Defining the Range of Absence Types (Valid On)

 

This article will provide you with information on the various options available for the Valid on setting in your absence types.

 

Configuring Your Validity Settings

Click on Settings and navigate to the Absences section. The Valid on setting defines the individual periods during which absence days will be counted for each absence type. As a result, each employee is assigned a specific combination of a work schedule and days on which the respective absence type is applicable.

You can make your selection from the options shown in the illustration below:

absence-settings-validity_en-us.png

The various options are briefly explained below:

  • When the option Work Schedule on Mon-Fri or Work Schedule on Mon-Sat is selected, absence days are calculated based on the overlap between the work schedule and the days on which the respective absence type (Mon-Fri or Mon-Sat) applies. These settings are illustrated in examples 1 and 2.
  • Work schedule, incl. holidays: Absence days are calculated based on each employee's individual work schedule. Leave taken on public holidays counts as absence days.
  • Work schedule, excl. holidays: Absence days are calculated based on each employee's individual work schedule. Leave taken on public holidays does not count as absence days (see examples 3 and 4).
  • Mon-Sun: This option represents a special case, as it does not take employees' individual work schedules into account. Absence days are calculated for any day of the week (Monday to Sunday), regardless of the working days specified in the work schedule (example 5).

 

Examples for Validity Settings

The following examples illustrate the Valid on function:

1. Absence type, e.g. "paid vacation," Valid on: Work Schedule on Mon-Sat

Combination of the Valid on setting for the absence type and the employee's work schedule:

Day of the week Mon Tue Wed Thu Fri Sat Sun
working hours 08:00am 08:00am 08:00am
Leave request L L L L L L
Absence Valid on yes yes yes yes yes yes no

The employee enters a week of paid vacation (Mon-Sat). Based on the combination of Valid on: Work Schedule on Mon-Sat and the employee's work schedule, Personio records 3 absence days.

 

2. Absence type, e.g. "paid vacation," Valid on: Work Schedule on Mon-Fri

Combination of the Valid on setting for the absence type and the employee's work schedule:

Day of the week Mon Tue Wed Thu Fri Sat Sun
working hours 04:00 04:00 04:00 04:00 04:00 04:00
Leave request L L L L L L  - 
Absence Valid on yes yes yes yes yes no no

The employee works 5 days per week. Every other week, they work on Saturdays and have Mondays off instead. For a full week off work, they only need to take 5 days of leave.

The employee records one week (Mon-Sat) of paid vacation, as they want to ensure that they have a full week off work.Based on the combination of Valid on: Work Schedule on Mon-Fri and the employee's actual work schedule, Personio records 5 absence days.

 

3. Absence type, e.g. "paid vacation," Valid on: Work Schedule, excl. Holidays

Combination of the Valid on setting for the absence type and the employee's work schedule:

Day of the week Mon Tue Wed Thu Fri Sat Sun
working hours 04:00 04:00 04:00 04:00 04:00 04:00
Leave request L L L L L L
Absence Valid on yes yes yes yes yes yes no

This example is based on the same employee as example 2 above.

The employee enters a week of paid vacation (Mon-Sat). Based on the combination of Valid on: Work Schedule, excl. Holidays and the employee's work schedule, Personio records 6 absence days.

 

4. Absence type, e.g. "paid vacation," Valid on: Work Schedule, excl. Holidays

Combination of the Valid on setting for the absence type and the employee's work schedule:

Day of the week Mon Tue Wed Thu Fri Sat Sun
working hours 08:00am 08:00am 08:00am
Leave request L L L L L
Absence Valid on yes yes yes no no no no

The employee enters a week of paid vacation (Mon-Fri). Based on their work schedule, Personio records 3 absence days.

Assuming that the Monday of the week for which leave is requested is a public holiday, e.g. Easter Monday, Personio only records 2 absence days, as the Work Schedule, excl. Holidays option does not count public holidays set up in the public holiday calendar as absence days.

 

Day of the week Mon Tue Wed Thu Fri Sat Sun
working hours Public holiday 08:00am 08:00am
Leave request L L L L L
Absence Valid on yes yes yes no no no no

 

5. Absence type, e.g. "Sick leave," Valid on: Mon-Sun

Combination of the Valid on setting for the absence type and the employee's work schedule:

Day of the week Mon Tue Wed Thu Fri Sat Sun
working hours 08:00am 08:00am 08:00am 08:00am 08:00am
Sickness S S S S S S S
Absence "Valid on" yes yes yes yes yes yes yes

The employee enters two weeks of uninterrupted sick leave. Personio deducts 14 absence days without taking the employee's work schedule into account. This setting is often used for the "Sick leave" absence type to be able to reflect long-term illness appropriately, for example.

You can find further information on configuring absence types here.

 

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