In this article, you will learn how to adjust your employees’ vacation entitlement for individual calendar years. You will also understand how to record vacation expiry, enter corrections, and review how the remaining balance is calculated.
Open the Annual Overview
In the main navigation on the left, select “Absences.” The absence calendar opens.
Click the “Modify the Annual Balance” button in the top-right corner. A table view opens showing the annual vacation entitlements for all employees. The table only displays employees who have an active employment contract in the selected calendar year.
Switch between calendar years
At the top of the annual overview, you can select the calendar year you want to review or edit (e.g. 2024, 2025, 2026).
For each year, all contracts that were active during the selected calendar year are displayed. When you change the year, the table updates automatically and shows the relevant contracts and vacation balances.
Understanding the fields in the annual overview
The most important field in the table is the remaining vacation. The table displays all values required to calculate the remaining vacation entitlement from left to right.
The following fields are shown separately for each employment contract and calendar year:
Entitlement:
The contractual vacation entitlement per calendar year or for the full duration of the contract.Carryover:
Vacation entitlement carried over from the previous year. Carryover occurs when employees do not use their full vacation entitlement in the previous year.Withdraw / Correction:
Withdraw: Vacation entitlement that has expired, e.g., because carryover from the previous year can only be used until a certain date.
Correction: Manual adjustments to the vacation entitlement, e.g. to correct errors or reflect individual agreements. Days can be added or deducted.
Consumed:
Approved annual vacation already taken in the past.Planned:
Approved vacation scheduled in the future.Requested:
Open vacation requests (only when the employee self-service is activated).Remaining :
The annual vacation balance after adding all entitlements and subtracting all consumed vacations. Open requests shown in the “Remaining” field are not deducted from the remaining vacation until they are approved.
Record vacation expiry or corrections
You can adjust multiple employees one after another for a calendar year. The changes are initially kept as draft edits and are not yet permanently saved.
Select the calendar year at the top in which the expiry or correction should apply (e.g. 2026 if carryover from 2025 is expiring).
In the table, find the row of the employee for whom you want to record the vacation expiry.
In the “ Withdrawal / Correction” column, click the pencil icon.
Enter the value in the input field:
Vacation expiry can only be entered as a negative value (e.g. –2).
Corrections can be entered as either positive or negative values (e.g. 2 or -2).
Confirm the entry in the dialog window.
To save the changes permanently, you must also click “Save” on the main page. Only then will all adjustments be saved.
Do not forget to save all changes by clicking “Save” after entering the individual adjustments.
If you try to change the year or leave the page while there are unsaved changes, you will be notified. You can then choose whether to save the changes or discard them.
How the remaining vacation is calculated
The “Remaining” column is calculated using the following components:
Annual entitlement
± Carryover (can be positive or negative)
- Withdrawal
± Correction
– Consumed
– Planned
= Remaining vacation
Open requests shown in the “Requested” column are not deducted from the remaining vacation until they are approved.
You can follow the calculation from left to right to verify that all values are plausible.