This article explains how to check the balance for your time off, and how Personio Administrators can troubleshoot an incorrect balance.

Check your time off balance

To check how many days you have left, go to Team Calendar and select the Me view from the dropdown menu. Here you can see:

• A list of the different time off types you have access to.
• A calendar view to check both past and upcoming time off and to request new time off. Use the filters to switch between monthly and yearly views or to view a specific time off type.

The balance for each time off type appears below its name. For more information, click the arrow to the right of the time off type. Use the table below to understand the different items shown here.

While this table can help you understand your time off balance, each company has different policies and settings. If you have questions about your balance or company policies, contact your HR department or supervisor.

An employee's time off balance is incorrect

There are several reasons why an employee’s balance may be incorrect. Click the steps below to double-check the most common setup errors that can lead to an incorrect time off balance:

1. Check the assigned accrual policy.
2. Check the accrual policy’s country template.
3. Check the time off Activity tab.
4. Check the accrual policy’s part-time proration settings.

Necessary access rights

To follow the steps in the following sections, you need: 

• Edit rights to Time off/Balance history.
• Edit rights to Account configuration > Time off.
• Propose rights to the relevant time off type.

Check the assigned accrual policy

The employee might have the wrong accrual policy assigned to them, or the right policy but from an incorrect date. Follow these steps to check if that’s the case:

1. Go to the relevant employee’s profile > Time off.
2. Click the arrow next to the relevant time off type.
3. In the Policy tab, check that the accrual policy assigned to the employee is correct, and assigned from the right date.
4. If not, assign the correct accrual policy, from the correct date.
5. If it is, make a note of the policy name, and move to the next section.

Check the accrual policy’s country template

Accrual policies can have country-specific templates assigned to them, which enable specific settings. If no template is assigned, or if the wrong one was selected accidentally, your employees’ balances might be incorrect. Follow these steps to double-check:

1. Go to Settings > Time off.
2. Select the relevant time off type, and scroll down to the accrual policies.
3. Click the policy assigned to the employee.
4. Scroll down to the bottom of the window to see if the policy includes any country-specific rules. If it doesn’t, the section doesn’t appear at all.
5. If the country-specific rules applied are not correct, copy the accrual policy, edit it, and assign the new one.
6. If they are correct, move to the next section.

Check the time off Activity tab

The time off Activity tab contains a detailed log of all the activities that affect the employee’s current balance. Here, you can spot unusual activities and find out their root cause. For example: an unexpected manual adjustment or entitlement proration.

1. Go to the relevant employee’s profile > Time off.
2. Click the arrow to the right of the relevant time off type. For example, paid vacation.
3. Click the Activity tab.
4. Check the log. The list below explains what each of the activities refers to, and how to find their root cause. If this is tied to the accrual policy, copy it, edit it, and assign the new accrual policy.
5. If reviewing the activity log doesn’t clear up the misunderstanding, go to the next section.

Check the accrual policy’s part-time proration settings

The accrual policy’s proration settings for part-time employment might not be correct, or the employee might have an incorrect amount of working hours or days. This could impact their entitlement. Follow these steps:

1. Go to Settings > Time off.
2. Select the relevant time off type, and scroll down to the accrual policies.
3. Click the policy assigned to the employee.
4. Double-check if the Proration for part-time employment setting is set correctly.
5. If not, copy the accrual policy, edit it, and assign the new one.
6. If the setting is correct, you must check that the employee’s working hours or days are correct:
   
   • If the setting is Based on weekly working days, check the employee’s working schedule.
   • If the setting is Based on weekly working hours, check the employee’s working hours attribute.

Check the employee’s working schedule

1. Go to the relevant employee’s profile > Attendance.
2. Click the title of the Work schedule widget on the top right.
3. The first work schedule on the left is the current one. Check if the Time off entitlement proration based on working days setting matches the number of days the employee works.
4. If not, update the schedule, creating a duplicate.
5. If they are correct, contact our Customer Support team.

Check the employee’s weekly hours

1. Go to the relevant employee’s profile > Personal info.
2. Look for the weekly hours attribute.
3. If it’s not correct, edit the attribute.
4. If it is correct, contact our Customer Support team.

Contact customer support

If the steps in this article didn't solve your problem, contact our Customer Support team and let them know you have already tried these steps.