Vacation accrual is very different from country to country, and this directly affects how employees are able to request vacation.

We already have a comprehensive guide on how this works from the user card, which can be found here.

This article will explain how we handle these different accruals and calculations from the vacation request flow itself.

The calculation is broken into three core elements:

Each of these will be explained in detail.

The current balance always looks at the balance the employee has at the point of the start date of his/her vacation request.

If the employee has accrued 25 days, and spent 10 days up to that date, then the current balance will show 15 days. This is a simple case.

However if the employee also has approved vacation for the future, the situation will be different. Say the employee also has 10 days of approved vacation in the future, then even though the current balance is 15 days, 10 of those days will be reserved for the future. This is important to know, since it means that the vacation request today can affect the vacation you already have for the future. This will be shown like this:

The requested days tells how many days that will be deducted from the balance for the given vacation request. It takes the entire request (start date to end date) and excludes days such as Public Holidays and weekends based on the rules and laws of the given country.

Say you request vacation from 02/05/2022 to 22/05/2022. This is 21 days, but if weekends (Saturdays and Sundays) are deducted, and there's three Public Holidays, then the actual requested days will only be 12 days.

This calculation can be seen if you hover your cursor over the info-icon, as seen below.

The result of the Current balance and the Requested days will be the Remaining balance.

In the most simple cases, a negative remaining balance will mean that some or all of the requested days will be unpaid. This will look like this:

A negative balance does not always result in unpaid days. Some companies allow their employees to go in negative for a brief period, as future accrual will even the balance out. The message will reflect this.

The cases can get a bit more complicated, if we've reserved days in the future (as explained here). This means that even though the remaining balance doesn't go into negative, future approved vacation can still go from being paid to being unpaid.

Say for instance you've 10 days available on the selected start date, but 4 of those days are reserved for the future. If you request 7 days, 1 day out of the 4 days in the future will become unpaid. This will look like this:

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