In some countries, like the Netherlands, employees receive two types of time off entitlements: statutory and non-statutory.
Statutory entitlement is required by labor law and regulations. A company can then provide additional non-statutory entitlement. This may have prolonged carryover periods: in the Netherlands, for example, it can go up to five years.
If your company operates in a country with this system, you’re likely to have a separate time off type for each entitlement, with the non-statutory one divided by year. For example:
- Paid vacation - Statutory entitlement
- Paid vacation - Non-statutory entitlement 2024
- Paid vacation - Non-statutory entitlement 2023
- Paid vacation - Non-statutory entitlement 2022
If you have employees based in the Netherlands, you can now create a single time off type with both entitlements. The system automatically uses up the entitlement that expires first.
This article explains the two options you have to move your data, and how to prepare and perform the switch.
Decide how to move your data
The new time off type won’t contain any of your employees’ balances and time off periods, so you’ll need to move them manually. While this does take time, it’s crucial to ensure your employees have correct time off balances moving forward.
You have two options, described below. You must decide which one to follow for all your employees before beginning with the process, as each of them has a different set of instructions.
Note
The options below are only valid for daily time off. If you use hourly time off instead, you'll need our help with the move: reach out to our Growth & Success Team.
Option A: Move past and future time off periods
With this option, you'll move all your employees' time off, from up to five years ago to two years in the future.
| Requirements | Pros | Cons |
|
You must have time off periods data stored in Personio for up to the five past years for all your employees. If an employee joined your company less than five years ago, you need time off period data from their hire date. |
You have all your data in a single time off type, making future reports easier. You can export and import all the required data in one go. |
If you edited accrual policies in the past, you might need to make manual time off adjustments after the import. If you made many balance adjustments in the past, the system can't calculate the current balance. |
Option B: Move past time off balances and current and future time off periods
If you don't have past time off period data, you can move time off balances for the last five years, instead. You'll still move time off periods of the current and next two years.
| Requirements | Pros | Cons |
|
You must have a record of your employees’ time off balances. |
You don't need data on time off periods before the current year. The system can calculate the current balance, even if you've made many balance adjustments. |
You must create two different accrual policies for the new time off type. The move is more manual time-consuming. At the end of the process, you must keep the legacy time off types for reporting purposes. |
Prepare for the switch
You can start preparing in advance, as the steps in this section are not time-sensitive. Follow these steps:
- Go to Settings > Work Hours and Time off > Time off.
- Identify and make a note of all the time off types you want to recreate.
- We recommend you ask your employees to request time off for the current time off types up until a week before the day of the switch. This gives your supervisors a week to approve them.
- On the week before the switch, approve all the open time off requests. If you don’t do this, employees must submit their open requests again after the switch.
Create the new time off type
Follow these steps regardless of which option you chose to move your data:
- Go to Settings > Work Hours and Time off > Time off.
- Create a new time off type for every pair of your current time off types. For example: for your “Paid vacation - statutory” and “Paid vacation - non-statutory”, create a “Paid vacation” time off.
- Choose the same settings as your current time off types and save.
Perform the switch
The rest of the steps depend on how you've decided to move your data. On the day of the switch:
- For option A, follow the steps in this article.
- For option B, follow the steps in this article instead.
I need support
For specific questions, reach out to our support teams through Help & Feedback.
FAQ
I don’t see all of my expiring entitlements in my employees’ balance summary.
The balance summary only lists expiration dates for the current holiday year. You can still see your total expiring entitlement balance in the Carryover from previous years row.
Do I need to create the new time off types and move all my data to them?
While it is not necessary to do so, we strongly recommend it. Creating the new time off makes time off management in your company easier going forward. If you don't want to make the switch, you can create new time off types for the current or upcoming years, and use the legacy time off types until their entitlements run out. This, however, requires you and your employees to switch between different time off types for several years.