How Do I Enter Parental Leave In Personio?


In this article, you will learn how to enter a parental leave for an employee in Personio, and how this affects the salary and the leave entitlement.

If the employee wants to work part-time during their parental leave, read our article How can I set up part-time work during parental leave?.

Entering a Parental Leave by Scheduling a Leave Period

    1. Go to the Employee profile and click the (...) button.
    2. Click Schedule leave.

      To see this option, employees must have editing rights for the section where the Status attribute was allocated (Personal data, HR information…) through Settings > People > Employee Roles > Access rights.

    3. In the Schedule a leave period window, define the leave's period.
    4. Choose the Parental Leave Absence Type from the dropdown menu. If you don’t, you will need to manually add the leave period to the Absence Timeline.
    5. Optionally, add a Comment
    6. The employee's status will automatically change from Active to Leave.

You can find further detailed information about this topic and how parental leave is reflected in an employee’s profile in our article Scheduling a Leave Period.

This will automatically change the employee's status to Leave during this period. At the end of their time on leave, the employee's status will automatically change back to Active.

If the status of an employee in an ongoing leave period is manually set back to Active through Employee profile > Personal info > HR information, the leave period and end date that appear in this section will be automatically adjusted. However, any leave period registered through Employee profile > Absence will still need to be adjusted manually.


Entering a Parental Leave in the Calendar

Although a parental leave is clearly marked as time off in the employee profile, the period does not automatically appear as an absence in the calendar. You should therefore also enter the period of parental leave in the employee profile in the Absence tab. Please note that the absence type "Parental Leave" must be created in advance in Settings > Absence .

You can find detailed explanations regarding how to enter a parental leave in the calendar and how to configure absences.

If the maternity protection is followed by a parental leave, both the maternity protection and the parental leave must be set up separately. For more information, check the article Setting Up Maternity Protection.


Managing Parental Leave in the Preliminary Payroll

If you have set up the respective attributes in Settings under Salary & Payroll, parental leave and other long-term absences will be displayed in the preview table of the payroll and included in the monthly payroll export. Read here which attributes are necessary for the desired data to be output.


Effect of Parental Leave on salary and leave entitlements

Salary Payments

Salary payments and other types of compensation will be suspended or reduced for the entire duration of the leave period and calculated on a pro rata basis if the start and/or end date of the time off occurs in the current month. The pro rata salary calculation can be based on "30 days" or on "days of the month".

You can find further information on prorated salary calculations here.


Vacation Calculation

For each full calendar month (from the first to the last day of the month) of the leave period, the employee's leave entitlement is automatically reduced.

Please note that employees on parental leave do not receive any Personio notifications.




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