"Dutch vacation" configuration

Updated 3 weeks ago by Leigh Hutchens

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Statutory vacation and non statutory vacation

In some countries, holiday entitlement is split into standard and extra. But it is all in one balance, so you will get X amount of hours every year according to your agreement template setting, agreement length and employment rate, where one part is statutory (legal) and one part is non statutory (extra).

The statutory hours (legal) can be used for another 6 months after the year they in which they were given.

Statutory hours given in 2019 can be used latest last of June 2020 (expires July 1st 2020)

Statutory hours are defined as : ( ( full time hours per week multiplied by 4 ) divided by (number of days in year / agreement active days in year)) multiplied by employment rate

The non statutory hours (extra) can be used for another 5 years from the year in which they were given.

Non statutory hours given in 2019 can be used latest last of December 2024 (expires Jan 1 2025)

Non statutory hours are defined as : (Total hours given for full time employee as defined on agreement template multiplied with (agreement active days / number of days in year)) multiplied by employment rate -(minus) Statutory hours
Example 1 : Part year full time

Employee startdate=Agreement startdate 2020-10-01
Employee enddate = Agreement enddate 2020-12-31
Total hours given for full time employee as defined on agreement template 182.4
Agreement active days in year (2020) 92
Number of days in year (2020) 366
Full time hours per week 38
Emplyment rate 100%
Statutory hours 38.21
Non statutory hours 7.64
Total sum of hours 45.85

Example 2 : Part year part time

Employee startdate=Agreement startdate 2021-03-01
Employee enddate = Agreement enddate 2021-12-31
Total hours given for full time employee as defined on agreement template 182.4
Agreement active days in year (2021) 306
Number of days in year (2021) 365
Full time hours per week 38
Emplyment rate 60%
Statutory hours 76.46
Non statutory hours 15.29
Total sum of hours 91.75

Dutch vacation - First to expire

First to expire in this case means that when vacation is deducted from the Time Tracker by using a Time Tracker association on the agreement template the hours will be deducted from the balance that is first to expire.

Statutory hours given in 2020 can be used latest last of June 2021 (expires July 1st 2021)

Non statutory hours given in 2015 can be used latest last of December 2020 (expires Jan 1 2021)

Example

  • Employee has 20 statutory hours from 2020 and has 20 Non Statutory hours from 2015.
  • Employee has approved vacation for 3 days (24 hours in October 2020)
  • The first 20 hours will in this case be deducted from the Non statutory hours from 2015 since they will expire on Jan 1 2021
  • The last 4 hours will be deducted from the statutory hours from 2020 since they will expire July 1st 2021

Configure "Dutch vacation"

Create a periodized Time Tracker

It is important that the following is set accordingly.
  • Standard deduction order = First to Expire (Dutch)
    • This to deduction from the TT yearly balances that are to expire first.
  • Balance as of = Actual day (for both current and previous year).
    • This must be present in order to show the employee what the current actual balance is in regards to vacation days both statutory/non statutory separately.
  • Balance as of = Next occurrence of (for both current and previous year).
    • when this setting is used Quinyx will show the balance as of the following hardcoded dates :
      • Statutory hours current year (2021) - Show as per 2022-06-30 (current year+1 : June 30)
      • Non - Statutory hours (2021) - Show as per 2026-12-31 (current year +5 years : December 31)
      • Statutory hours year - 1 (2020) - Show as per 2021-06-30 (year -1 +1 year : June 30)
      • Non - Statutory hours (2020) - Show as per 2025-12-31 (year -1 +5 year : December 31)
      • Non - Statutory hours (2019) - Show as per 2024-12-31 (year -2 +5 year : December 31)
      • Non - Statutory hours (2018) - Show as per 2023-12-31 (year -3 +5 year : December 31)
      • Non - Statutory hours (2017) - Show as per 2022-12-31 (year -4 +5 year : December 31)
      • Non - Statutory hours (2016) - Show as per 2021-12-31 (year -5 +5 year : December 31)
From a user perspective this will mean that actual chosen dates will not be taken into consideration at all. So all periodised Time Trackers with set first to expire and show next occurrence of .. will have the same hardcoded dates.
Time Trackers are configured from Account settings > Agreements > Time Trackers. Read more about Time Trackers here

Create 4 Time Tracker associations in an agreement template

This setup is done from Account settings > Templates > Chosen template > Time Trackers.

Add X amount of vacation hours every year

This will add the number of hours that the employee connected to this agreement template should be given each year on the first of January.

