Transfer remaining vacation from the old system

To migrate remaining vacation from a third-party system to Die Agenturverwaltung, you can proceed as follows:

Prerequisite

• For each employee it is clear how many days of vacation entitlement arise from their employment contract and how much vacation they have already taken in the current year.

• For each employee it is clear on which date remaining vacation expires (e.g. on 31.03 of the current year)

• For each employee it is clear how much remaining vacation they carry over from the previous year.

Configuration of employment contracts

Vacation entitlements can only be configured for employees with an employment relationship "permanent employment"

Start of employment relationship

Regardless of the actual start of the employment contract, the employment relationship is started on 01.01 of the current year (or if the employee only joined us in the current year on the actual date the employment contract started).

This can be set in the user settings under the Employment Relationship tab under Contract Duration. For an ongoing employment relationship the end date is simply left blank.

Enter vacation entitlement

In the "Employment Relationship" tab under "Vacation Entitlement" you can specify how many days of vacation an employee is entitled to per year.

Attention: Full days are specified here, regardless of whether an employee has a full-time or a part-time position.

Two examples Irene works Mon - Thu and always has Fridays off. So she has an 80% position. She has 30 days of vacation entitlement per year, but this refers to 80% - which means 30 days * 8 hours * 80 % = 192 h that corresponds to 24 days at 8 However, 30 days are entered in the employment relationship. Die Agenturverwaltung automatically calculates the number in hours. Markus works half days 5 days a week. So he has a 50% position. He has 22 days of vacation entitlement per year, but this refers to 50% - which means 22 days * 8 hours * 50 % = 88 h ~11 days

Here, 22 days are also entered in the employment relationship

Special leave is statutory leave for special occasions such as official appointments, weddings, funerals, etc., which is available to an employee in addition. As a rule this is 2 days per year.

Configure expiry date for remaining vacation

In the "Employment Relationship" tab under "Vacation Entitlement" it is also defined on which date remaining vacation from a legacy system expires. This is also regulated in the employment contract with the employee; in many cases it is 31.03.

Transfer remaining vacation from legacy system

If an employee now takes vacation in the current year, this is recorded via a new entry in the absence calendar.

When creating a vacation entry, various absence types can be selected there.

Here we can use the absence type "Transfer from legacy system" for remaining vacation that comes from an old system. This entry then behaves in the system mathematically like a vacation bonus, i.e. the days are not deducted from the current vacation entitlement.

The control of how much remaining vacation is entered here by when and how much is taken over from the legacy system is the responsibility of the person making this entry. However, this is only necessary during the migration. In subsequent years Die Agenturverwaltung then calculates the remaining vacation entitlement automatically.

After a user's remaining vacation has been taken or expired, further vacation is simply entered using the absence type "Vacation".

It is advisable to save any (historical) documents relating to an employee's remaining vacation balance in the Documents tab of an employment relationship so that proof prior to the introduction of Die Agenturverwaltung may be available even many years later.