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The
German screenshots used in this chapter will be replaced by English ones as soon as possible!In the following you will recieve information about:
Expiration and expiration date
It is absolutely necessary to make a selection here for the enumeration date!
The following are available for selection
Only in absolutely exceptional cases should another day be used. If there is a need for an alternative enumeration date, this must be entered under "Alternate yearly entitlement day". However, this should only be the exception!
Here, the anount of the vacation entitlement (in days or hours) is specified, which the respective employee is entitled to in a full year.
Here the selection is made whether the vacation entitlement specified under "Entitlement (yearly.)" is credited in days or hours per year.
|
Option |
description |
|---|---|
| Days |
Vacation entitlement is evaluated in days per year |
| Houers |
Vacation entitlement is evaluated in hours per year |
Here, the special leave entitlement per year can be entered for the person in questionfollowing provides information about entering vacation data in the vacation accounting (Settings/Time tracking/Vacation accounting) of a person.
Vacation expiration/statute of limitations and expiration date
In Austria, there are the following variants regarding the definition of the vacation year (= the point in time at which a vacation year is settled, remaining vacation days expire, or a new allotment is assigned).
Switching from one definition of the vacation year to another is possible in principle, but has far-reaching effects on the respective vacation entitlement of the employee. See also: https://www.wko.at/arbeitsrecht/urlaubsjahr
Where is the crediting date entered?
In the person's master record, go to the tab Settings → Time tracking → Vacation accounting
The respective entry is made in the field "Crediting of the annual entitlement".
This defines the day of the year on which the vacation entitlement is credited to the remaining vacation account. This setting also affects the behavior of the option "Proration in the year of hire". In addition, this cut-off date is also used to credit the entitlement for care leave/special leave.
It is absolutely necessary to make a selection for the crediting date in order to guarantee a vacation entitlement at all! If no selection is made, no vacation is credited!
Here you enter the vacation entitlement, and whether it is specified in days or hours, that the employee is entitled to in a full year.
|
Value |
Unit |
|---|---|
|
Numeric value |
Days/hours per year |
Here you can enter the special leave entitlement per year for the person concerned. These special leave days are used, for example, in the event case of a wedding, relocationmoving, a death in the family or the partner giving birth to of a child.
|
value |
unit |
|
|---|---|---|
|
numerical | days
Value |
Unit |
|
Numeric value |
Days/hours per year |
Note! Proration is only possible if the vacation entitlement is recorded in DAYS!
Proration is not possible for a vacation entitlement in hours!
You can find information on proration for part-time employees HERE
The following information is based on https://www.usp.gv.at/mitarbeiter/urlaub/urlaubsanspruch-und-urlaubsausmass.html
For the proration at hire to be carried out, a selection must be made under the tab Settings → Time tracking → Vacation accounting → Proration of the year of hire
In principle, a distinction must be made as to whether the entry occurred in the first hire took place in the first half of the year year (01.01. - 30.06./01 – 06/30) or in the second the second half of the year year (01.07. - 31.12.).Entry 07/01 – 12/31).
Hire in the first half -of the year (01.01. - 30.06./01 – 06/30)
The complete vacation entitlement is distributed proportionally over the first six months using the following formula.
(Holiday Vacation entitlement / number of days in the year) * days from entry hire date = current vacation entitlement rounded up to whole days.
In the sixth month, the remaining vacation entitlement is added credited to the remaining vacation account.
Entry Hire in the second half of the year (01.07. - 31.12.07/01 – 12/31)
In this case, the entitlement is prorated first aliquoted. Then the vacation is divided and credited in over the first six months in between the current and the new vacation year and credited:
1. firstFirst, the vacation entitlement is calculated on an aliquot a prorated basis:
(vacation Vacation entitlement / number of days in the year) * (12/31 - entry – hire date) = aliquot prorated vacation entitlement [rounded up to whole days].
2. division Division of the vacation entitlement in the first six months up to 31.12. until 12/31
The vacation entitlement is credited to the remaining vacation account according to the following formula:
(vacation Vacation entitlement / number of days in the year) * days from entry hire date = current vacation entitlement [rounded up to whole days].
