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Vacation policy - yearly earning

Earned vacation days are added once a year

Mathias Anneberg avatar
Written by Mathias Anneberg
Updated over 2 weeks ago

Set up yearly accrual

1. Create a vacation policy with annual accrual:

  • Accrual method: Select "Annual accrual" as the setting.
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  • Vacation year: Select the official vacation year.
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  • Accrued days: Enter the annual number of vacation days, for example 25 days per year.
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  • New employees: Decide when the employee should have access to the accrued vacation days. You can choose from 3 accrual options:

    1. Full accrual from the start of employment

    2. Accrual starts next year based on hire date (no accrual the first year)

    3. Accrual starts in the first year based on hire date

These settings above are configured in the employee's policy by doing the following:

  1. Click "Setup admin".

  2. Click "Modules".

  3. Click "Edit" next to the relevant policy or "Add new policy".

  4. Open the "Vacation" section.

💁 At the end of a selected vacation period. Vacation left (days not used) are forwarded for transfer handling. Hence, should vacation left be transfered to the new period, deleted or paid out.

Select vacation method

BitaBIZ supports 2 vacation methods for annual accrual.

The vacation method for each staff group is selected on the policy. You will find the settings by doing the follownig:

  1. Click "Setup admin".

  2. Click "Modules".

  3. Click "Edit" next to the relevant policy or "Add new policy".

  4. Open the "Vacation" section.

  5. Open the subsection "Rules".

Click on the photo to see the 2 vacation methods:

Read more about the 2 vacation methods for yearly accrual:

  1. Max policy
    📑 User guide: Can only use earned days
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  2. No Max policy
    📑 User guide: Request days yet not earned
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These vacation methods are selected individually for each staff group on the policy settings.

ℹ️ Approval requirements can be enabled or disabled.

ℹ️ You can choose whether employees should be allowed to register half vacation days or not.

💁 Once the vacation method and approval flow are selected, they are saved on the policy and will apply to the employees assigned to it.

Checklist

Should some of the features below be connected to your vacation policy?

Official holidays

+40 countries supported with official holidays.

ℹ️ Vacation days overlapping official holidays does not count. Hence, they are not credited the vacation balance.

💁Add the official holidays to the policy and they are automatically booked to the employees calendar.

Floating holidays

Floating holidays are requested by the employees on their own selected dates.

💁 Two options are available to setup a floating holiday balance. Use the:

  • Other vacation balance

  • Day bank balance.

Both balances can be renamed "Floating holidays" and offer earning of days.

ℹ️ Floating holidays are a way to let employees select holidays that match for example their religious believes.

Notifications

Approver: Reminder

If leave & absence days are not approved at a selected date during a month. A reminder is forwarded to the approver.

ℹ️ The reminder requires push notifications to be activated on your account.

Payroll export

Vacation can be transferred to the payroll system.

📑 Read more about payroll export here!

💁 Vacation that has been processed are locked and therefore cannot be deleted by the employee and approver.

Outlook Exchange integration

Vacation is added to the employees Outlook calendar, if the integration is activated.

📑 Read more about the Outlook integration here!

Policies with paid or without paid vacation setting

Different payroll system ID numbers for vacation can be added to the policies.

ℹ️ Different staff groups can have their vacation updated with different vacation ID numbers to the payroll system. Hence, ID numbers with or without paid vacation.

Vacation policy for part-time employees setting

Divide part-time employees into two groups:

  • Part-time employees who work all 5 days a week but on reduced hours.

  • Part-time employees who have fixed days off and therefore do not have a working week of 5 days (the focus of this section).

How to setup a policy for employees with a fixed day off

The number of vacation days created for the policy for part-time employees with one or more fixed days off are converted according to the number of weekly working days:

Example: 1 fixed day off per week -> 4 working days per week

If your vacation plan offers 25 days per year:

  • Reduce the number of days per year with 5 days to 20 days

ℹ️ Do you need to export vacation days to your payroll system? And your payroll system can not handle odd / reduced balances?

Select: payroll 1:1.25 (4 working days). This ratio will update your payroll system like the employee have 25 days.

This setting is found be doing the following:.

  1. Click "Setup admin".

  2. Click "Modules".

  3. Click "Edit" next to the desired policy.

  4. Open the "Vacation" section.

  5. Open the subsection "Payroll".
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Day off

Make sure to book the employees calendar with the Day off. Hence, create a 4 day working week.

When the fixed day off is booked in the employee's calendar, the employee will use 4 vacation days to book a full week (5 working days) vacation.

With the weekly day off booked, an employee with 20 vacation days per year can book 5 vacation weeks.

Create custom registration type: Day off

You will need to use the module Planning & overview to create the registration type Day off. Read more here!

The module supports recurring event. Therefore, you will be able to book a whole year with the day off in just one registration.

💁 We recommend not booking more than one vacation year at a time with the fixed day off.

Employee statistics when yearly earning

The vacation statistics show the number of remaining vacation days left.

Vacation left are vacation days earned minus vacation days used.

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