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Vacation entitlement - Employees with different number of weekly working hours

  • 20 March 2023
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Hello all,

We would like to revise the way employees paid by the hour, such as student workers, build up vacation entitlement and make it as fair as possible. I read this article about it: https://support.personio.de/hc/de/articles/360000416285-Best-Practice-Teilzeitmitarbeiter-und-Werkstudenten

Currently, we have the maximum possible 20 hours per week for working students divided into 5 days per week (4 hours each), even if some only work 2-4 days. The total number of vacation days per year is the same as for regular full-time employees.

One difficulty is that employees often only request vacation for these 2-4 days instead of for the whole week, so they do not get paid more over the year, but they can take more weeks of vacation. The regulation is also not very intuitive and difficult to explain.

On the other hand, this regulation is not entirely fair, since employees who do not normally get close to 20 hours, e.g. only work 10 hours a week, can still apply for 5*4 = 20 hours of vacation per week and get paid. A fairer solution would be to include the actual number of hours worked. According to the above article, this is also possible (Under Vacation Quotas for Flexible Work Days, option 1: "Create quota rule with 0 days". However, my understanding of the article is that this monthly adjustment based on actual hours worked must be largely manual, so Personio cannot automatically calculate this from the time tracking. Is this correct?

 

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Hallo zusammen,

 

Wir möchten gerne die Art und Weise, wie nach Stunden bezahlte Mitarbeiter wie bspw. Werkstudierende Urlaubsanspruch aufbauen, überarbeiten und möglichst gerecht gestalten. Ich habe dazu diesen Artikel gelesen: https://support.personio.de/hc/de/articles/360000416285-Best-Practice-Teilzeitmitarbeiter-und-Werkstudenten

 

Derzeit haben wir die für Werkstudierende die maximal möglichen 20 Wochenstunden auf 5 Wochentage (à 4 Stunden) aufgeteilt, auch wenn einige nur an 2-4 Tagen arbeiten. Die Anzahl der Urlaubstage gesamt im Jahr ist hierbei gleich hoch wie für reguläre Vollzeitmitarbeiter.

 

Schwierig ist hieran zum einen, dass die Mitarbeiter oft nur für diese 2-4 Tage Urlaub beantragen statt für die ganze Woche, und sie somit über das Jahr gesehen zwar nicht mehr ausgezahlt bekommen, aber eben mehr Wochen Urlaub nehmen können. Die Regelung ist außerdem nicht sehr intuitiv und schwer erklärbar.

 

Zum anderen ist diese Regelung nicht ganz fair, da Mitarbeitende, die im Regelfall nicht an 20 Stunden herankommen, also bspw. nur 10 Stunden in der Woche arbeiten, dennoch für 5*4 = 20 Wochenstunden Urlaub beantragen können und ausgezahlt bekommen. Fairer wäre hier eine Regelung, die die tatsächlich erbrachte Stundenzahl einbezieht. Dies ist laut o.g. Artikel auch möglich (Unter Urlaubskontingente für Flexible Arbeitstage die Option 1: "Kontingentregel mit 0 Tagen anlegen". Ich verstehe den Artikel jedoch so, dass diese monatliche Anpassung auf Basis der tatsächlich geleisteten Stunden jedoch weitgehend manuell erfolgen muss, Personio dies aus dem Timetracking also nicht automatisch errechnen kann. Ist das korrekt?

 

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Best answer by ConorCunningham 21 March 2023, 15:49

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Dear @crea , 

Welcome to the Personio Community, we are thrilled to see you here 🎊 🥳. I am happy to support you with your inquiry.

As mentioned in the helpcenter article you attached on Best Practice: Part-time employees, since vacation entitlement in Personio is calculated based on the days that are entered in the work schedule, employees who work on flexible days cannot be assigned a total leave entitlement. I would kindly ask that you upvote this previously entered idea from our Ideation Area on this topic.

The best option for your problem would be to create a 0 day schedule and manually adjust this as you have stated above. This way you can ensure for example the employee who only works 10 hours a week is not being granted the same vacation entitlement as an employee who works 20 hours. Unfortunately there is no way to automate this at the moment.

Requesting holidays for the employee is the trickier part, because if the employee is wanting to take the week off they will only need to input the absence request for the set amount of days (ex. 3 days) they are in, rather then request the full week off. This will ensure that they are not being deducted 5 days instead of three, otherwise again a manual adjustment will be needed to give the days back to the employee.

If you have any follow up questions for this or questions about anything else, please let me know and I will be happy to help 😃

Best,

Conor

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