In the sixth month, the remaining vacation entitlement is credited to the remaining vacation account.
3. at At the beginning of the new vacation year, the vacation entitlement is credited until the six months are reached as of the last day of the yearmonth until the six months are reached:
(full vacation entitlement / number of days in the year) * days from 01./01 . = current vacation entitlement [rounded up to whole days].
Examples:
Year of hire:
If the vacation is credited as of the hire date anniversary, the first 6 months can also extend beyond a calendar year.
Calendar year:
Note: for the termination calculation to be recognized in time by payroll, the parameter should be set promptly. It must be in the system at the latest one month before termination. On the termination day it is definitely too late. .
In order to To ensure this, there is a the checkbox "Aliquotqation leave and e.g. Proration upon termination and parental leave". This checkbox is deactivated in the default setting.
If such a factoring should be proration is applied in the organization, the checkbox checkmark must be set here!
It is generally recommended to activate the automatic proration, because this way the vacation proration is carried out immediately after entering a termination date. The reduced vacation allotment is immediately shown in the correction client/day view of this person.
(Vacation entitlement / days in the year * days from start of leave vacation year to leaving termination date) = new entitlement [Result result is not rounded!]
Here , too, activating the activation of the checkbox "Aliquotqation leave and e.g. checkbox "Proration upon termination and parental leave" has an effect.
As soon as the corresponding absences are entered for the employee (exclusively via 'from - to date' and not via a subsequent absence reason), the days without the absence reason are determined for the respective leave vacation year.
Then the The vacation entitlement for that this year is then reduced using the following formula:
(lVacation Vacation entitlement / days in the year * days without absence reason for error in the respective leave vacation year) = new entitlement [result is rounded up].
The new aliquotation variant as of 07.09.2023. determines according to which type the vacation entitlement is factored in the case of entry and exit
The type of vacation calculation vacation accounting is also an influencing factor here; this it is determined under "Vacation calculation: yearly entitlementCrediting cut-off date":
|
Parameter in Personalwolke |
Description |
|
|---|---|---|
|
No |
Vacation calculation with VA by calendar year: no factoring in the event of entry proration for hire during the year, vacation entitlement only at from the beginning start of the next calendar year Vacation calculation with entry
|
|
|
Legally compliant (Austria) | Entry
Hire in the first six monthshalf of the year (01 .01. - 30.06.
/01 – 06/30)
In the sixth month, the remaining vacation entitlement is added credited to the remaining vacation account. EntryHire in the second half of the year ( 01.07. - 31.12.
07/01 – 12/31)
1. firstFirst, the vacation entitlement is calculated on an aliquot a prorated basis: 2. division Division of the vacation entitlement in the first six months up to 31.12. until 12/31
3. at At the beginning of the new vacation year, the vacation entitlement is credited until the six months are reached as of the last day of the yearmonth until the six months are reached: |
|
|
Aliquot | Entry
Prorated |
Hire in the first six months half of the year (01.01. - 30.06.))/01 – 06/30)In this variant, the vacation entitlement is always calculated on a pro rata basisprorated, unless the employee joins the company on January 1 hire takes place on 1/1 of the year. 1.
Hire in the second half of the year (01.07. - 31.12.) Also in this case07/01 – 12/31)In this case too, the entitlement is prorated first aliquoted. After that, Then the leave vacation is divided and credited in over the first six months in between the current and the new leave vacation year and credited: 1.
|
| Aliquot
Prorated part-time |
Is usually only relevant for municipalities. Here , the remaining leave vacation is automatically factored prorated when the weekly hours are changedchange. The remaining leavevacation
|
|
If an employee changes the time model and the number of working days workdays changes as a result, the following accounts are converted based on the basis of the old working days workdays and the new working daysworkdays:
|
Parameter in Personalwolke |
Description |
|---|---|
|
No |
no aliquotation
|
No proration |
|
Part-time according to weekly hours in the weekly |
calculation according to "Aliquot part time"
|
schedule |
Calculation identical to the parameter from the table above, "Prorated part-time" |
|
Part-time according to |
|
workdays in the weekly |
|
schedule |
The calculation is |
|
composed of the formulas |
Part-time factor
calculation according to "Aliquot part time"
Here it is determined according to which method the factoring of the remaining vacation of an employee is to be calculated.
