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Create a report on vacation accruals to be carried over

This article describes how Personio supports you in managing unused vacation days/hours that your employees have accrued. Depending on how detailed you would like your employees' vacation balances broken down, we show you how to display the unused leave days/hours that will be carried over to the following year for each employee.

If you would like to adjust the vacation days that are carried over for your employees, you can do this either by editing the absence balance manually or by importing the accrual balances as of December 31.

 

Create a custom report

You can use the Custom Reports to get an overview of the unused vacation days/hours that your employees have accrued at the end of the year. Here, we show you two ways of configuring such a report. The difference is in the number of additional absence attributes that can be added.

The term Absence is used here as a placeholder for your user-defined absence type, for example Vacation or Paid vacation.

 

Option A: Quick overview using the Point in Time report type

If you only need to see the vacation days that will be carried over to the following year, this option, which uses the absence attribute Absence - Balance, provides a quick overview. The attribute shows the accrual balance after absences that have been taken during the year have been deducted. To configure this custom report, do the following:

  1. Go to Reports > Custom reports and click Create custom report to open the configuration window.

  2. Give the report a name, e.g. Vacation carryover.

  3. Select the Point in time report type, and under Date click on the drop-down menu to select the individual date 31.12.2020.

  4. Click Table columns to open the drop-down menu and add the attribute Absence - Balance and any desired identification attributes.

  5. Apply employee filters as necessary and decide whether you would like to output the vacation accruals of all employees or only of those who are in Active status on the relevant date. Click the Create button to confirm.

custom_reports-configuration-eoy-vacation-point_in_time_en-us.png

In addition to the attribute Absence - Balance, further absence attributes can be added.

 

Option B: Detailed overview using the Timeframe report type

This option is useful if, in addition to the remaining accrued leave, you would like to see other absence attributes such as vacation days/hours that the employees have planned or taken, or time periods and carried-over vacation days/hours from the previous year. To configure this report, do the following:

  1. Go to Reports > Custom reports and click Create custom report to open the configuration window.

  2. Give the report a name, e.g. Vacation carryover.

  3. Select the Timeframe report type and add, for example, Current year. Make sure that 31.12. is the end date for the time period.

  4. Click Table columns to open the drop-down menu and add the attribute Absence - Balance at end of timeframe and any further desired absence attributes such as Absence - Entitlement, Absence - Days scheduled, Absence - Days taken, and identification attributes.

  5. Apply employee filters as necessary and decide whether you would like to output the leave accruals of all employees or only of those who are in Active status during the timeframe. Click the Create button to confirm.

custom_report-eoy-vacation-timeframe-configuration_en-us.png

In addition to the absence attributes already mentioned, you can, of course, add a number of other attributes.