Vacation Calculator
Contents
Basics of Vacation Entitlement
What About Part-Time?
How to Calculate Vacation Entitlement
Vacation calculator
Exceptions and Special Regulations
Manage Employee Vacation Accurately – Free with absentify
Why absentify?
Frequently Asked Questions
Basics of Vacation Entitlement
Your statutory vacation entitlement is governed by the Federal Vacation Act (BUrlG). It stipulates that full-time employees with a 6-day workweek are entitled to at least 24 vacation days per year. If you work five days a week, the statutory entitlement decreases accordingly to 20 days.
Many companies also offer additional vacation days. Check your employment or collective agreement for details.
What About Part-Time?
If you work part-time, your vacation entitlement is calculated proportionally. You can easily calculate your vacation days by comparing your actual working days. Refer to the calculation formula. Our vacation calculator ensures accurate results without manual calculations.
How to Calculate Vacation Entitlement
The calculation follows a simple formula:
Vacation Entitlement Formula:
Vacation Entitlement = (Workdays per Week / Full-time Workdays) × Full-time
Vacation Entitlement
Example:
If you work full-time and are present every day of your company's standard workweek, you are entitled to the full vacation. If you work fewer days per week, your entitlement decreases. Conversely, if you work more, your entitlement increases beyond the original allocation. Try it in our calculator.
Examples:
Full-Time (6 workdays per week in a 5-day company workweek):
Base Annual Vacation Entitlement: 30 days (for 5 workdays/week)
- Formula: (6 / 5) × 30 = 36 vacation days
Part-Time (3 workdays per week):
- Statutory Full-Time Entitlement: 20 days (for 5 workdays/week)
- Formula: (3 / 5) × 20 = 12 vacation days
With a 3-day workweek, you are entitled to 12 vacation days annually.
Vacation calculator
Vacation Calculator
Exceptions and Special Regulations
Some situations require more complex calculations:
Probation Period:
During the probation period, vacation entitlement is calculated proportionally. For example, after three months, you are entitled to 25% of your annual leave. Some contracts restrict the use of this entitlement during the probation period.
Changing Employers:
Unused vacation from a previous employment usually doesn’t expire immediately. Confirm with your new employer how it will be handled. If you’ve worked more than half the year at your new job, you’re typically entitled to the full annual vacation.
Vacation During Illness:
If you fall ill during your vacation, you can reclaim those days, provided you submit a medical certificate.
Parental Leave and Maternity Protection:
Your vacation entitlement is suspended during maternity protection. During parental leave, the employer may reduce entitlement proportionally for the duration of the leave.
Manage Employee Vacation Accurately – Free with absentify
Vacation entitlement is a sensitive issue for most employees. Miscalculations or poor planning often lead to disputes, which are understandable.
Fortunately, companies don’t need to calculate or complicate the planning process. absentify uses the correct employee data and working day information for automatic calculations – compliant with data protection laws and fully integrated with Microsoft 365. Vacation planning and approvals are monitored automatically based on individual schedules, eliminating errors.
absentify integrates seamlessly with the familiar Microsoft Teams interface. After one-time setup, your employees' vacations are automatically calculated. You can manage leave days and calendar entries directly in Teams without external tools.
Why absentify?
Automatic Synchronization with Microsoft 365:
Employee data such as working hours or departments are pulled directly from
Microsoft 365. Changes like hires or exits are synchronized automatically.
Part-Time and Special Regulations:
absentify adjusts vacation calculations for individual working hours or part-time models automatically. Special cases like probation or employer changes are also accounted for.
Automated Vacation Quotas:
Remaining vacation, carryovers, or prorated calculations (e.g., for mid-year entries/exits) are calculated automatically.
User-Friendly Interface:
Absences like vacation can be entered directly in Microsoft Teams or Outlook. absentify considers individual employee working time models.
Data Protection-Compliant Management:
Only authorized personnel can view leave data. Privacy rules and custom permissions ensure secure management.
Frequently Asked Questions
Does the calculator work if I start mid-year?
Yes, vacation days are prorated for mid-year entries. Example: Starting on March 1, with a 30-day annual entitlement, you get 25 days (30 × 10/12). Fractions above half a day are rounded up (Section 5, Para. 2 BUrlG).
What’s the difference between statutory and contractual leave?
Statutory leave is regulated by the Federal Vacation Act and provides at least 24 workdays (for a 6-day week). Contractual agreements may grant additional days.
Is vacation handled differently for shift work?
Yes, in shift work, vacation is usually calculated based on actual working days.
Can unused vacation days expire?
Yes, unused days may expire if not taken within the calendar year. Some employers allow carryovers until March 31 of the following year.