Pro-rated vacation contingent when creating a new user account
When you create a new user account and the employee joins the company mid-year, the employee has a reduced vacation contingent for the first calendar year. The employee receives the full annual vacation contingent starting with the following calendar year.
There are two ways to set the pro-rated vacation contingent for the first calendar year:
1) Enter the pro-rated vacation contingent manually
In the Vacation contingent per year field, enter the annual vacation contingent the employee has when employed for a full calendar year. In the Vacation contingent in 2025 field, enter the pro-rated, lower vacation contingent the employee has in the year they are hired mid-year.
In this case, you determine the pro-rated vacation contingent yourself and enter the value in the Vacation contingent in 2025 field. Timebutler does not calculate the value in this case.
2) Let the pro-rated vacation contingent be calculated
In the Vacation contingent per year field, enter the annual vacation contingent the employee has when employed for a full calendar year. Leave the Vacation contingent in 2025 field empty. In the Start date field, enter the employee’s start date. Save the changes.
Timebutler now calculates the pro-rated vacation contingent (according to the Settings for calculating the vacation contingent) for the current year, and on the next page you receive a suggestion to adjust the pro-rated vacation contingent, which you can accept or decline with a click.
Pro-rated vacation contingent when an employee leaves
If an employee resigns or otherwise leaves the company, they have a reduced vacation contingent in the last year of employment (unless they leave on December 31).
You can have Timebutler calculate the reduced vacation contingent automatically. Sign in to Timebutler as an admin and go to Employees > Employees > Overview in the top left, then for the desired user account click the green pencil icon (=Edit). In the Leave date field, enter the employee’s leave date and save the changes by clicking the blue Save button at the bottom of the page.
Timebutler now calculates the pro-rated vacation contingent (according to the Settings for calculating the vacation contingent) taking the leave date into account, and on the next page you receive a suggestion to adjust the pro-rated vacation contingent, which you can accept or decline with a click.