Create a day bank
The day bank is flexible and can be used to keep track of days off that are not part of the vacation law – for example, senior days, company days, or other days off.
The module has a balance where both fixed and variable accrual can be added.
Fixed accrual could be, for example, earning 2 company days every year on January 1st
Variable accrual could be that an employee earns a day off by working a weekend shift
With the day bank, employees get a balance that can:
be accrued (plus days)
be used (minus days)
Please note:
You can only create one day bank per company account
All types of days (e.g. senior days, company days, extra days off) must therefore be managed in the same day bank
The day bank works as a single, combined balance
If you need to keep different types of leave completely separate, you should consider using other leave instead.
Setting up the day bank
Go to:
Setup admin → Modules → Day bank
1. Name the day bank
Choose a name that describes its purpose, for example:
“Senior days”
“Company days”
“Days off”
Note: The name covers the entire day bank (not several separate banks)
2. Create plus and minus days
Enter:
Name for plus days (e.g. “Accrued day” or “Weekend shift”)
Name for minus days (e.g. “Day off”)
You can choose whether registrations require approval.
Example: Day bank used only for minus days
When the day bank is only used for minus days, it means the employee can only use days – not accrue them in the system.
This can be used for company-specific days off, where, for example, senior days are credited to an employee.
Example: Day bank used for accruing days off
When the day bank is used for both plus and minus days, it means the employee can both accrue and use days from the same balance.
This can be used, for example, when employees earn days off by working a weekend.
Accrual to the day bank
Days can be accrued either by fixed accrual or by variable accrual, where the employee registers themselves.
Fixed accrual
Fixed accrual of days to the day bank is set up in your policies. This means you can give different staff groups different accruals linked to their day bank.
Example: Fixed accrual
Every year on January 1st, two days are accrued to the day bank balance.
Here, access to register plus days is not given, so employees on this policy can only use days from the day bank and not accrue to it.
Every year, 2 days are automatically added to the day bank on January 1st.
Note for fixed accrual: if the employee is not linked to the rule in the policy on the date days are added, the employee will only have days transferred in the next period.
Fixed accrual can be set to occur yearly, quarterly, or monthly.
Variable accrual
With variable accrual, employees can register plus days themselves. For example, if they earn a day off by working a weekend shift.
Requires that “registering plus days” is enabled in the policy
Employee access to the day bank
To grant access:
Go to the employee's master data
Activate Day bank
Note that the default "Day bank" label above will change to the name you set in the module settings. This label applies to everyone in the company.
After this, the employee can:
see their balance
register minus days (leave)
optionally register plus days
When the employee registers a day, it is possible to select "half day".
Note: it is allowed for the day bank balance to go negative.
Employee and manager will get a yellow warning if a registration will cause the balance to go negative:
Minus days (days off) over public holidays or weekends do not count in the balance.
Plus days (weekend shift) count on weekends and public holidays.
If the day bank is to be used by all or most of your employees, it's a good idea to enable access to the module as a default setting for new employees.
Important rules
The balance is allowed to go negative (a warning is shown)
Minus days on public holidays/weekends do not count
Plus days can be accrued on public holidays/weekends
Manual changes to the day bank balance (increase, decrease, or payout) can only be done by users with the Payroll admin role.
FAQ
Can I create multiple day banks?
Can I create multiple day banks?
No, it is only possible to have one day bank per company account.
If you need several types of days off, you can:
Use the same day bank, but give it a name that covers several things
Use "Other leave" to create other types of leave
Can I give different employees different numbers of days in the day bank?
Can I give different employees different numbers of days in the day bank?
Yes, through employee policies you can set up different accruals.
Can employees accrue days to the day bank themselves?
Can employees accrue days to the day bank themselves?
Yes, if registering plus days is enabled in the employee's policy, they can accrue days.
What intervals can I choose for accruing days in the day bank?
What intervals can I choose for accruing days in the day bank?
You can set up fixed accrual with the following intervals:
Yearly
Quarterly
Monthly
The interval determines how often the employee receives days added to their balance.
Example:
Yearly → all days are allocated once a year
Quarterly/Monthly → days are accrued continuously each quarter/month
Choose the interval that fits your agreement and how you want to allocate the days.
Please note that period accrual is updated on the 1st day of the chosen period and only if the employee is linked to the policy with the rule on that date will the accrual be saved to the employee's day bank balance.
If not, the employee will only start accruing from the next period.
Can employees use days from the day bank before they are accrued?
Can employees use days from the day bank before they are accrued?
Yes, it is possible to use days from the day bank even if they have not yet been accrued, so the balance goes negative.
If a registration causes the balance to go below 0, the system will show a warning – but the registration can still be completed.
If you want better control, you can advantageously set approval required for minus days.
Then a manager will be notified and can be aware that the balance is negative before the leave is approved.
Can approvers increase the day bank for employees?
Can approvers increase the day bank for employees?
No, approvers cannot increase or decrease the balance in the day bank.
Manual increases, decreases, or payouts of the balance can only be done by Payroll admin.
Approvers can instead:
approve registrations
create registrations (plus/minus days)
If you want automatic accrual, it is recommended to set up fixed accrual via policies.
Can you register half days from the day bank?
Can you register half days from the day bank?
Yes, when the employee creates a registration from the day bank, they have the option to select half days.
This is a standard feature in the system and cannot be disabled.
How do I hide the day bank from employees who shouldn't use it?
How do I hide the day bank from employees who shouldn't use it?
If employees should not have access to the day bank, you need to remove their access to the module.
You do this in the employee's master data by removing the checkmark in Day bank.
When access is removed:
the day bank will no longer be visible to the employee
and it will not be available as a registration type for leave
Do negative days in the day bank affect the hour bank?
Do negative days in the day bank affect the hour bank?
No. The day bank and the hour bank are two separate balances.
Negative days in the day bank only affect the day bank balance and have no impact on the hour bank.
Is the day bank reset at the turn of the year?
Is the day bank reset at the turn of the year?
No, the day bank is not automatically reset at the turn of the year.
Days in the day bank generally remain unchanged until they are used or manually adjusted. The system does not automatically transfer or reset the balance.
If you want the day bank to be reset or adjusted at the turn of the year, this must be handled manually by reducing employees' balances.