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Other vacation policies in days or hours

Policies for other vacation, care days, PTO, floating vacation, etc.

Esben Hedegaard avatar
Written by Esben Hedegaard
Updated over 3 weeks ago

Naming the other vacation balance

Create or edit a staff group policy:

  1. Click "Setup admin".

  2. Click "Modules".

  3. Click "Edit" on the desired policy, or click “Add new policy” if a new policy should be created.

  4. Open the "Other vacation" section of the policy.

    • From here, all settings described in this guide can be configured.

The first step in the setup is to determine what the balance should be called for employees. This name will be visible to them when they register other vacation. The name could be, for example:

  • Other vacation

  • Care days​

  • 6th vacation week​

  • Floating holidays

💁 Choose a name that best describes the purpose of the balance in your company.

Setting up earning rules for the balance

It is important to define how and when employees earn their other vacation. BitaBIZ offers various earning methods:

Earning methods:

  • Yearly earning: The employee earns a fixed number of days or hours once per year.

  • Monthly earning: The employee earns a fixed number of days or hours each month.
    ​

Earning period:

Specify the official earning period for the balance, e.g.:

  • 1/1 to 31/12
    ​


    ​

Number of days earned per year:

Regardless of whether you choose yearly or monthly earning, the total number of days earned per year must be specified in the policy.

For example, if 5 days are earned per year, the monthly earning will be:

  • 5 days / 12 months = 0.42 days per month

Handling new employees:

With yearly earning, you can choose how new employees earn other vacation in their first year:

  • Full earning in the first year​

  • Earning after X months of employment​

  • No earning in the first year – hire date determines earning the following year​

With monthly earning, new employees start earning other vacation the following month, from the date they were added to the policy.

Handling unused remaining days/hours at the end of the earning period

Handling for all earning periods except "Denmark 1/9 – 31/12"

It is essential to decide what should happen to remaining other vacation days or hours at the end of the earning period. There are two methods:

  1. Automatic transfer to new period: remaining days/hours are automatically transferred to the next period.

  2. Automatic deletion: remaining days/hours are deleted at the end of the period.

The method is selected under the "Transfer" tab.

Handling for the period "Denmark 1/9 – 31/12":

When this period is selected, remaining days/hours are automatically transferred on 1/9 and marked as "old days" that expire on 31/12.

Old days cannot be used after 1/1.

On 1/1, expired old days/hours are transferred to the remaining-other-vacation list.

From this list, days/hours can be:

  • Deleted

  • Paid out

  • Transferred

From the "Transfer" tab, you can:

  • Change whether transferred days as of 1/9 by default are "old days" that expire 31/12, or whether the employee may accrue a remaining balance that is carried forward without expiring on 31/12.

  • Activate whether remaining days that expire must be taken before new vacation days.

Maximum balance rule:

You can set a limit on how many days/hours an employee can accumulate by 1/1:

  • Monthly eaning:

    • Maximum balance = Number of months * monthly earning

    • Example: 4 months * 0.42 days = 1.68 days

  • Yearly earning:

    • Maximum balance should not be less than the yearly earning.

    • Example: If the yearly earning is 5 days and the maximum balance is set to 10 days, remaining days above 10 will be marked to expire on 31/12.

Expired days rule:

If activated, the employee cannot take new vacation days before expired days are used first.

Choose registration method

BitaBIZ supports 2 registration methods:

The two registration methods are:

  1. Registration in days

  2. Registration in days & hours

The method a staff group must use is selected in the "Rules" section on the employees' policy:

Click on the image to see the 2 methods:

Read more about the 2 methods for registering other vacation:

  1. Registration in days
    📑 User guide: Request days only
    ​

  2. Registration in days & hours
    📑 User guide: Request days or hours
    ​
    ℹ️ When the unit Days & hours is selected, it is also necessary to set up Official Work Hours. Read more about official work hours in the user guides below:

Additional settings:

The following additional other vacation settings can be selected in the policy:

  1. It can be activated or deactivated whether other vacation registrations are sent for approval by a manager/approver.

  2. It can be activated that the employee is given permission to request payout of their other vacation balance.

💁 It is not possible to create an other vacation policy where the employee can use more days or hours than earned.

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