Managing Leave Adaptations

There are four possible types of adaptations:

Administrative adaptation
This always relates to a manual addition to or deduction from the balance. The reason for the adaptation is displayed alongside it.
Schedule adaptation
This is the balance allocated from the employment contract at the beginning of the year or when a new contract rule is created. You can find the calculation of this balance as follows.
Year-end processing adaptation
This always relates to the transfer of a balance from previous years, either positive or negative.
Expired leave adaptation
This only occurs when the 2012 legislation is configured. In this case, a deduction adaptation is made when part of the leave is no longer valid.

Adding an adaptation to the balance / adding a balance carried over from the previous year

For many different reasons, it may be necessary to make an adaptation to the balance. Examples include selling vacation days, rewarding an employee with vacation days for having no sick leave throughout the year, or making a correction.

There are two types of adaptations that can be made: an individual adaptation or a collective adaptation (for everyone).

Making an individual adaptation

Go to ‘Overview’ | ‘Employee Balances’ and select the employee whose balance needs to be adapted.

Then click on the details of the leave type for which the balance needs to be adapted.

At the top left, you will see ‘New adaptation’. Click on it.

Click on the type of adaptation that applies.

Balance addition adaptation

The balance added here will be added to the balance in the annual leave overview. You can find this balance under ‘Manual additions’.

This balance will always be added to the statutory-excess leave balance.

Balance deduction adaptation

The deduction made here will be displayed under ‘Leave taken’.

This function is only used to deduct leave that must first be deducted from the statutory leave balance. Once the statutory leave balance has been used up, leave will be deducted from the statutory-excess balance.

Payment adaptation

This function allows you to pay out leave to employees.

It is never possible to pay out more than the statutory-excess leave balance, unless the employee has been registered as having left the company.

Negative carry-over from previous year

This is only used when you are starting to work with the VrijeDagen system for the first time, or when an employee joins the company and brings leave hours with them.

Enter the number of hours/days and provide a reason. Then click ‘Save’ to create the adaptation.

Positive carry-over from previous year

Positive carry-over from the previous year is only used when setting up the system or when an employee joins the company and brings leave hours with them.

When entering the leave, enter the total number of hours in the ‘Number of hours’ field.

You can then distribute this number of hours across the input fields below the ‘Number of hours’ field. These fields correspond directly to the fields in the annual leave overview.

Example

Suppose an employee has 35 hours remaining, consisting of:

5 hours of statutory leave from 2012 (with an expiry period of 1.5 years, meaning it will expire in 2013)
5 hours of statutory-excess leave from 2012
25 hours carried over from 2011

These balances all have different expiry periods.

The statutory hours from 2012 must expire on July 1 of the year in which the adaptation is made.

The statutory-excess hours from 2012 remain valid for another 5 years in 2013.

The remaining hours from 2011 remain valid for another 4 years in 2013.

The above would be entered as shown in the example below.

In ‘Number of hours’, enter the total number of hours you want to add, regardless of the expiry period.

This serves as a check for the system to ensure that the individual hours entered for the different expiry periods add up to the total entered in ‘Number of hours’.

You then distribute these 35 hours across the applicable expiry periods.

Of these 35 hours:

5 hours remain valid for another 5 years
25 hours remain valid for another 4 years
5 hours must expire this year (‘Expires on’)

In the field ‘Valid for 3 years’, you can enter any remaining balance from 2010.

In ‘Valid for 2 years’, you can enter any remaining balance from 2009.

In ‘Expires after the (book) year’, you can enter any remaining balance from 2008.

In the ‘Reason’ field, enter the reason for the addition so that the employee knows why the adaptation was made.

Save the adaptation. The balance will now be distributed across the different expiry periods.