Pro-rated vacation entitlement 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 entitlement for the first calendar year. The employee receives the full annual vacation entitlement starting with the following calendar year.
There are two ways to set the pro-rated vacation entitlement for the first calendar year:
1) Enter the pro-rated vacation entitlement manually
In the “Vacation entitlement per year” field, enter the annual vacation entitlement the employee has when employed for a full calendar year. In the “Vacation entitlement in 2025” field, enter the pro-rated, lower vacation entitlement the employee has in the year they are hired mid-year.
In this case, you determine the pro-rated vacation entitlement yourself and enter the value in the “Vacation entitlement in 2025” field. Timebutler does not calculate the value in this case.
2) Let the pro-rated vacation entitlement be calculated
In the “Vacation entitlement per year” field, enter the annual vacation entitlement the employee has when employed for a full calendar year. Leave the “Vacation entitlement 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 entitlement (according to the [Settings for calculating the vacation entitlement(/help/handbook/set-up/more-settings/rules-for-calculating-vacation-entitlement/)) for the current year, and on the next page you receive a suggestion to adjust the pro-rated vacation entitlement, which you can accept or decline with a click.
Pro-rated vacation entitlement when an employee leaves
If an employee resigns or otherwise leaves the company, they have a reduced vacation entitlement in the last year of employment (unless they leave on December 31).
You can have Timebutler calculate the reduced vacation entitlement automatically. Log in to Timebutler as an admin and click in the top left on “Employees > Employees > Overview”, then for the desired user account click the green icon with the pencil (=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 entitlement (according to the [Settings for calculating the vacation entitlement(/help/handbook/set-up/more-settings/rules-for-calculating-vacation-entitlement/)) taking the leave date into account, and on the next page you receive a suggestion to adjust the pro-rated vacation entitlement, which you can accept or decline with a click.