Payroll reports: Vacation report
Get an overview of the employees' vacation entitlement, vacation taken and saved vacation days
How many days do the employees actually have left to take? Keep track of this and more in the vacation report!
The vacation entitlement can differ between the employees at the company, for example depending on how long they have worked at the workplace. Paid vacation can also consist of this yearâs days but also of saved ones. It is simply a lot to keep track of. Get help from the vacation report!
What do you see in the vacation report?
The report shows the employeesâ vacation entitlement, how many paid vacation days they have earned, days taken during the year, the number of paid days they have left to use during the year, and saved days from earlier vacation years. The details in the report are shown for all employees.
The days used that are shown in the report are taken from the employeesâ payslips. The payslip only needs to be saved for the days to appear in the vacation report, so there is no requirement for authorisation, and the days are visible straight away!
Why look at the vacation report?
This report gives you a quick indication of the employeesâ vacation entitlement, how much they have taken, what they have saved and how many paid vacation days they have left in total. Since the employer should make sure that the employees take at least 20 vacation days in a vacation year, this can be a good report to keep an eye on.
You can also see whether the employees have a registered leaving date, which is significant for the number of paid vacation days they are entitled to.
Why are the saved days split per year?
According to the Swedish Annual Leave Act, the employees are to take 20 vacation days per year. The remaining days, up to their vacation entitlement, may be saved for five years before they expire. Kleer does not settle days that are more than five years old automatically. With the vacation report, however, you can see for yourselves which employees should take more days during the year. This is partly so that they reach the 20 days they need to take during the current vacation year, but also so that they take out their old saved days. The days that are in year five should be taken during the year, and how the days in the column Earlier than year 5 are handled is decided from company to company.
In the report this can be followed up through the columns Paid vacation days, Used vacation days and Saved vacation days Year 5. Here it is important to make sure that the paid days for this year and the 5 year old vacation days are taken before the year is over.
How do you read the vacation report?
Column Description Keep in mind
Vacation entitlement The employeeâs annual vacation entitlement is shown in this column. The vacation entitlement is a fixed value. This balance will always correspond to what is agreed for the employment.
Paid vacation days
The number of paid vacation days the employee is entitled to during the year. The balance in this column is variable. Both a leaving date and absence that does not qualify for vacation can affect the balance.
Remaining vacation days (Paid/Saved)
The number of vacation days that are left to take during the year. This balance includes any saved days. The balance in this column is variable and adjusts to the number of Used vacation days. At the beginning of the year the balance in Remaining vacation days can be higher than the vacation entitlement, because the employee has saved vacation days.
Used vacation days (Paid/Saved)
The number of vacation days that have been taken during the year. The figure does not say whether the Used days are saved days or days from the current yearâs vacation days. But if an employee has saved vacation days Year 5, all the days in the column Paid vacation days and these saved days should be taken during the year.
Remaining unpaid
The employee is entitled by law to take these days, but they are unpaid. If you were hired later in the vacation year, the unpaid days the employee is entitled to are shown in this column.
Used unpaid
The number of unpaid vacation days taken. If the employee has taken unpaid vacation days, the number of unpaid days taken is shown in this column.
Remaining advance days
If an employee is entitled to advance vacation, these are shown in this column. The figure Remaining advance days plus Paid vacation days shows how many paid vacation days the employee can take. Advance days often generate a debt to the employer if the employee leaves within 5 years.
Used advance days
The number of advance days taken. This balance can be used as a basis for calculating the advance debt.
Saved Year 1 to Year 4
Paid vacation days that are not taken during the year are moved to saved days. The balance in these columns moves one column over after a vacation year.
Saved Year 5
Saved paid vacation days that are 5 years old are shown in this column. These days should be taken as time off during the year. But saved vacation days are deducted/can be taken only after the yearâs vacation (Paid vacation days) has run out.
Vacation model
States which vacation model the employee has.
Who can see the vacation report?
Finance managers and Administer/Read all payroll
The Finance manager permission, and users with the permission Administer all the payroll as well as Read all the payroll, have access to the report.
Full read access
Users with full read access also have access to all parts of the system, and therefore this report too.
Manager permission
The line manager according to the organisation structure has access to the report for their direct reports, and managers at a higher level also see employees further down in the hierarchy.