose is to ensure that vacation and supplementary balance are used in the correct order, so days or hours do not expire unused.
1. Vacation must be planned before supplementary balance
It is possible to activate a minimum rule for vacation.
This rule means that the employee must have planned a certain number of vacation days before the supplementary balance becomes available.
Example
If the minimum is set to 20 vacation days:
The employee must first plan 20 vacation days
After that, the supplementary balance becomes available
If the minimum is not met, the system will block planning of supplementary balance.
2. Expiring supplementary balance must be used before new vacation
Supplementary balance that expires on 12/31 can be prioritized before new vacation.
When the rule is activated:
Expiring days or hours must be used first
New vacation cannot be planned until the expiring days are used
Example
If an employee has:
5 days from supplementary balance expiring 12/31
these must be planned before the employee can plan new vacation.
If the employee tries to plan vacation first, a guidance message will appear.
Planning order
When both rules are activated, days and hours are planned in the following order:
Old vacation
Expiring supplementary balance
New vacation
Non-expiring supplementary balance
If a registration includes several types of days, the system may ask the employee to split the registration.
Example
If the employee has:
2 old vacation days
3 days from supplementary balance
the system may require the following registration:
2 vacation days
3 days from supplementary balance
3. Planning future earning
With the Danish 16-month model, the earning period and usage period overlap.
Therefore, it may be necessary to plan days that are earned later.
By default, employees can only plan days or hours that have already been earned.
However, it is possible to activate planning of future earning.
When the rule is activated:
Employees can register future days during the transition period
A temporary negative balance may occur
New earning is automatically offset against the negative balance
Example
An employee plans other vacation during the transition period before the new earning is granted on 9/1.
The system creates a temporary negative balance.
When the new days are earned on 9/1, the balance is automatically offset.
Limitations
Planning future earning:
requires annual earning
is not supported with monthly earning
is not supported together with the rule "Date of employment determines earning next year"
FAQ
Why can't an employee plan supplementary balance in the new year?
Why can't an employee plan supplementary balance in the new year?
If the supplementary balance follows the Danish model, expired days or hours as of 12/31 can block planning in the new calendar year.
Days or hours that expire on 12/31 are sent for manual leftover processing on 01/01. As long as this processing hasn't been completed, the employee can't use the new balance accrual, and new days or hours can't be planned.
A Payroll Admin needs to complete the leftover processing and decide whether the remaining balance should be deleted, carried over, or paid out. Once the processing is done, the new balance accrual is automatically released.
We get the error “Vacation must be planned before other vacation” when trying to correct old vacation days – how do we fix this?
We get the error “Vacation must be planned before other vacation” when trying to correct old vacation days – how do we fix this?
Reason:
This error occurs because you're trying to change vacation in a closed period (after 12/31).
In closed periods, other vacation days that have expired can't be reused via calendar correction because the rule that other vacation expiring must be planned before vacation only applies from 9/1 to 12/31.
The system therefore enforces the rule: “Vacation must be planned before other vacation”
What this means
It is not possible to:
Change vacation days to other vacation days retroactively
Use other vacation days that have already expired
How to fix it
Solution 1 – Adjust balance (recommended)
Go to Payroll Admin → Employees → Vacation left → Other vacation left
Delete the expired other vacation days
Go to the employee's calendar
Increase the vacation balance accordingly
Result: Correct balance without changing the history
Solution 2 – Carry over the days
Go to Other vacation left
Carry over the days to the new period
Result: The days can be used going forward
Why can't we use expired other vacation days when correcting a previous period, when the rule says they must be planned before new vacation?
Why can't we use expired other vacation days when correcting a previous period, when the rule says they must be planned before new vacation?
Short answer
It is not possible if the correction is made after 12/31, because the other vacation year has ended.
Here, the rule “Expired other vacation…” is no longer active, and the system instead requires that vacation is planned before other vacation.
Explanation
The planning rules in the system are time-dependent and do not apply at the same time.
In the transition period (9/1–12/31), expiring other vacation can be prioritized
After 12/31, the other vacation year ends:
Other vacation is sent for leftover processing
The period is closed
The standard rule applies again:
👉 “Vacation must be planned before other vacation”
Therefore, you can't later correct so that expired other vacation is used.
Matrix: Planning rules and correction
Period | Status of other vacation days | “Vacation must be planned before other vacation” | “Expired other vacation must be planned before new vacation” | Can you correct in the calendar? |
9/1 – 12/31 (transition period) | Other vacation is about to expire | 🔸 Partially active* | ✅ Active (if enabled) | ✅ Yes |
1/1 – 8/31 (new year) | Other vacation is not expiring | ✅ Active | ❌ Not active | ✅ Yes (within the rules) |
After 12/31 (closed period) | Other vacation has expired and sent for leftover processing | ✅ Active | ❌ Not active | ❌ No |
Key points
The rule “Expired other vacation…” only applies from 9/1–12/31
After 12/31:
The rule is deactivated
The period is closed
The standard rule always applies
Other vacation in leftover processing can't be used via calendar correction
How the system decides what's possible
Start
│
├─ Is the date of the change after 12/31?
│ │
│ ├─ Yes
│ │ → The other vacation year is closed
│ │ → Other vacation is sent for leftover processing
│ │ → Standard rule applies
│ │ → ❌ Correction with other vacation is not possible
│ │
│ └─ No
│ │
│ ├─ Is the date between 9/1 and 12/31?
│ │ │
│ │ ├─ Yes
│ │ │ → Transition period
│ │ │ → Expiring other vacation can be prioritized
│ │ │ → ✅ Correction possible
│ │ │
│ │ └─ No (1/1 – 8/31)
│ │ → Standard rule applies
│ │ → ✅ Correction possible (within rules)
│
End
Conclusion
If the change is made after 12/31, the period is closed and other vacation days can no longer be used via correction – regardless of what rules applied before.
Possible solutions
Solution 1 – Adjust balance (recommended):
Delete the days in Other vacation left
Manually increase the vacation balance in the calendar
This gives the same end result as changing registrations in the calendar. Optionally, add a note to the correction for documentation purposes.
Solution 2 – Carry over the days:
Carry over to the new period via Other vacation left