Time off: how to manage vacations in your team?

13 of October, 2022

How much time off does each person on the team have according to their days worked? What information should we know to calculate the vacation days of the team? These questions arise not only during the holiday periods but throughout the whole year. Employers, teams and human resources managers calculate the corresponding vacation days according to the number of days worked or the duration of the contract. Thus, through the vacation calculator, we can answer these questions.

How to manage time off in your team?

By calculating vacation days with this tool, we will be able to know regardless of the time of incorporation the total number of days that correspond to an employee’s vacations. However, each company has its hourly and differentiated control pattern, which intervenes in vacation management. As well as each country has specific legislation to regulate vacation days. 

Tips to calculate and organize vacation days

To determine how to calculate an employee’s vacation, you must first take into account the vacation days an employee has according to his or her type of contract. In addition, depending on the country where you live, vacation management in companies is done in a different way.

Generally speaking, the vacation calculator works in two ways:

• On the one hand, choosing the vacation days to which the employee is entitled by law and contract. 

• On the other hand, the time that has been worked during a year. It will have to be expressed in months. This functionality of the vacation calculator will allow us to calculate in a particular way in each case.

Through the relationship between these data; the calculation of work vacation days is carried out so that you have quickly all data at your disposal. Also, if you want to store all the information from this calculator, you can do so using a vacation control template. Here you can manage both the worker’s Christmas and summer vacations, as well as their absences.

Calculating the vacation days will allow us to establish a relationship between the calendar and working days of the year, in order to know the corresponding number of vacations per month.

FAQs about time off management

Here you will find a series of frequently asked questions about managing vacation requests:

How are employee vacations awarded?

There are several methods, but the most commonly used is the one that refers to employees with more seniority choosing earlier. However, it should be noted that this also depends on internal communication between employees of the same department within the company.

How are vacations calculated for a part-time contract?

Vacations may be the same regardless of the type of contract that the worker has. What can change is the employee’s remuneration. But both, whether with a full-time contract or a part-time contract, may have the same amount of days of vacation per year. This specific matter depends on the conditions agreed by companies with its employees when signing contracts. 

What is the difference between business days and calendar days?

Business days are counted as business days and do not include Sundays or holidays; calendar days are every month.

Can a company deny vacation time to an employee?

This depends on the company and the agreement that has been established. In some cases, the denial of vacations to an employee may be due to the needs of the company. Another case is that these vacations are the same as those of other employees in the department. In this case, they must reach an agreement that is beneficial for both.

Vacations cannot be denied without reason and employees cannot take days off without notifying managers and their teams in advance.

As you can see, calculating vacation time is quick and easy. Always keeping in mind that depending on the type of contract and the legislation governing the days and conditions may be subject to change.