Handling of remaining other vacation
At the end of a balance year, any remaining other vacation must be processed.
Other vacation is a flexible balance that may cover, for example, care days, the 6th week of vacation, additional vacation days, or other company-specific days off—depending on how it is set up in your company.
The remaining other vacation can be handled in three ways:
Deleted
Carried over to the next balance year
Paid out
How the remaining balance is handled depends on your setup and the period you follow. It can be configured to be handled automatically or manually.
Automatic handling of remaining other vacation
If your other vacation follows a 12-month balance year (e.g. from 1/9 to 31/8), the remaining balance is handled automatically at the end of the balance year.
In the policy, you can choose between:
Remaining balance is automatically deleted (reset)
Remaining balance is automatically carried over
This setting determines what happens to employees’ remaining balance at the end of the balance year.
No manual action is required.
Manual handling
If your other vacation follows the Danish Holiday Act period (September 1st – December 31st the following year), the remaining balance must be handled manually.
The remaining other vacation expires on 31/12.
On 1/1, the other vacation is sent for remaining balance processing.
How to manually process remaining other vacation
Go to: Payroll Admin → Remaining vacation transfer → Other vacation
Select the employees to be processed
Click “Process selected users”
Choose method:
Delete → remaining balance is removed
Pay out → balance is reduced and sent to payroll
Carry over → balance is transferred to the next balance year
Click “Execute”
Example of payout with a limit
If you choose Pay out with a maximum of 5 days:
Up to 5 days are paid out
Days exceeding 5 are automatically deleted
The employee’s balance is reduced via payout
The paid-out days are sent to the payroll file
FAQ
When is remaining other vacation handled automatically
When is remaining other vacation handled automatically
Remaining other vacation is handled automatically if your other vacation follows a 12-month balance year (e.g. from 1/9 to 31/8).
In this case, the policy can be set to either:
Automatically delete
Automatically carry over
When the balance year ends, the remaining balance is automatically processed according to this setting—without the need for manual action.
When should remaining other vacation be handled manually?
When should remaining other vacation be handled manually?
Remaining other vacation must be handled manually if your balance follows the Danish period (1/9–31/12).
The remaining balance expires on 31/12
On 1/1, the balance is sent for manual processing
You must then decide whether the remaining balance should be:
deleted
paid out
carried over
What happens if “Pay out” is selected during manual processing?
What happens if “Pay out” is selected during manual processing?
When you select Pay out:
The employee’s remaining balance is reduced
The amount is sent to the payroll file
The payout can then be processed in the payroll system
Can you limit how much is paid out during manual processing?
Can you limit how much is paid out during manual processing?
Yes, you can define a maximum number of days or hours that can be paid out.
Up to the limit → paid out
Above the limit → automatically deleted
Where can I see transferred other vacation?
Where can I see transferred other vacation?
You can view transfers in two places, depending on whether you need to check the balance for one/few employees or for many.
Calendar access (for one or a few employees)
Go to: Payroll Admin → Calendar access → Open employee
→ Click “View history” on the other vacation
Here you can see:Transferred from the previous balance year
Manual adjustments (increases/decreases)
Payouts
Accrual
Usage
Balance log (for multiple employees)
If you need to review balances for multiple employees, we recommend using the Other vacation report in the report library.Go to: HR Statistics → Report library → Other vacation → Balance log
Filter by Type = “Transferred”
Select the relevant date/period
Optionally export to Excel
This provides a complete list of all transfers.
I mistakenly paid out all remaining other vacation days – I should only have carried over a maximum of 5 days. What should I do?
I mistakenly paid out all remaining other vacation days – I should only have carried over a maximum of 5 days. What should I do?
The error must be corrected via Calendar access.
Find the affected employees
Use the Balance log in the report library:
Filter by “Paid out”
Select the start date of the new balance period
The balance log shows all registered payouts and can be exported to Excel as documentation.
Note: The report library is for viewing and exporting only – not for making changes.
Correct the balance manually
Go to: Payroll Admin → Calendar access
Open the employee’s calendar
Use Adjust to correct the balance by adding back the number of days that were paid out by mistake
Add a note to the adjustment (e.g. “Incorrect payout – manually corrected”)
Summary:
Report library (Balance log) → used to view and export changes and history
Calendar access → used to make and document manual corrections
Remaining other vacation was processed on 1/1 and I made a mistake – how do I correct it?
Remaining other vacation was processed on 1/1 and I made a mistake – how do I correct it?
Once you have manually processed an employee’s remaining other vacation, they are removed from the remaining balance page and cannot be processed again.
If the days were handled incorrectly (carried over, paid out, or deleted), the balance must be corrected via Calendar access.
Go to: Payroll Admin → Calendar access → Open the employee’s calendar and correct the balance manually using: "Increase", "Decrease" & "Pay out"
Can I process remaining other vacation again after it has been completed?
Can I process remaining other vacation again after it has been completed?
No, once an employee has been processed, they are removed from the list and cannot be processed again.
Any errors must be corrected manually via Calendar access.
Why haven’t remaining days been transferred to an Other Vacation balance for an employee?
Why haven’t remaining days been transferred to an Other Vacation balance for an employee?
It’s important to distinguish between remaining days on vacation and on an Other Vacation balance.
When your Other Vacation policy is set to automatic transfer, remaining days are normally handled automatically at the end of the period.
If the remaining days on an Other Vacation balance have not been transferred automatically, it is typically due to one of the following:
The employee follows a different period than the company standard
The Other Vacation policy is set to automatic deletion instead of automatic transfer
The employee had no remaining balance at the end of the period
A manual adjustment has been made
A policy change occurred after the period ended
Go to Payroll Admin → Calendar access → Under Other Vacation balance, click “View history”
Here you can see the employee’s balance, transferred days, and transactions for the period.
This is the primary place to investigate the reason for missing transfers.
As an additional check, you can also review the transfer in the balance log:
➡️ HR Statistics → Report library → Other Vacation → Balance log
Select Type = “Transfer” and date = 1/9, when the transfer should have been completed.
If the transfer is missing, you can manually adjust the employee’s Other Vacation balance directly from Calendar access.
If everything looks correct in Calendar access (and possibly the balance log), but the transfer is still missing, you can contact Online Support to have the case investigated (you do this by writing that you would like to speak with a human in the online support channel).