This article explains how to schedule an unpaid, long-term time off period for an employee in Personio, like a parental leave or a sabbatical. If you want to schedule a maternity protection period instead, follow this process.
When an employee is on a long-term leave:
- Their status changes from Active to Leave. At the end of the leave period, the status changes back.
- They don’t receive any Personio notifications.
- Their salary and recurring compensation payments are paused. If the start or end date of the leave occurs mid-month, the payment is prorated for that month.
- If you’re scheduling a time off type with German country-specific rules, they don’t accrue any time off entitlement for each full month of leave.
Add the leave period to the employee's profile
- If you don’t have one yet, create a new time off type. For correct salary and time off calculations, we recommend to choose the Unpaid leave category.
- Go to the relevant profile and click the three dots in the top right corner > Schedule leave.
- Add the start and end dates, and choose the relevant time off type.
- Save the changes.
After you save the leave period:
- The employee's status automatically changes from Active to Leave during the defined leave period. When the leave ends, the status changes back.
- Details about the leave period appear in the employee profile, under HR Information.
- The leave period appears as a time off in both the employee's Time off tab and the Time off Calendar.
Add the leave period to the payroll export
- Go to Settings > Payroll > Salary & Payroll.
- In Attributes & compensation types in personal info tab, add these fields:
- Leave starts
- Leave ends
- Leave comment
- Confirm the changes.
Edit a leave period
You can update a leave period at any time. Follow these steps:
- Go to the relevant employee profile, and click Personal info > Edit.
- Locate the Status attribute. By default, this is in the HR information section.
- To edit the leave period dates, click the pen icon.
- To remove the leave altogether, click the X.
- To end the leave early, change the status back to Active. This adjusts the end date automatically.
- Confirm the changes.
Set up part-time work during parental leave
You can use Personio to keep track of any employees who want to work part-time during their parental leave. Follow these steps:
- If you don’t have a part-time work schedule for the employee, create one. Ensure the part-time time off calculation setting is enabled.
- Edit the leave period and set its end date to the day the employee starts working part-time.
- In the employee’s profile, go to the Attendance tab.
- Click the three dots in the tab > Work schedule details > Change schedule.
- Select the correct schedule and effective date, then save the changes.
- Schedule a change for the employee’s Weekly hours attribute. This affects the employee’s salary and their FTE value.