Go to Settings > Absence, Overtime, Vacation > Account types.
Click “Create” and choose “Accrued vacation account”.
Step 1 of 3:
Name: Give the account a name.
Description: Optional field to add a description for the account.
Renew automatically: If you want the account to renew automatically at the end of the accruing period.
Accruing period - Annual start date: The date the account should start accruing from each year.
Accruing period - Duration: How many months the accruing period should be (1-12 months)
Spending period - Annual start date: The date it should be able to spend the earned vacation from.
Spending period - Duration: How many months the employees should be able to spend the earned vacation (1-52 months)
Next: Go to the next step
Step 2 of 3:
Accruing in: Choose if the accruing should be in Days or Hours.
Start balance: you have the option to set a start balance for the account type. This value will be the start balance on all accounts both now and in the future. The start balance can later be overwritten in your employee's individual accounts for each period.
- For Days choose between “Percentage”, “Days per month” or “Days per year”.
- For Hours choose between “Percentage”, “Hours per day” or “Hours per month”.
- For Days or Hours per day/month/year: enter the number that fits for your country.
- For Percentage, here are some commonly used rates:
12,07 % rate calculated based on days off per year: 28 days
12,55 % rate calculated based on days off per year: 29 days
13,04 % rate calculated based on days off per year: 30 days
13,54 % rate calculated based on days off per year: 31 days
14,04 % rate calculated based on days off per year: 32 days
14,54 % rate calculated based on days off per year: 33 days
Max allowance / CAP: Choose between “Days per Month”, “Days per Year”, “Hours per Day” or “Hours per month“ and enter the maximum allowed earnings per the period you have chosen. Leave blank for unlimited.
Requirements for accrual: (only available if the account has an accrual rate per day/month/year.) Choose if the requirements for accrual should be based on only the accrual rate, or depend on approved shifts in the schedule.
Work hours per day: (only available if accruing units of Hours) Choose how many hours a workday should count as. It can be based on an average of 12, 13 or 52 weeks, or set fixed rate of hours per day.
Vacation earnings: Choose if the payout of vacation should be based on average of 12, 13 or 52 weeks, or set a fixed rate.
Next: Go to the next step
Step 3 of 3:
Employees types: Choose who can get this account type. It can be one or more, or “all” meaning future once as well.
Create automatically: If the account should be created automatically for all employees when they are created in the system.
The account will only be created for employees that belong to one of the chosen Employee types above.
Negative balance: Choose if the account can have a negative balance and how many days it can go into a negative value.
Max consecutive vacation days: Choose how many days in a row the employees can request vacation for. This follows the calendar time span so all days in a week, Monday to Sunday, are included in this rule.
Carry over: If this box is ticked it’s possible to transfer any time (days or hours) at the end of a vacation spending period to the new vacation balance.
If this is enabled you can set X amount of days it’s allowed to transfer to the next spending period. This is always set in ‘days’, even if the account is for hours, then it will look at the settings you have set in step 2 of the setup under “Work hours per Day”.
Set limited time for carry over: If this box is ticked you can choose a time limit for when the vacation days carried over from the previous period need to be spent.
Payroll - Salary code: This code will be displayed in the Payroll report you can pull form Planday. OBS: As it is now, this is not set up to be able to be used for sending data to payroll systems, so it’s only for internal use for you as a customer.
Account Priority: Choices: “No priority”, “First priority”, “Last priority”. There can be multiple account types in each priority. “No priority” means always available. “First priority always has to be used up (less than 1 day remaining) before ”Last priority“ can be used.
And lastly, make sure to take into account the Bank Holiday calendar (so your employees don't accidentally use vacation days for legal holidays).
This can also be set individually on each employee's account later.
Choose shift types for accrued vacation
Once the account is set up you will need to choose which shift types that accrues vacation for an employee.
Go to Settings > Absence, Overtime, Vacation > General > Shift types for accrued account.
Here you can choose which shift types that will accrue vacation.
Normal is shifts where no shift type has been selected.