Finnish time off policies have some specificities - There is a requirement that for every 5 days an employee books off, an extra day must be deducted. This is throughout the cycle and continues every 5 days (so book 2 days in Jan and 3 days in Apr and the extra day must be deducted) . See how to configure this below:
- For annual leave, employees accrue time off from what they worked the previous cycle (Apr - Mar) so if they started in Jan, they accrued days Jan-Mar and then these can be used as of April the next cycle. They also accrue 2 days per year in their first year and then 2.5 days per year in their second year.
- You will need 2 policy types: 1. where the employee can book off their annual leave that they have accrued from the previous cycle and 2. where the employee can see and you track how much they have accrued so far for the next cycle.
- For employees that are in their 1st cycle, they should not be assigned any Annual Leave policy as they have not accrued any time off yet. But they can be assigned an Accruing one to see what they are building up for the next cycle and this should be a 24 day policy (as it’s 2 days per month).
- Upon their first April at the company, and therefore when they are in their 2nd cycle, you can assign them an Annual Leave policy (Year 1 Annual Leave and this policy should be set to the allowance of 0 and you will have to manually adjust the amount per employee to reflect the amount of time off that they have accrued (2 days per month) from their start date to the end of the previous cycle (31 March)). On 31 March, you will need to pull a balance summary report to see how many days everyone accrued to do the manual adjustments.
- The Accruing policy can be left as it is as it will reset in April and they will continue to then accrue for the next cycle.
- When the employee reaches their first year anniversary, they will need to be moved onto a new Next Year Accruing policy that is a 30 days policy (as it’s then 2.5 days per month) but you will need to manually adjust their starting balance to the amount of days they accrued from the 24 day policy.
- Then, when they are in their 3rd cycle at the company, you will need to reassign them to a 30 day Annual Leave policy but you will need to manually adjust their Annual Leave balance to reflect what they accrued the last cycle (combination of 2 and 2.5 days per month). The cycles thereafter this should be fine as everyone accrues 30 days per year and the carryover rules etc should then work and be correct for everyone.
