How is vacation calculated and displayed in hours or days?

TimeStatement always calculates an employee's vacation entitlement and vacation balance in hours, based on the target hours. If anything is unclear or if you want to check the vacation balance, we therefore recommend always checking the hour values first.

Showing vacation in days

Under "Management" > "Settings" > "Features", you can enable or disable "Show vacation in days" in the "Work Time Tracking" section.

Then save the setting. Vacation is then shown in hours or days throughout the system accordingly.

Conversion factor: hours per vacation day

TimeStatement always calculates vacation in hours. If you choose to show vacation in days, the hours are only converted to days for display purposes. This conversion does not affect the actual vacation calculation.

The conversion factor is set in the "Vacation Day Length" field. For example, a value of 8 hours means that 8 vacation hours are shown as 1 vacation day.

You can find the setting under:

"Management" > "Users" > select the user > "Work plan" > "Target Working Hours Definition" > select the current workload > "Vacation Day Length"

Important: This value is only used to convert and display the vacation balance in days. The actual vacation calculation is still done in hours.

You can also check the conversion factor currently used in the employee's monthly statement PDF. The factor is shown at the end of the report, for example as "*1 day = 8 hours".

Checking the vacation balance

If you want to check the vacation balance, first check whether the vacation balance calculated in hours is correct. The calculation is based on the target hours stored under "Target Working Hours Definition".

For more information, see "How do I set up and adjust the target vacation (annual vacation entitlement) for employees?".

If vacation is already shown in days in TimeStatement, you can check the underlying hour values in two ways:

• In the PDF of the respective employee's monthly statement.
• Under "Timesheets" > "Worktime". Move the mouse over a vacation value shown in days. The value is then also shown in hours.

Always check the vacation hours first and only then the display in vacation days.

If the vacation balance calculated in hours is correct but the number of vacation days shown does not match your expectations, this is usually due to the conversion factor used to convert hours to days. You can adjust this factor in the "Vacation Day Length" field as described above.