Vacation allowances
🟩 Management and documentation of unused vacation days, including carryovers, deductions and financial compensation.
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Unused vacation days can be handled in different ways in companies. In Leadtime, there is the option of managing vacation compensation. Team leaders or other authorized persons can decide whether remaining vacation days should be carried over to the next year or reimbursed as compensation.
This is managed directly in the employee profile under the "Vacation" tab. Here you can see how many vacation days are still outstanding from the current year and whether carryovers or compensation payments have already been made. If necessary, the number of days to be carried over or paid out can be adjusted individually.
This function ensures that vacation days do not simply expire, but are either used or compensated accordingly. This keeps the management of leave accounts clear and the company retains full control over leave planning.
Steps for processing vacation compensation
Overview of an employee's vacation balance
Your company / Employees / [Employees] / Basics
Before a vacation allowance is made, it is advisable to check the employee's current vacation balance. This is done in the Our company > Employees > Leave section, where leave statistics are displayed. These statistics contain important information:
- Total vacation days: the employee's total vacation time for the current year, including carryover and additional vacation days.
- Uses: The number of vacation days already taken and approved.
- Remaining: The vacation days still available for the rest of the year.
- By contract: The contractual vacation days for the year.
- Deducted: Leave days that have been deducted from the leave entitlement as part of compensation.
- Already used: The number of vacation days already actually used.
- Approved: The number of vacation days that have already been approved but not yet taken.
Using this data, the team leader can quickly gain an overview of an employee's leave situation.
Add vacation allowance
Your company / Employees / [Employees] / Vacations
To add a vacation allowance, the team leader proceeds as follows:
- Select area: Under Our company > Employees in the Vacations tab is the Vacation compensation block.
- Open the dialog: Click on Add to open a dialog box in which the compensation can be specified.
- Select type: There are three options for vacation compensation:
- Postpone: The team leader can carry over leftover vacation days into the next year. For example, out of 30 contractual days, 5 days that were not taken in 2024 could be carried over to 2025.
- Deduct: If vacation days not taken are to expire, they can be deducted. This can be done with or without financial compensation.
- Add: In certain cases, it may make sense to grant an employee additional vacation days, for example as compensation for overtime. These days can be added here accordingly.
- Enter year and days: Once the type of compensation has been selected, the team leader enters the year, up to which year and the number of days to be transferred, deducted or added.
- Save: Click Save to add the compensation to the employee's vacation statistics.
Tracking vacation compensation
Each vacation allowance is logged in the Holiday allowances block for the respective employee. This information can be viewed by both the team leader and the employee at any time. This allows both parties to see which vacation days have been postponed, deducted or added.
Additional information on financial compensation
If financial compensation is granted for vacation days not taken as part of vacation compensation, it is advisable to also document this process in the employee's salary section. There, the team leader can enter a corresponding bonus payment in the Bonus payments block. This ensures that the financial compensation is recorded transparently and correctly.
Leave statistics and history
All compensations are included in an employee's vacation statistics. They are also logged in the leave history. Here, team leaders and employees can see which vacation days have been approved, rejected, postponed, deducted or added.