You have the opportunity to keep track of earned vacation in Staff. Here, you define the number of vacation/absence days for a specific absence type (for example, vacation), after which the balance keeps track of how much vacation each employee has earned, used, and has left. Each month, the defined number of vacation days is automatically added to the employee's balance.

Under the Vacation/Absence module, you can create Vacation accrual balance plan by clicking on Add vacation accrual plan:

The Vacation accrual balance plan functions as a vacation balance, which automatically allocates the employee a set number of vacation days per month. For example, you can create a Vacation accrual balance plan that assigns the employee 2.08 days at the end of each month.

It is possible to create different Vacation accrual balances. For example, if there is a difference in the number of vacation days earned per month by part-time and full-time employees, you can create one vacation plan for part-time employees and another for full-time employees.

On each individual Vacation accrual balance, you define how many vacation days are earned per month. This can also be used if you have colleagues in different countries who earn a different number of vacation days.

The first step in creating a Vacation accrual balance is the General view settings, where you name the template and associate it with an existing absence type that you have already created.

For example, this could be the name “full-time” and the absence type “Vacation.”

You can read more here about how to create Absence Types

The second step in creating a Vacation accrual balance is Period and days to assign. First, you define the period during which the Vacation accrual balance will apply. For example, this could be from September to August.

Under number of days to accrue in period, you enter the number of vacation days the employee earns during the period. The system will then distribute the vacation days across the months for the employee. This means, for example, that the employee will be allocated 2.08 vacation days per month.

The third step in creating a Vacation accrual balance is to determine how the employee's vacation should be calculated.

If an employee starts in the middle of the month, Calculation settings is used to define whether the employee should earn the full amount of vacation days or if the vacation should be calculated based on the fact that the employee started mid-month.

If the employee should be assigned fewer vacation days for that month, you need to check the box for proportional accrual for the first month.

Daily work hours: You should define the average working hours pr day. The standard time is defined based on the time one estimates an ordinary workday to be. For example, 7.4 hours.

The fourth step in creating a Vacation accrual balance is to decide whether vacation can be transfered to the next vacation period. If you activate allow vacation days transfer, you enter the maximum number of days that can be transferred.

You can then enter, when the vacation should expire. If you set an expiration date for the transferred vacation days, you define how long the vacation days will remain valid.

Finally, you will receive a summary of the settings you have used to create the Vacation Plan.

You can assign a Vacation accrual balance to one or more employees. Go to the employee overview and select the employees you want to assign the same Vacation accrual balance to. Mark the employees with a checkmark on the left side and click on “With selected” at the bottom. Then, select "Assign vacation accrual plan" and choose the Vacation accrual balance you wish to assign.

You can also assign a vacation plan by going to the employee's profile and selecting Vacation & Absence.

It is also possible to see which Vacation accrual balance is assigned to each employee on the employee's profile under Vacation/Absence. Here, you can also assign a Vacation accrual balance to the employee.

When a vacation accrual balance is assigned, it is possible to fill in remaining vacation days, which is the number of vacation days you have available when the plan is assigned:

It is also possible to add a note:

On each individual employee, you can view a log of the assignment and usage of vacation days. Here, you can also see if a manager, for example, has manually added a certain number of vacation days to an employee. If it shows +2 vacation days, it means 2 additional vacation days have been added, and if it shows -2 vacation days, it means 2 vacation days have been used.

By clicking at the top right corner, you can download the logs.

Once you have created a Vacation Plan and assigned it to the employee, the employee will automatically receive the defined number of vacation days per month. If the employee has access to their own Vacation & Absence, they can also track how much vacation time they have left.

View vacation balance on the employee

On the employee’s profile under Vacation & Absence, the vacation balance will be displayed at the top. If the employee has multiple Vacation Plans assigned, these will also be shown here. It is possible to assign/request both full and half vacation days, as both are included in the vacation balance

It is also possible to manually add extra vacation days if, for example, an employee needs to transfer some of their vacation to a new period. This is done by clicking on the vacation accrual balance of the individual employee, and registering it under remaining vacation days: