Create vacation policy for apprentices
Apprentices can be divided into two groups:
1st & 2nd year apprentices are typically covered by one shared apprentice vacation policy.
3rd & 4th year apprentices can either have their own policy or be moved to the policy used for permanent employees. This depends on whether 3rd & 4th year apprentices should be allowed to take advance vacation beyond what permanent employees are permitted.
The apprentice vacation policy is set up like the policy for permanent employees, using monthly accrual in accordance with the Danish Holiday Act.
The difference is that apprentice policies allow advance vacation, and newly hired apprentices may need to be granted additional days.
How to setup a policy for apprentices
Start by opening or creating the apprentice’s vacation policy by doing the following:
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Vacation policy for 1st & 2nd year apprentices:
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Vacation policy for 3rd & 4th year apprentices:
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Special Accrual Rules in the First Year of Employment
As a rule, trainees earn 2.08 vacation days per month of employment.
However, depending on the date of employment, the trainee is entitled to be granted extra days, in the first year of employment.
Rules for Granting Extra Vacation Days in the First Year of Employment
The student starts in the period from September 2nd to October 31st. | The student starts in the period from November 1st to June 30th. | The student starts in the period from July 1st to August 31st. |
During this period, the student is entitled to 5 weeks of paid vacation. | During this period, the student is entitled to at least 3 weeks of paid vacation. | During this period, the student is only entitled to days earned per month. |
Example:
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Allocation Matrix for Apprentices Hired on a Rolling Basis
When a new apprentice (or student) is hired, the apprentice is connected to your 1st & 2nd year apprentice policy.
Depending on the month of hire, there may be a need to manually allocate days upon hiring. This is to meet the requirement in the holiday law for newly hired apprentices.
The figure below shows the number of days that need to be manually allocated depending on the hiring month:
* According to the holiday law, the company must allocate days in the hiring month so that the employee can take either 5 weeks or 3 weeks of vacation in the vacation year the employee is hired.
** Can be used from September 1st.
ℹ️ The employee may not be restricted to only taking vacation days when they have been earned. Therefore, taking vacation in advance (3 weeks) is allowed.
When days need to be allocated, it is important that the days are allocated in the hiring month.
The days are allocated through a manual adjustment of the holiday balance.
Transition from Apprentice to Permanent Employee
When the apprentice transitions to a permanent employee, the policy changes from apprentice to permanent employee.
The difference will typically only be that there may now be restrictions on the allowed use of vacation in advance.