The vacation entitlement is stored together with the target working hours and always applies to the entire calendar year – regardless of when the target working week becomes effective.
Where is the vacation entitlement stored?
The vacation entitlement is not a separate field in the employee file, but part of the target working week. When creating or editing a target working week under Employee File > Target Working Hours, you enter the annual vacation entitlement alongside the weekly hours, which belongs to this template.
The entitlement is always entered for the full year
Always enter the full annual value for the vacation entitlement, to which a team member would be entitled if employed for the full year – for example, 30 days. This also applies if the target working week only becomes effective mid-year.
You do not need to calculate the pro-rata entitlement yourself. Based on the effective date of the target working week, Belbo automatically determines how many months of the current year the template applies to and calculates the stored annual value on a pro-rata basis accordingly.
Example
A team member has 30 days of vacation per year as standard. The new target working week becomes effective from 01.03. because the team member only works at this volume from March onwards.
- Entered vacation entitlement: 30 days (full annual value, no pre-calculation required)
- Effective from: 01.03.
- Time period automatically considered by Belbo: 10 of 12 months
- Automatically calculated vacation entitlement for the current year: 25 days (30 days × 10/12)
In the following year, as soon as the target working week is effective for the full year, the full recorded entitlement of 30 days is automatically applied again.
Partial months do not automatically count
For the pro-rata calculation, only full calendar months covered by the target working week count. If the target working week becomes effective mid-month – for example on 15.03. – this partial month does not generate any vacation entitlement on its own. Only the remaining full months count (in the example, April to December, i.e., 9 months); March is not considered on a pro-rata basis.
Goodwill solution: count the partial month in full
If the partial month should be included in the calculation in full – for example, as a goodwill measure – make the target working week effective from the 1st of that month instead (in the example, 01.03. instead of 15.03.). Enter the days until the actual start of work as an absence "Free". The month then counts as a full month for the calculation of the vacation entitlement, without any actual presence or target working hours being expected for the days before.