Functions of calendar access
The calendar access page acts as the cockpit for Payroll Admin.
Through calendar access, the Payroll Admin has access to all employee calendars, and from here, you can as Payroll Admin:
Create and delete registrations
Approve registrations
Manually increase and reduce balances
Pay out balances
View balance history and statistics
How to open an employee’s calendar
💁 Access to inactive employee calendars is also available. Inactive (terminated) employees are shown in the list – but marked as inactive. |
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Create a registration for an employee
As Payroll Admin, you can create new registrations directly in an employee's calendar.
💁 A registration created by Payroll Admin is automatically approved.
💁 The employee is notified via email when a registration is created.
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Create a recurring registration
Do you need to book a fixed day off, a time registration, etc., for a period?
💁 Remember to choose the period you want to book, with one or more fixed days/hours. |
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Group registration
Do you need to create one registration for a group of employees at the same time?
For example, a mandatory company holiday.
Delete a registration
How to delete a registration as Payroll Admin:
💁 Only Payroll Admin can delete already payroll-processed registrations.
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Approve a registration
Registrations pending approval appear in red in the employee's calendar.
💁 Registrations pending approval will not be included in the export to your payroll system. Payroll Admin can therefore approve registrations on behalf of an approver if needed. |
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How to approve a registration:
💁 The employee is automatically notified when you approve a registration. If you write a personal message, the employee will also receive it. |
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Follow up on a balance
Payroll Admin has via calendar access an overview of the following employee balances:
Vacation
Other vacation
hour bank
Day bank
The overview includes all variables contained in a balance.
Example: The vacation balance
The vacation balance consists of the following variables:
➡️ transferred remaining vacation from old vacation year
⬅️ manual reductions
➡️ manual increases
⬅️ manual payouts of remaining days
➡️ accruals according to rules attached to a policy
⬅️ approved vacation days registered within the vacation year
= REMAINING BALANCE
Click "View history" to see the balance of a vacation year.
It is possible to open multiple vacation years back in time:
FAQ – understanding the Danish vacation year
The Danish vacation year consists of two periods from 1/9–31/12 that overlap with another vacation year:
The beginning of the vacation year overlaps with the previous vacation year
The end of the vacation year overlaps with the new vacation year
In both overlapping periods, there may be a combination of new and old days.
If you're wondering why some vacation days are not included in a vacation balance...
Click "Monthly balance" to see if there's a mix of new and old days (to check which vacation year a registration belongs to)
Best practice for vacation balances
An employee is connected to a fixed accrual that follows the vacation law of a country
Accruals are reduced by the employee through vacation requests
When the vacation year ends, BitaBIZ automatically calculates if there is a remaining balance
Remaining days are sent for processing. Payroll Admin can either transfer, pay out, or delete remaining days
Manual increases or reductions to a balance should only be used in special cases.
Manually increase or reduce a balance
How to manually adjust an employee's balance:
Open the employee’s calendar.
Click "Increase" or "Reduce" next to the balance to be adjusted.
Choose from which date the adjustment should apply (IMPORTANT).
Optionally add a note for documentation of the manual adjustment.
Click "Save".
💁 Manual increases and reductions made from the Payroll Admin calendar access:
Apply from the month they are created
Apply to the vacation year they are created for
Are saved in the balance's "View history" including any added note
Adjustment of correct vacation year
Is there a need to make a manual adjustment at the end of the Danish vacation year ending on 31/08?
For End-of-month/year accrual → select September as the date for the adjustment.
For beginning-of-month/year accrual → select August as the date for the adjustment.
Pay out a balance
How to pay out an employee's balance:
Open the employee's calendar as Payroll Admin
Click "Pay out" next to the balance
Choose the effective date for the payout/deduction
Enter the number of days/hours to be paid out
Optionally add a note as documentation for the payout
The payout is saved in the employee’s calendar and is effective from the selected month.
Click the balance payout saved in the employee's calendar for more information, or click the balance's "View history":
💁 A balance payout is reset by clicking the payout in the employee's calendar. When deleted, the payout/deduction is removed from the balance.
Payroll system export
Always follow best practice when exporting to your payroll system. This ensures synchronization is maintained.
📑 READ MORE HERE about best practice payroll system export.
Best practice ensures:
That a registration pending approval is automatically included in the next payroll export once approved
That a post-registration added to a closed payroll period is updated in the next payroll export
That a payroll-processed registration that is deleted is highlighted in the next payroll export, allowing the deletion to be corrected in the payroll system
That balance payouts are included in the payroll file
💁 it is always possible, for both employees and Payroll Admin, to click a registration to see if it has been payroll-processed:
