⚠️ 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 remote work. 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
- Go to Settings > Work Hours and Absences > Absence.
- Click on Add new on the left side to open the menu drawer.
- In the Color option, select a calendar color for the absence type.
- 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 remote work category for remote work 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. - In the Enable half-day requests? option, define if the employee can request half day off for this absence type.
-
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.
- In the Certificate required? option, define if employees must upload a certificate when requesting this absence type and if so, from which day on.
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In the Valid on option, choose which days of the week should be counted when calculating absence days.
- Activate the Consider time tracked during absences of this absence type 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.
- 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.
- Click on Add absence type to save your settings.
Recommended settings for the different markets 🌍
Paid vacation absence type
Spain 🇪🇸
- 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
- 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
Germany 🇩🇪
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United Kingdom 🇬🇧
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The Netherlands 🇳🇱
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France 🇫🇷
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Italy 🇮🇹
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Sick leave absence type
Spain 🇪🇸
- 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
Germany 🇩🇪
- Enter the following values for the absence type:
- Name: Krankheit
- Category: Sick leave
- Unit of time: Days
- Allow employees substituting for someone to request this absence? Yes
- Allow half-day requests?: Yes
- Substitute required?: No
- Certificate required?: From 3 day(s) on
- Valid on: Mon-Sun
- Consider time recorded during such absences as overtime?: Yes
- Activate accrual policies?: No
United Kingdom 🇬🇧
This information is coming very soon.
The Netherlands 🇳🇱
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France 🇫🇷
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Italy 🇮🇹
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Remote work absence type
Spain 🇪🇸
- 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 remote work days
Germany 🇩🇪
This information is coming very soon.
United Kingdom 🇬🇧
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The Netherlands 🇳🇱
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France 🇫🇷
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Italy 🇮🇹
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Parental leave absence type
Spain 🇪🇸
- 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
Germany 🇩🇪
This information is coming very soon.
United Kingdom 🇬🇧
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The Netherlands 🇳🇱
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France 🇫🇷
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Italy 🇮🇹
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Marriage leave absence type
Spain 🇪🇸
- 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
Germany 🇩🇪
This information is coming very soon.
United Kingdom 🇬🇧
This information is coming very soon.
The Netherlands 🇳🇱
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France 🇫🇷
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Italy 🇮🇹
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Leave of absence type
Spain 🇪🇸
Option 1:
- Go to Employee profile and click on the (...) button.
- Click Schedule leave.
- In the Schedule a leave period window, define the leave's period.
- Leave the Absence Calendar dropdown menu empty.
Note
We recommend this option, as both salaries and paid vacation absence type will stop accruing for the leave period.
- 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
Germany 🇩🇪
This information is coming very soon.
United Kingdom 🇬🇧
This information is coming very soon.
The Netherlands 🇳🇱
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France 🇫🇷
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Italy 🇮🇹
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Other absence types
Spain 🇪🇸
Moving day
- 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
- 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
- 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
- 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
- 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
Germany 🇩🇪
Absence due to sick child (unpaid)
- Enter the following values for the absence type:
- Name: Krankheit Kind
- Category: Leave due to sick child (unpaid)
- Unit of time: Days
- Allow employees substituting for someone to request this absence?: Yes
- Allow half day requests?: Yes
- Substitute required?: No
- Certificate required?: From 1 day(s) on
- Valid on: Work schedule, excl. Public Holidays
- Consider time recorded during such absences as overtime?: Yes
- Activate accrual policies?: No
United Kingdom 🇬🇧
This information is coming very soon.
The Netherlands 🇳🇱
This information is coming very soon.
France 🇫🇷
This information is coming very soon.
Italy 🇮🇹
This information is coming very soon.