As an employer, it is important to properly record your employees' leave: both the accrual and withdrawal. By knowing your employees' leave balance, you can prevent them from having too many or too few hours. This is important, for example, upon leaving the company as positive days have to be paid out, while negative ones expire.
This article discusses the following topics:
Accruing leave
By default, only employees with a fixed hours contract accrue leave in Eitje. How much they accrue depends on the number of contract hours and the leave factor. This defaults to 0.096. A brief explanation using an example:
Imagine an employee has a contract for 40 hours per week. That would mean that on an annual basis he has 40 x 52 weeks x 0.096 = 200 leave hours = 25 leave days.
Of course, these settings can be adjusted:
You can choose not to track leave at all.
You can also activate leave accrual for other contract types (payroll, flex).
You can also base leave accrual on the number of hours worked instead of contract hours.
You can adjust the leave factor. For example, if you want someone to accrue 22 leave days per year (based on a full-time work week), the leave factor is 0.085:
22 days x 8 hours per day = 176 hours per year
176 / 52 weeks per year = 3.385 hours per week
3.385 / 40 hours per week = 0.085 leave hours per contract hour.
You can manage these settings by navigating to the Venue settings, and scroll to the heading Contracts.
Taking leave
From time to time, your employees need a day or so off. Via the Eitje app, they can request leave. It's up to you to approve or reject this request.
For team members with a fixed-hour contract, it's important to register leave hours. When processing a leave request, we'll propose the number of leave hours to be taken. This number will be deducted from their leave balance. It's also important to register these hours in order to keep the hour balance correct. If not registered, the team member will not reach the contract hours and the hour balance will be negatively affected.
The leave balance in Eitje
You can find the leave balance if you navigate to 'Hours' in the header.
Do you see the text: 'Set start balance'? Then you first need to activate the balance. This article explains how to do so.
Here, you see the start date of the leave balance. It applies to all team members, and is set per venue. It's often the day you started working with Eitje.
Per contract type, you can see whether balance is accrued, and for which leave factor.
The overview shows all team members who are currently employed. Via the dropdown on top you can switch to team members who are out of service.
This column displays the balance at the end of the selected day. By default it is set to yesterday.
Here, you can see if the hour balance is active on the selected day. The leave balance is active for team members with a contract for which you have enabled leave accrual.
Yes means the team member has an active balance on the selected day.
No means the team member once had a balance, but not on the selected day.
Never means the team member has not previously accrued balance.
The leave balance: per team member
By clicking on the team member's name, you can view their leave balance in more detail. We use an example to explain how to read this page.
The tabel (1 - 5: red)
1. Period: by default, the leave balance is shown in periods of one week. Using the dropdown at the top, you can also view the balance by year, quarter, month, or day.
2. Period difference: this is the end balance of the period minus the start balance of the period. The start balance is the end balance of the previous period.
3. End of period balance: this is always the balance at the end of the day of the selected period. For example, if you view the leave balance by week, this is the balance on Sunday evening 23:59:59.
4. Question mark: a question mark means there's still a leave request pending for approval. Unapproved leave requests are not included in the calculation of the leave balance.
5. Events: these are modifications that affect the leave balance. For example: a new, changed or expiring contract, or a correction. These are displayed as separate lines in the overview.
The labels (6 - 9: purple)
6. Currently: this is yesterday's balance, at the end of the day.
7. Leave accrual: this shows whether leave is accrued per contract hour or per hour worked.
8. Balance started on: this is the date when Eitje started calculating the balance for this team member.
9. 32:00h contract: the number of hours per week listed on the team member's contract. If the team member has no contract today, this will read 'no contract'.
Actions (10 - green): under this button you'll find a number of useful actions:
Apply correction: if a team member, for example, wants to buy an extra leave day, you can make a positive correction of 8 hours. In this article we explain when, and how to apply a correction.
Go to profile: clicking this will navigate you to the profile of this team member.
Start balance: here, you can adjust the start balance of all team members. Want to know more about this subject? Then read through this article.
Contracts (11 - green): under this button you can see the active, as well as previous or future contracts of this team member. Clicking on it will open the contract.
The receipt
By clicking on a row in the balance table, you'll open a ''receipt''. This receipt shows in detail how the balance in that period is calculated. The difference between the start and end balance is determined by:
The difference between accrued and taken leave in the selected period.
If you want to know over how many hours the leave is accrued, you can click on 'accrued over contract (or worked) hours'.
Corrections: if you have made a correction in that period, you will also see this on the receipt. You can create both positive and negative corrections. These respectively have a positive or a negative effect on the final balance.
⚠️ Please note: are there any pending leave requests? Then this will appear as a warning on the bottom of the receipt. As soon as you approve a request, this will have an effect on the leave balance.
The leave balance in the Eitje app
You can also view the leave balance in the app:
Click on the menu at the top left (the three dots).
Go to your profile.
At the bottom, near the contract information, you will see your current leave balance.