Besides scheduling and time tracking functionality, Planday offers you a way to easily manage vacation periods for your employees.

Setting up Accrued holiday for your organization

In Planday, Accrued holiday is handled in a few steps:

  1. Create an account template for Accrued leave

  2. Apply Leave accounts for your employees

  3. Create Leave requests (on behalf of an employee)

  4. Act on a Leave request (either requested by the employee or initiated by a manager)

1. Create an account template for Accrued leave

The first step for handling accrued vacations for employees starts with creating a template and setting up the shared details.

Go to Settings > Leave & Overtime > Account templates and press Create. Select Leave account and complete the following steps to create your leave template.

Step 1 of 3

  • Name: The account name will help you identify the Absence account template you need when connecting it to an employee's profile.

  • Description: If there are details that should be specified about your template, this would be a good place to note them.

  • Renew automatically: If the account should be renewed automatically at the end of the accruing period.

  • Accruing period for the account through the annual start date (defines which date of the year should the accruing period start or renew) and duration (determines for long your employees can accumulate vacation days is or after how many months the balance will reset).

  • Spending period for the account also through an annual start date (defines from which date of the year the accumulated vacation days can be used or when they expire) and duration (determines how long your employees will have to spend accumulated vacation days).

🇬🇧 According to UK regulations, both the accruing period and the spending period should last for 12 months from the annual start date.

Step 2 of 3

Click Next to set the specifics for how your employees will accumulate vacation days:

  • Set whether their balance is accumulated/accruing in days or hours.

  • 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 manually overwritten in your employee's individual accounts for each period.

  • Set the accruing rate which defines the ratio for the accumulation of vacation days per worked period.

    • Percentage: Ex. 12.07 percent accruing rate means that for each day worked, 0.1207 days are added to the account balance. If the account is in hours, 0.1207 hours will be added to the account balance for each worked hour.
      Per month: If the accruing to ex. 2.33 days per month (equals 28 days per year), 2.33 days are added to the account balance at the end of each month. This option allows the Planday system to predict the balance in the future, because of the monthly rate.

  • Set the max. allowance for the number of vacation days an employee can accrue per month or per year. If you don't want to set a maximum limit, simply leave the field empty.
    If you set the template to accrue in hours, then the maximum allowance will also have to be set for hours

  • Choose if the requirements for accrual should be set to always accrue based on the rate based on days/hours, or depend on approved shifts in the schedule.

  • You need to make sure that it applies to the correct shifts and Shift types. This is important because your employees will accrue holidays based on their assigned/approved Shifts.

  • Set how the work hours per day calculation should be done for this account. This comes down to determining how many working hours are considered a work day in your company. For UK-based organisations, choose Previous 52 weeks as this is the recommendation from the UK government. This setting calculates a work day of an employee based on an average worked hours in the past 52 weeks.

  • Choose how the monetary payout should be calculated for your employees. The previous 52 weeks is an option that’s compliant in the UK. You can read more about this Leave pay and calculations for the UK here.

    Please, keep in mind that if your chosen method gives you a value inferior to the one that the previous 52 weeks calculation would give you, you would not be compliant with the UK government holiday regulations.

Step 3 of 3

The Next step in your template creation allows you to set who can use an Absence account created from this template and how they can use it:

  • Assign: Select which of your employees will the configuration from this template apply to. The employee types in the list will be the Employee types you defined under Settings > People > General > Employee types. You also have the option to apply this template per department or employee groups.

  • 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.

  • depending on your organization's policy, you might allow your employees to take a few vacation days they haven't yet earned. This will appear as a negative balance (until they earn the amount back) and here is where you can decide how many vacation days they would be able to take in advance.

  • you can also set up a limit for how many vacation days your employees can use in a row. This could be useful if you need to keep a close eye on the work balance for employees, so it can automatically trigger a warning when an employee's request exceeds this limit.

  • the Carry over option will automatically transfer the unused days to the next accruing period if allowed and within the maximum number of days.

    • According to the UK regulations the employees can carry over 5 days that need to be used before the 31st of March.

  • the Salary code can help you automate how the vacation days (and their monetary impact) will appear on the payslips and the payroll reports.

  • Priority: if your organization requires more than one vacation account per employee, you can decide in the account's template whether it should be used first, last, or simply depend on how many days are left in the account balance.

  • and lastly, you can add a Bank Holiday calendar to the account (if days from a specific holiday calendar should not be deducted from your employee's account when they request holidays on these days.)

    This can also be set individually on each employee's account later.

Press Save to create your leave account template.

2. Apply the Leave account template to your employees

Head over to Schedule > Leave accounts to start assigning and attributing Absence accounts to your employees. This is also an overview page that can give you a quick insight into the standing of your employees' vacation accounts.

From the top right corner, click Apply and choose whether you want to assign leave accounts individually per employee or in bulk to multiple employees.

When you set up vacation accounts for your employees, you are effectively making copies of your template account and filling in the individual details. This will include:

  • which date will mark the start of the accruing period (if the employee joined after the start of the accruing period in your organization, it should be set to that employee's hired date)

  • you can add a Bank Holiday calendar to the account (if days from a specific holiday calendar should not be deducted from your employee’s account when they request holiday on these days.)

  • if you are setting this up after the accruing period and the spending period have started, there might be situations in which an employee has already accumulated vacation days or has already been on vacation for a few days. You should those details in the Start balance section.

  • if you've configured the Carry over setting for the template account (see above), the carry over amount will reflect the number of days you've already allowed.

Save your changes and repeat the process as needed.

When a new accruing period will start, this will automatically be applied to the employees benefiting from a vacation account (from that template).

3. Create Leave requests

With the setup done and all the details in place, your employees can request absence, as they need/want via the Planday app or by logging in to their Planday account on the web.

As a manager, you can request leave on behalf of your employees. This can be done from Schedule > Leave requests > Register Leave. Choose the employee you will be requesting absence for, select the period and an Absence account and click Next to get to step 2.

In step 2 you will get an overview of the request, and you can make changes before submitting the request.

Once a request has been submitted, you can choose to approve it right away or close the request for later approval.

4. Act on a Leave request

To manage their request, go to Schedule > Leave requests, where you will find an overview for all absence requests you can manage (or have already approved or denied).

Each request will contain all the information you need to make a decision on the spot on whether to approve the request or not:

  • who made the request and when

  • it may contain a note from your employee, explaining why they need/want the vacation days they requested.

  • the status of the request (highlighting whether it's been already approved or denied by another manager in your organization, for instance)

  • the vacation periods

  • the effect of the request on that employee's Absence account

  • a breakdown per day of the request's cost that will require your confirmation.
    As an example, if an employee is usually scheduled to work 3 days per week, but would like to have a vacation for a full week, you should make sure that only 3 vacation days are deducted (for the days they would have otherwise worked).
    The cost can also be split between the employee's different accounts as shown in the picture below.

  • a quick way to handle your employee's scheduled shifts, if any are overlapping with the vacation period, and create cover shifts to cover your schedule for this period.

When you approve or deny the request, your employee will be notified and the requested period will be marked in your Schedule.

Still have questions? Reach out to our support team via chat if you need help regarding this feature.

See related articles:

Did this answer your question?