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Question

Advance vacation allowance

  • February 20, 2026
  • 4 replies
  • 16 views
J
Follower
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Hi all,

We are currently setting up a new annual leave policy in Personio and I’m wondering if anyone else has a similar vacation set up and have managed to get that working in Personio.

 

Some background on our set up; Vacation year; 1st of April - 31st of March. Vacation allowance: 30 days per year. You start accruing vacation days on the day you join and these become available for you to use on the following April 1st. Since you are entitled to 30 days of vacation the days you use before you have accrued them or before the accrued days are available to you are considered “advance vacation” which we register has a debt you have towards the company and you get no extra vacation pay during those days, just your normal salary (i.e. handled differently in payroll). When the new vacation year starts you get your accrued days, and the difference between your allowance of 30 days and your accrued days are filled up with the right to take advance vacation days. 

 

We want Personio to show this advance day balance and not just the acrrued days, but since they are set up differently we struggle to put it in the same policy. Personio recommended to have a different policy for you first 1-2 years of employment but it feels messy and like it would require alot of hands on administration.

 

Does anyone else have a set up with advance days allowance? Anyone in Sweden who uses Personio for this purpose and would like too share their set up?

 

Thank you! 

4 replies

Advaita
Community Moderator
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  • AdvaitaCommunity Moderator
  • Community Moderator
  • February 23, 2026

Hi ​@Josefin Bohlin ,

I can sadly not give any insights from past experiences but just from a product side wise, I think maybe even two separate absence types would make sense here? One for the accrued days, one for the “normal” balance. And then, you could handle advance days manually within one of the absence types. 

But I would definitely encourage you to send this feedback through the new ‘Give feedback’ feature directly in your Personio account. Submissions will be forwarded directly to the relevant product teams. You can find more information in this community post.

If there is an update in this area, you will be informed under Support > in the What’s New Page or via an in-app notification.

Have a lovely day 🌻

Johanna

SabbuSchreiber
Helping Hand
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Hi ​@Josefin Bohlin,

I’m not sure if I fully understand but would it be an option to use the accrual granting rules when you set up a time off policy? 

J
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  • Josefin BohlinFollower
  • Author
  • Follower
  • February 24, 2026

Hi ​@SabbuSchreiber,

Unfortunately, we haven’t been able to make that setup work. We want the employee to be granted 30 days on their start date, but since these days are actually “advance days,” they do not carry over. Instead, they convert into accrued days the first time your employment passes April 1st (or remain as advance days if the employee has not yet worked a full year).

Accrued days, on the other hand, can carry over once they are earned, so they follow a different logic. Advance days are essentially a debt to the company — not paid or earned vacation — whereas accrued days represent vacation the employee has actually earned.

I hope this explanation makes it clearer. :)

 

/Josefin

SabbuSchreiber
Helping Hand
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hmm, sounds complicated 😅

maybe a workaround:

  • Assign a 0 day policy at hire date
  • Employees can still add vacation days and you’d be able to export a report on how many days they’re in “minus”
  • Assign the 30 day policy as of next April 1st
  • Add/deduct manually the days they previously didn’t/did take

does that make sense? or, would that help?

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