Before the end of a vacation period, it is important to identify any remaining vacation that is due to expire. This gives employers and employees time to plan the remaining vacation before it is lost.
SameSystem shows expiring vacation balances in three ways: for an individual employee, for all employees at once, or through the Vacation Planner Report 😃
Before you begin
Vacation periods, expiration dates, and rules for transferring vacation differ from country to country and from company to company. SameSystem shows the balance based on your company's setup and the data registered in the system - it does not decide the rules 👍🏽
The key rule: to see the correct expiring balance, choose the date immediately after the deadline for using the vacation. The balance on that date is what has expired.
If vacation must be used by 31 December, select 1 January of the following year.
If vacation must be used by 30 June, select 1 July of the same year.
For any other period, simply select the first day after your deadline.
Any agreement about transferring vacation must be made between the employee and the employer in line with the local rules that apply to you.
Example - Denmark: Employees must generally use their remaining vacation before the vacation period ends on 31 December. As a general rule, up to five vacation days may be transferred if this has been agreed between the employee and the employer.
Check the balance for one employee
Go to: HR → Employees → Vacation balances
Open the relevant employee.
Select the date at the top of the employee card.
Enter the date immediately after the vacation deadline. (For a 31 December deadline, select 1 January of the following year.)
The amount shown under Expires is the number of vacation days or hours due to expire on the selected date.
Check the balances for all employees
Go to: HR → Vacation balances
Select Add filter in the upper-left corner.
Choose Balance date.
Enter the date immediately after the vacation deadline.
The overview includes all employees you have permission to view. The Expires column shows the number of vacation days or hours due to expire for each employee.
💡If the Expires column is not visible
Select Active columns in the upper-right corner, find Expires, and activate the column.
Use the Vacation Planner Report
You can also review expiring vacation balances in the Vacation Planner Report.
Go to: Reports → More → Vacation Planner Report
Set the Balance date to the date immediately after the vacation deadline.
Select the start and end dates of the vacation year or period you want to review.
Select the relevant absence type, for example Vacation.
Generate and download the report.
Because vacation years differ between countries, set the start and end dates to match your own vacation year. For a Danish vacation year, the report could, for example, be set up like this:
Balance date: 01/01/2027
Start date: 01/09/2025
End date: 31/08/2026
Absence type: Vacation
In the downloaded report, the expiring balance is shown in the Other expired column. This amount should match the expiring balance shown on the employee's vacation balance in SameSystem.
Please note: SameSystem displays the calculated vacation balance. It does not determine when vacation must be used or whether it may be transferred.
Those rules depend on local legislation and on any agreement between the employee and the employer 😊
Need more help ❓
If you have questions or need assistance, we're happy to help:
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Email us: Send us a message at support@samesystem.com.