Set up absence types

 

⚠️ This article focuses on absences tracked in days. For absences tracked in hours, please visit this article.

This article explains how to set up different absence types, such as paid vacation, sick leave and home office. To effectively manage your absences, you will need to create different absence types in Personio.

Note
The only days that are accounted for with an absence request are the ones that are defined as working days in the respective attendance model, regardless of the variable Valid on.

 

Create a new absence type

    1. Go to Settings > Work Hours and Absences > Absence.
    2. Enter a name (e.g. Paid vacation, Sick leave, Home office, etc.) into the text field and click on the Plus button.

      absence-type-creation_en-us.png

    3. Click on the Edit button to configure the absence type you have just created.
    4. In the Color option, select a calendar color for the absence type.
    5. In the Category option, select the absence category the new absence type should be assigned to. For example, select the Paid vacation category for the Paid vacation absence type or the Home office category for Home office absence type. You can find further information on the article Absence Category Functions.

      Note
      It is mandatory to define an absence category when saving your absence type's general settings.

    6. In the Enable half-day requests? option, define if the employee can request half day off for this absence type.
    7. In the Substitute required? option, define if employees must name another employee as their substitute. The name of their substitute will be displayed on the Company Calendar.

    8. In the Certificate required? option, define if employees must upload a certificate when requesting this absence type and if so, from which day on. 
    9. In the Valid on option, choose which days of the week should be counted when calculating absence days.

    10. Activate the Consider attendance days during absence period as overtime? option if you want all hours worked during a period flagged as an absence in Personio to be counted as overtime. This requires that the employee tracks their working hours into Personio. It is generally useful to activate this option for absence types such as paid vacation and sick leave. You can find further information on the article Configure Overtime.

      absence-type-paidvacation_en-us.png
    11. Activate the Enable accrual policies? option if applicable. This will depend on whether days off must be limited (paid vacations) or unlimited (sick days). For absence types that are accrued, you still need to create accrual policies so that the system calculates the correct number of days. You can find further information on the article Configure Accrual Policies.
    12. Click on Add absence type to save your settings.

 

Recommended settings for

Paid vacation absence type

Spain 🇪🇸
  1. Enter the following values for the absence type:
  • Name: Vacaciones pagadas 
  • Category: Paid vacations
  • Time unit: Days
  • Require certificates?: No
  • Valid on: Monday to Friday working hours
  • Consider time recorded during such absences as overtime?: Yes
  • Activate accrual policies?: Yes
  • Accrual carryover from previous year: Limited carryover
  1. Enter the following values for the absence type accrual policy:
  • Number of days granted: 22 days (never below 22 days or 30 calendar days)
  • Grant entitlement every: Year
  • Entitlement granted on: the start of the year
  • Activate waiting time?: No
  • Beginning of employment: Daily prorated
  • End of employment: Monthly prorated
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Sick leave absence type

Spain 🇪🇸
  1. Enter the following values for the absence type:
  • Name: Baja por enfermedad
  • Category: Sick leave
  • Unit of time: Days
  • Certificate required?: From 2 day(s) on
  • Valid on: Monday to Friday working hours
  • Consider time recorded during such absences as overtime?: Yes
  • Activate accrual policies?: No
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Home office absence type

Spain 🇪🇸
  1. Enter the following values for the absence type:
  • Name: Teletrabajo
  • Category: Remote work
  • Unit of time: Days
  • Certificate required?: No
  • Valid on: Monday to Friday working hours
  • Consider time recorded during such absences as overtime?: Yes
  • Activate accrual policies?: Only if you want to limit the number of home office days
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Parental leave absence type

Spain 🇪🇸
  1. Enter the following values for the absence type:
  • Name: Prestación por nacimiento y cuidado del menor
  • Category: Paternity leave
  • Unit of time: Days
  • Certificate required?: From 1 day on
  • Valid on: Monday to Sunday
  • Consider time recorded during such absences as overtime?: Yes
  • Activate accrual policies?: No
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Marriage leave absence type

Spain 🇪🇸
  1. Enter the following values for the absence type:
  • Name: Permiso por matrimonio
  • Category: Paid leave
  • Unit of time: Days
  • Enable half-day requests?: No
  • Require certificates?: From 1 day on
  • Valid on: Monday to Friday working hours
  • Consider time recorded during such absences as overtime?: Yes
  • Activate accrual policies?: No
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Leave of absence type

Spain 🇪🇸
Option 1:
  1. Go to Employee profile and click on the (...) button.
  2. Click Schedule leave.
  3. In the Schedule a leave period window, define the leave's period.

    Note
    This is the most recommended option, as both salaries and paid vacation absence type won’t continue to be accrued.

Option 2:
  1. Enter the following values for the absence type:
  • Name: Excedencia
  • Category: Unpaid vacation
  • Unit of time: Days
  • Require certificates? No
  • Valid: Monday to Sunday
  • Consider time recorded during such absences as overtime?: Yes
  • Activate accrual policies?: No

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Other absence types

Spain 🇪🇸

Moving day

  1. Enter the following values for the absence type:
  • Name: Mudanza
  • Category: Other paid leave
  • Unit of time: Days
  • Certificate required?: Yes
  • Valid on: Monday to Friday working hours
  • Consider time recorded during such absences as overtime?: Yes
  • Activate accrual policies?: No

 

Personal day

  1. Enter the following values for the absence type:
  • Name: Asuntos propios
  • Category: Paid vacations
  • Unit of time: Days
  • Certificate required?: No
  • Valid on: Monday to Friday working hours
  • Consider time recorded during such absences as overtime?: Yes
  • Activate accrual policies?: Yes
  1. Enter the following values for the absence type accrual policy:
  • Number of days granted: 3 days 
  • Grant entitlement every: Year
  • Entitlement granted on: the start of the year
  • Activate waiting time?: No
  • Beginning of employment: No pro-rata calculation

 

Trade union hours

  1. Enter the following values for the absence type:
  • Name: Horas sindicales
  • Category: Other paid leave
  • Unit of time: Hours
  • Certificate required?: No
  • Valid on: Monday to Friday working hours
  • Consider time recorded during such absences as overtime?: Yes
  • Activate accrual policies?: Yes 
  1. Enter the following values for the absence type accrual policy:
  • Annual entitlement: From 15 to 40, depending on the number of employees 
  • Accrual period: January 1st to December 31st
  • Granting cycle: Monthly
  • Employment start: No proration
  • Employment end: No proration
  • Allow carryover?: No



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Note
While these recommendations are based on local regulations, they only act as a guideline and might need to be adapted to comply with your company policy.

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