"Shadow account"
For vacation accrual, an aliquot remaining vacation balance is required|
from "Proration upon termination" and "Proration for absence reasons such as parental leave". |
|
|
Part-time factor |
Calculation identical to the parameter from the table above, "Prorated part-time" |
Note: If an employee switches to part-time, NO change to the number of days is to be made in the field "Entitlement (annual)" in Settings/Time tracking/Vacation accounting. As soon as "Part-time...." has been selected in the field "Proration of the entitlement for part-time employees?", the program calculates the correct entitlement value automatically!
Due to its scope, you will find the information in a separate chapter titled Prorated Vacation for Part-Time Employees.
This determines which method is used to calculate the proration of an employee's remaining vacation.
"Shadow account"
A prorated remaining vacation balance is needed for the vacation accrual. The system provides a "shadow account" on which a leaving factoring termination proration is performed for each every day in the past. Per A parameter it can be defined used to define for the employee whether the result should be rounded or not.
|
option |
description |
|
|---|---|---|
|
Option |
Description |
|
|
Day/rounded up (default) |
The vacation is calculated exactly according to the number of days and rounded up in the process |
|
|
Daily/not rounded |
Vacation Days/unrounded |
The vacation is calculated exactly according to the number of days and rounded down |
|
Monthly/not rounded |
Vacation Month/unrounded |
The vacation is calculated according to based on the remaining months in the company and rounded down in the process |
For the correct rounding of vacation accruals, "Days/unrounded" must be selected under the tab Settings → Time tracking → Vacation accounting →
Rounding parameter for vacation accrual .
The value can only be queried retroactively!
Formulas:
Example:
The following formula allows you to perform the remaining vacation calculation in Excel:
Formel Resturlaub aliquot.xlsx
The following parameters (marked in red) are relevant for this topic in Personalwolke.
The fictional entry date is fictitious hire date is used to calculate the correct leave vacation entitlement in terms of relation to years of service (according to the scaletier). Since a certain number of years of service, school or university periods can be credited, the fictitious entry hire date is calculated in order to determine the position in the scaletiering, regardless of the actual entry hire date. If no fictitious entry hire date is entered, no tier step change will occur.
value
unit
Datum
|
Value |
Unit |
|---|---|
|
Date |
Day and month with two digits, year with four digits (DD.MM.YYYY) or use calendar |
In the Personalwolke , it is possible to define up to 4 different values for vacation entitlement values per employee in a scaletiering. Here , it is possible to you can specify after how many creditable years of service the person moves up to scale tier 1 and is thus entitled to more vacation entitlement.
|
Value |
Unit |
||
|---|---|---|---|
|
Numeric value |
unit |
numerical |
Number of years of service from which the 1st (2nd/3rd/4th) squadron is active |
|
tier 1 is active |
Here you define the (increased) vacation entitlement provided for level 1 (2/3/4) is defined tier 1, in days per year. After the predefined previously defined number of years of service has been completed, the vacation entitlement is automatically increased to this value.
|
value |
unit |
|
|---|---|---|
|
numerical | vacation
Value |
Unit |
|
Numeric value |
Vacation entitlement per year in the 1st (2nd/3rd/4th) leveltier 1 |
The settings for level tiers 2 , and 3 and 4 behave exactly the same as those for level 1, tier 1; in each case the number of necessary required years of service and the new (increased) vacation entitlement are entered in each case.
Example
The A bank's collective agreement of a bank stipulates provides that the vacation entitlement is 30 days from the 20th year of service.
The entry looks like this:
The Bankbank's collective bargaining agreement stipulates provides that periods of prior service at other banks must are also to be included in these years of service.
Employee Charon joined the company in April 2022, but has already "brought along" 18 years of prior service at another banking institution. Therefore, to ensure To guarantee her rightful vacation entitlement after 20 years of service, the fictitious entry hire date is therefore set so that, after completing 20 years of service (18 years of service with the previous employer + 2 years of service with the current employer), she actually has gets 30 vacation days per year.
