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How do you treat paid out vacation days at the end of an employment?

  • June 1, 2026
  • 2 replies
  • 167 views
mgyrs
Follower

Dear Community,

 

I was wondering if others face the same dilemma, and could let me know how you deal with it:

Let’s say an employee has an entitlement of 15 paid vacation days in a calendar month, and before they leave the company (at the end of June, in this specific case), they only take 12 days, hence 3 are left at the end of employment, which they request to be paid out, so they can’t make use of it at a next employer, but receive compensation for it. How do you treat these 3 days?

Booking them just for the sake of having their balance at 0 feels incorrect and creates a reporting/attendance issue. Manually adjusting their entitlement down to 12 also feels incorrect, because, after all, they either got time off or a payment for 15 days, to which they were all entitled. Leaving these 3 days to just generally expire with our carryover policy is also incorrect, as they do not have anything left after the end of their employment. However, if I leave the days as they are, they will expire as per our carryover policy.

 

 

I’m happy to hear how others deal with this matter!

 

Cheers,

Sándor

Best answer by Josefin Bohlin

Hi ​@mgyrs!

Not sure if we have the same vacation-system here in Sweden (as days don’t carry over to new employers), but what we do when we pay out a day instead of that person taking the day, is that we manually remove it (and add a comment “Day removed due to it being paid out”). To avoid any confusion around if the person has any days left.

 

In Sweden, if an employee leaves with balance remaining, those will automatically be paid out. Since we don’t communicate their balance with their future employer, I don’t care if it looks like they have days left. But if you do communicate this number with a future employer I feel like you need to manually adjust it for it to be accurate.

 

Not sure if this helps at all, but I hope you find a good solution.

 

Best,

Josefin

    2 replies

    J
    Explorer
    Forum|alt.badge.img+2

    Hi ​@mgyrs!

    Not sure if we have the same vacation-system here in Sweden (as days don’t carry over to new employers), but what we do when we pay out a day instead of that person taking the day, is that we manually remove it (and add a comment “Day removed due to it being paid out”). To avoid any confusion around if the person has any days left.

     

    In Sweden, if an employee leaves with balance remaining, those will automatically be paid out. Since we don’t communicate their balance with their future employer, I don’t care if it looks like they have days left. But if you do communicate this number with a future employer I feel like you need to manually adjust it for it to be accurate.

     

    Not sure if this helps at all, but I hope you find a good solution.

     

    Best,

    Josefin

      KatharinaS.
      Community Moderator
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      • KatharinaS.Community Moderator
      • Community Moderator
      • June 22, 2026

      Hi ​@mgyrs,

      I know from other companies that they handle it similar to ​@Josefin Bohlin’s approach. I think the leaving the comment when adjusting the balance is crucial so the reason is documented.

      I know that others also add a one-time compensation for the value that is going to be paid out. That way it’s also documented in the salary tab of the employee.

      Also feel free to forward 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.

      Best,

      Katharina

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