Click: Setup Admin -> Modules -> Edit policy or Add new policy
Naming the other vacation balance
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 for example be:
Other vacation
Care days
6th vacation week
Floating holidays
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:
Select how your employees should accrue other vacation:
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.:
12 months. For example 1/1 to 31/12, 1/9 to 31/8 etc.
16 months. The danish holiday act (1/9 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.
The yearly earning in hours will be: 5 days * standard time per day (e.g. 7.4) = 37 hours.
Accrual for new employees:
Yearly accrual:
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
Monthly accrual:
With monthly earning, new employees start earning other vacation the following month, from the date they were added to the policy.
Remaining other vacation
12-month leave period
For example: 1/1 to 31/12, 1/9 to 31/8, etc.
Balance transfer by 12 month leave period
When the leave period is ending remaining other vacation should:
Automatically be transferted to new period? Remaining days/hours are automatically transferred to the next period.
Automatically be reset? Remaining days/hours are deleted at the end of the period.
The method is selected under the "Transfer" tab.
ℹ️ Whether the balance is reset or Transferred, it is logged.
16-month leave period
"Denmark 1/9 - 31/12"
Other vacation that is expiring 31/12 is shown in the employee's statistics
ℹ️ Other vacation that is expiring can not be used after 31/12.
Balance transfer with a 16-month leave period
When the leave period is ending 31/12 remaining other vacation should be:
Transferred to new period?
Employees is allowed to accumulate other vacation in their balance beside the yearly accrual.
Yearly accrual:
Enter the number of days/hours the other vacation balance may contain at most by 31/12 without expiring.
Example:
If the yearly accrual is 5 days and the maximum balance is set to 10 days, any remaining other vacation exceeding 10 will be marked to expire on 31/12.
Monthly accrual:
Enter the number of days/hours the other vacation balance may have accrued by 31/12 without expiring.
Example:With 5 days accrued per year, the accrual during the transition period is:
4 months * 0.42 days = 1.68 days.
Enter a number higher than 1.68 as the maximum allowed balance.
Reset? Remaining days/hours are Transferred for other vacation left handling at the end of the leave period on 31/12. (Default setting)
The 31/12 days/hours that is expiring is transferred to remaining other vacation.
From the remaining other vacation list expiring days/hours shall be handled manually:
Deleted
Paid out
Transferred
Minimum vacation balance rule
12-month leave period
It is allowed to plan future accrual. Planned future accrual is counted in the statistics for the future period. It is not possible to disable future planning of other vacation when the usage period is 12 months.
16-month leave period
The default setting is that it is not possible to plan future accrual.
However, it is possible to enable / allow planning of future accrual before the period has officially started during the transition period:
If an employee plans future accrual during the transition period (1/9–31/12), the active period’s balance is reduced and may go into negative:
ℹ️ When other vacation is officially accrued on 1/9, the new accrual is deducted from the negative balance.'
ℹ️ Advance days are only available to register once the official accrued days have been planned/registered. Advance days can then be scheduled.
ℹ️ Planning of future accrual does not work together with the earning setting: "The date of employment determines earning the following year"
Note: It is only for yearly accrual of days/hours that it is possible to plan future accrual in a future period. Monthly accrual does not allow planning of future accrual.
Choose registration method
BitaBIZ supports 2 registration methods:
The two registration methods are:
Registration in days
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:
Registration in days
📑 User guide: Request days only
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:📑Official work hours with start and end time
📑Official work hours with net hours only
Flexible benefits account
Can your employees choose whether other vacation should be paid out or used as time off?
It is possible to enable employee access to request a payout of their other vacation balance.
💁 It is not possible to create an other vacation policy where the employee can take or be paid for more days or hours than have been accrued.