Nederlands
You set up leave per company.
Select the desired company and go to settings.
On the General tab, check Leave under enabled functions. If you want employees to be able to use the mobile app, check ESS app if this has not already been done.
After you have enabled leave, a leave tab will be added. Go to that tab and set the number of leave hours on a full-time basis, statutory and non-statutory combined.
Please note that by default we fill 4 x the hours of a normal full-time working week associated with that company. So a company with a 40-hour working week will see 160 there.
Perhaps redundant, but how do you calculate from days to hours? Hours per day x number of days of leave equals full-time hours per year.
Holidays & special leave
Bank holiday
When an employee submits a leave request for a period that includes a public holiday, you can ensure that no hours are debited for that day. As standard, we fill in the holidays for the current and next year at every company. These are the standard Dutch holidays.
If you do not want to use this in your company, you must clear the holidays table every year by removing all lines.
If you want to add days on which your employees do not have to give up leave, you can add extra lines to the holidays table, then select the "required" option so that you can see exactly which ones are official and which are company-specific.
Special leave
For special leave, the employee can check this in his application. After approval, this leave booking will be visible in the overview with a * in front of it, these hours will not be debited from the leave entitlement.
How is leave entitlement calculated?
We calculate the leave based on the formula below and round to 2 decimal places.
employee hours per year / company hours per year x leave entitlement.
Example 1
In this example we assume that an employee is employed all year round.
A company works 40 hours a week and has 28 vacation days.
An employee works from Monday to Thursday and works 4 hours every day. We then add up the hours of all those days. The total number of hours may differ per calendar year, as we count on the basis of SV days (also known as working days). A year always has 260, 261 or 262 days.
The number of total days/hours to be worked may therefore differ. In this example we calculate with calendar year 2024, a leap year with 262 days.
In this example, we arrive at 840 hours for the employee in 2024, we arrive at 224 hours of leave entitlement and 2096 hours of full-time.
This employee therefore has for the entire year:
840 / 2096 x 224 = 89.77 hours
However, if this employee has a fixed-term contract or will only be employed later this year, we will only charge for those days. In the case of a temporary contract, we will recalculate this as soon as the contract is extended.
Example 2
Same employee as in example 1, but now with a fixed-term contract until August 31.
This brings us to 556 hours
This employee therefore has for the period 1.1 to 31.8:
556 / 2096 x 224 = 59.42 hours
How is the depreciation of leave calculated?
The number of hours that are debited is determined based on the employee's schedule, any public holiday and whether the employee has opted for Special Leave in the application.
You cannot apply for both special leave and regular leave in one application.
If the schedule changes after a leave request has been approved, we will also automatically correct that leave booking to the new schedule.
New balances
Every year just before the year changes on December 1st, the leave for that new year will be automatically granted. During the first few months of the new year, we will also monitor whether leave requests were made in the old year that still influence the balance of last year.
Correction
When you first start with the leave module for a specific company in eveHRyday, during the year for example or after a conversion, you can manually intervene on the leave. You can manage a balance for each balance type that is present. You can easily do this by entering a positive value or negative value and the total hours of that balance will be corrected.
Especially when you start during the year, it is desirable to also enter all leave bookings that have already been made, so unlike above, you can then make leave bookings on the specific dates as they had already been done. This gives you a correct annual overview.
Employee who is not entitled to leave
You often see that with on-call contracts the leave is immediately paid out periodically and with interns they have no leave entitlement at all.
You can deactivate leave at employee level. To do this, go to Employee > Change data > Functions. See screenshot below.
