An employee's vacation quota is the basis for vacation planning in Leadtime. It ensures that each employee receives their contractually agreed vacation days and that these are managed correctly throughout the year. The vacation quota is a dynamic component that can change depending on contractual conditions, adjustments during the year and carryovers from previous years.

When a new employee is created in Leadtime, the vacation quota is defined in the employee master data under the "Working hours and salary" tab. The number of vacation days to which the employee is entitled annually according to the employment contract is entered here.

Example: An employee starts on 01.01.2024 with a contractual entitlement to 30 vacation days.

Leadtime allows you to plan the vacation quota over different periods. This means that vacation entitlements can be defined differently for different years or even within a year for certain periods.

Example: An employee has 30 days' vacation for 2024. From 01.01.2025, his entitlement increases to 32 days. This adjustment is calculated pro rata in Leadtime if it takes place during the year.

If the employee changes employer during the year or the number of vacation days is adjusted (e.g. part-time), Leadtime calculates the quota pro rata according to the period.

It often happens that adjustments have to be made to vacation days during the year, whether due to contract changes or special regulations. Leadtime supports these changes by allowing vacation periods to be planned individually.

If the number of vacation days is changed during the year, Leadtime converts the remaining vacation days on a pro rata basis.

Example: The employee is entitled to 20 vacation days until 01.07.2024. From 01.07.2024, the entitlement is increased to 30 days. In this case, the employee is entitled to 10 vacation days pro rata for the first six months and 15 days for the second six months.

Employees who join or leave the company in the current year receive their vacation quota on a pro rata basis. Leadtime automatically calculates the vacation days for the remaining period.

Example: An employee starts work on 01.03.2024. Their contractual vacation entitlement is 30 days per year. Leadtime calculates that he is entitled to 25 vacation days for the remaining 10 months of the year.

Calculation: 30 days / 12 months = 2.5. This means that two months = 5 days have already been taken when he starts work on 01.03.

Unused vacation days can be carried over to the next year. In Leadtime, this function is handled via the vacation compensation area. Team leaders or administrators can determine whether and how many days are carried over to the next year.

It is also possible to let unused vacation days expire with or without financial compensation. This process is documented in Leadtime to ensure transparency.

Example: The employee has only taken 25 of 30 vacation days in 2024. The team leader decides that the remaining 5 days should be carried over to 2025.

Both the employees themselves and team leaders can view the vacation statistics in the employee profile at any time. The status of the vacation days is clearly displayed here:

In some cases, an employee's overtime may be converted into additional vacation days. These additional vacation days are also documented in the employee's vacation statistics and marked as Added vacation days.

The vacation quota in Leadtime is a flexible and dynamic system that enables companies to plan vacation precisely according to the employee's needs and contractual regulations. Thanks to the clear and transparent documentation in the employee profile, both the employee and the supervisor always have an overview of the current status of vacation days.