If the agreements connected to the agreement template where this is Time Tracker association is defined would be part of year. Then Quinyx will calculate the hours automatically based on the agreement period and employment rate on the agreement. This also applies if employment rate by date is updated on an individual agreements.
  • Apply to specific period
    • 0 (They are added to the current year).
  • Accrual driver
    • Each year after specified date of agreement start year (that it is applied each year).
  • Date
    • January 1 (The day when the yearly value is to be added).
  • Time Tracker balance operator
    • Add to Time Tracker balance.
  • Factor level regulator
    • Accumulated value of chosen accrual driver.
  • Accrual factor
    • X hours (in this example 200).
  • Accrual factor by employment rate
    • Multiply accrual factor by employment rate will allow for automatic multiplying of the defined hours and the employment rate.
  • Check Multiply accrual factor by value provided by accrual driver.
The First to Expire (Dutch) requires that the employee is given an amount each year and not accruing a value per day.

Reset previous year's statutory hours on July 1st and carry over the non-statutory

This will allow the non statutory hours given the previous year to be carried over to be saved 5 years and also to remove unused statutory hours from the previous year.

  • Apply to specific period
    • -1 (for previous year)
  • Accrual driver
    • Each year after specified date of agreement start year
  • Date
    • July 1 (first day that they cannot be used anymore)
  • Time Tracker balance operator
    • Set to custom balance value
  • Define method
    • Non-Statutory hours (Dutch) will allow the only the Non-Statutory hours to be carried over into a separate balance
  • Factor level regulator
    • Accumulated value of chosen accrual driver
    • Accrual factor
      • 0
  • Multiply carry-over by employment rate
    • Checked

Reset 5 year old non statutory vacation hours

Remove remaining unused extra legal hours after 5 years.

Example: Non statutory hours given in 2019 can be used latest last of December 2024 (expires Jan 1 2025)

  • Apply to specific period
    • -6
  • Accrual driver
    • Each year after specified date of agreement start year.
  • Date
    • January 1 (first day that they cannot be used anymore).
  • Set to custom balance value
    • Carry over up to value = 0
  • Factor level regulator
    • Accumulated value of chosen accrual driver.

Reduce by vacation hours

Set up an accrual driver for deducting vacation hours from the balance that is first to expire.

  • Apply to specific period
    • Must be unchecked so that the expire first logic is used for deductions of used vacations.
    • Accrual driver
      • Each vacation leave hours.
    • Start date
      • A date from when vacation hours in Quinyx WFM will be deducted.
    • Date
      • January 1 (first day that they cannot be used anymore).
    • Don´t accrue on selected day-counts
      • Checked
        • This to allow for deduction of vacations even if the vacation is on a bank holiday. If vacation should not be deducted on a bank holiday this setting can be unchecked. Yes this is currently illogical and we will try to update it to something better moving forward. /Quinyx
  • Add to Time Tracker balance
  • Factor level regulator
    • Accumulated value of chosen accrual driver.
  • Accrual factor
    • -1.0
  • Multiply accrual factor by value provided by accrual driver.

Manage Non-statutory hours manually

In some cases individual employees have deviating personal agreements where there is a need to add a number of Non statutory hours each year or as a single sum one year.

When managing manual Time Tracker transactions to a Time Tracker that is set to "first to expire" they will by default be placed in the Non Statutory hours balance.

The Web Service API allows for both updating the statutory and non-statutory balances (default is to update non-statutory).

Visible outcome with the above configuration for "Dutch vacation"

The result will be visible in the:

  • Mobile application under Salary information for the employee to always have the current balance visible in the mobile app (Android, iOS).
  • Absence dialogue in the web app.
  • Time Trackers in the Time card in the web app.

FAQ's

Q : What if I have employees starting during the year?

A: If the agreements connected to the agreement template where this is Time Tracker association is defined would be part of year. Then Quinyx will calculate the hours automatically based on the agreement period and employment rate on the agreement. This also applies if employment rate by date is updated on an individual agreements.

Q : What if I have employees changing employment rate during the year?

If employment rate by date is updated on an individual agreements connected to the agreement template where this is Time Tracker association is defined. Then Quinyx will calculate the hours automatically based on the agreement period and employment rates on the agreement.

Q : What if I need to manage statutory hours manually?

A : We currently do not support this in the Web app, it is only supported in the Web Service API wsdlUpdateTimeTrackers . But we are aiming for having this available in the GUI moving forward so keep an eye out in the release notes.

Q : What if I want the employees to accrue the hour per day the agreement has been active?

A : We don't support accruing of the vacation hours because of the specific logic where taken vacation needs to know what is to expire first. With our current implementation to support that deduction and carry over we can't support both options.

Q : What if I want the employees to have multiple overlapping agreements and first to expire option?

A : We don't support multiple overlapping agreements. This is because of the specific logic where taken vacation needs to know what is to expire first.

Q : What if I want to see the balance as per a selected date?

A : Currently we only support viewing balances as per defined hardcoded expiry dates This is explained in more detail here.

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