The following dates are data is important for correct recording:
In the example, these are
These 16 years must be taken into account when entering the fictitious entry hire date.
The fictitious entry hire date is therefore: 04/01.04./2006
Date from which the 20 years of service are completed: 04/01.04./2026
Here the day in the year is defined on which the leave entitlement is credited to the remaining leave account. This setting also influences the behavior of the "Aliquot allocation in the year of entry" option. In addition, this cut-off date is also used to credit the entitlement for care/special leave.
If no value is entered in this field, then no vacation will be credited!
|
value |
description |
|---|---|
|
Calendar year |
offset against calendar year: 01.01.YYYY |
|
entry dateEintrittsdatum |
offset against entry year: DD.MM.YYYY |
If the option "Cut-off date, vacation expiration DE" was selected in the setting "Vacation expiration/statute of limitations" mentioned below, any cut-off date can be chosen here on which the remaining vacation entitlement of the past year is to expire.
|
Value |
Description |
|---|---|
Date |
Format: DD.MM.YYYY - on this date (cut-off date), the remaining vacation of the previous year expires automatically |
According to the Austrian Vacation Act, an employee may carry over a maximum of 3 full annual vacation entitlements. If this threshold is exceeded, the oldest vacation entitlement expires after this time ("first in/first out" principle). Here , you can specify define whether Personalwolke should automatically implement carry out this rule automatically. In addition, in the case of an earlier expiry expiration of vacation days, a cut-off date can also be specified (explained above)
option
description
can also be defined.
|
Option |
Description |
|---|---|
|
Yes |
If the threshold of 3 years is exceeded, the oldest remaining vacation taken carried over before this time is forfeitedexpires |
|
No |
If the threshold of 3 years is exceeded, the excess remaining vaction is vacation does NOT expire automatically forfeited |
|
Reference Cut-off date, vacation expiration DE |
the leave The vacation entitlement from the previous year expires on the date selected under "Expiration date" |
If the option "Key date, vacation expiry DE" has been selected in the setting "Vacation expiry/statute of limitations" mentioned below, any key date can be selected here on which the remaining vacation entitlement of the past year is to expire.
|
value |
description |
|---|---|
|
date |
Form: DD.MM.YYYY - on this date (cut-off date), the remaining leave from the previous year automatically expires |
|
Vacation accounting: Vacation expiration cut-off date" |
Initial situation - Variant variant vacation expiraton cut-off date Germany:
|
Date |
vacation consumed |
vacation actual year |
vacation last year |
vacation expiration |
|
|---|---|---|---|---|---|
|
31.12. |
Date |
Vacation taken |
Vacation current year |
Vacation previous year |
Vacation expiration |
|
12/31 |
5 |
0 |
0 |
||
|
01./01. |
25 |
5 |
0 |
||
|
02/03.02. |
1 |
25 |
4 |
0 |
|
|
02/04.02. |
1 |
25 |
3 |
0 |
|
|
02/05.02 |
1 |
25 |
2 |
0 |
|
|
03/31.03. |
25 |
0 |
2 |
The three 3 vacation days in the current year are first deducted from the remaining vacation from of the previous year, until it is used up. On the cut-off date (03/31.03.), the unused remaining vacation from the previous year is then forfeitedexpires. If a vacation day is requested on the key cut-off date, it will be is still deducted from the remaining vacation before it expires expiration (in relation to the example above, this means that if another one more vacation day had been entered on 03/31.03., only 1 vacation day would have expired and not 2).
Keywords: vacation entitlement, vacation accounting, vacation days, tiered entitlement, prorated vacation entitlement, expiration of vacation entitlements
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Version 13 von Gabriel Gruber
am 18.10.26 10:44:20 Name: Vacation calculation Variante: main - en Status: Veröffentlichung |  |
Version 14 von Gabriel Gruber
am 18.10.26 12:00:43 Name: Vacation Accounting: Entitlement, Proration, Tiering, Expiration Variante: main - en Status: Veröffentlichung |
Vergleiche Versionen 12 und 13