This article explains how Flexi calculates vacation entitlement and how to manually adjust the vacation entitlement if needed.
A bit of theory
If an employment relationship with an employer has not lasted at least 52 weeks, the employee is not entitled to vacation for the entire calendar year. If the employee's employment with a single employer has lasted at least 4 weeks and the employee has worked at least 4 times their weekly working hours with the same employer, the employee becomes entitled to a proportional part of the vacation for the calendar year.
The length of the proportional vacation entitlement is calculated such that for each full scheduled or shorter weekly working period worked, the employee is entitled to 1/52 of that scheduled or shorter weekly working hours multiplied by the vacation allowance.
Vacation duration is always rounded up to whole hours.
Practical example of vacation calculation when starting mid-month
An employee's primary employment contract began on November 11, 2021, and was still active as of December 31, 2021. The employee's scheduled weekly working hours are 40 hours and the vacation allowance is 5 weeks. By December 31, 2021, the employee had worked a total of 296 hours.
By working at least 4 weeks and 4 times their weekly working hours, the employee became entitled to a proportional part of their vacation.
Calculation of the proportional vacation entitlement pursuant to Section 213(4) of the Labour Code:
1. Determine the number of fully worked multiples of the weekly working hours: 296 / 40 = 7.4
Rounded down to 7
2. Determine 1/52 of the weekly working hours: 40 / 52 = 0.769 and multiply by the vacation allowance: 0.769 × 5 weeks = 3.845.
Note: An approach not explicitly regulated by law but arguably simpler can be applied by working with the total vacation hours for the entire calendar year — i.e., 200 hours (40-hour weekly working hours × 5 weeks) — divided by 52 weeks, which gives a result of 3.846. The intermediate rounding difference of 0.001 is entirely negligible, and the final vacation duration after rounding up remains the same.
3. The vacation corresponding to 1/52 of the weekly working hours multiplied by the vacation allowance (step 2) is multiplied by the number of fully worked multiples of the weekly working hours (step 1): 3.845 × 7 = 26.915 hours.
After rounding up, the employee is entitled to a proportional vacation entitlement of 27 hours.
How to handle this in ABRA Flexi?
The application calculates the vacation entitlement proportionally, including when an employee starts mid-month.
The application cannot automatically calculate the vacation entitlement in cases of extended absence — such as illness, maternity leave, etc. In such cases, the entitlement must be adjusted manually using the calculation described above.
It also cannot automatically calculate the vacation entitlement when a contract type changes during the year.
You can easily adjust the vacation entitlement in the Employees – Payroll Update menu, where you click the Edit button for the relevant employee to open the detail view:
You can then correct the vacation entitlement on the Working Time Fund tab by clicking the New button and selecting the Vacation Correction component:
In the Hours field, enter the difference relative to the vacation entitlement calculated by Flexi (if you need to reduce the entitlement, enter the value as a negative number).
