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Everything about vacation days when employees join, leave or return

When employees join or leave the company during the year, absence.io automatically calculates their vacation entitlement pro rata. This requires the contract start date or contract end date to be entered in the profile. The following steps can be carried out by users with the Owner, Admin or HR role.

New employees during the year

  1. Open the profile and enter the contract start date under Public Information.
  2. In the Allowances tab, assign the matching policy.
  3. absence.io automatically calculates the vacation entitlement pro rata from the contract start date.

Because the system calculates precisely, decimal places can occur (e.g. 17.83 days). You can find out what this means here. You can add or deduct individual days at any time via Add new adjustment in the Allowances tab.

Changes during the year (e.g. from 5 to 3 days per week)

Create a matching policy and add it in the profile with the desired activation date. The previous policy stays in place, and absence.io calculates the entitlement pro rata for both periods. You can find more information on part-time here.

Employees leaving the company

  1. Enter the contract end date under Public Information. The vacation entitlement is then calculated pro rata up to this date. absence.io calculates purely mathematically and does not apply any statutory regulations in the background.
  2. Check the remaining vacation and export the reports if needed, e.g. for payroll.
  3. Deactivate the user. You can find out how this works and when you can delete the user here.

If a person with the Owner role is leaving the company, transfer the Owner role to someone else beforehand. You can find out how here.

Employees returning

If someone returns in the same year, you don’t need to create a new profile. You can find all the steps here.

Good to know

  • Statutory or contractual special rules, e.g. in Germany from the Federal Vacation Act (Bundesurlaubsgesetz), are not applied automatically. If in doubt, check the exact entitlement with your HR or payroll team and correct it with an individual adjustment.
  • Is the vacation entitlement suddenly too low? Check in Public Information whether a contract end date was entered by mistake, and whether the work schedule and policy are correct.

Enjoy our solution!
Your absence.io Team