Extra Days Off for Public Holidays

Under the Visita/HRF agreement, a public holiday that falls on a weekday gives an extra day off (Gröna riksavtalet § 15). Vendion counts the days for you from the schedule, clock-ins and absences, and shows the balance on the employee card.

In short: a public holiday Monday–Friday gives an extra day off to anyone who worked, had a day off or was on vacation that day. The day is taken as the absence type Extra ledighetsdag (extra day off), and the monthly salary is not reduced.

Which days count

Public holidays are the official holidays plus Midsummer Eve, Christmas Eve and New Year's Eve. Easter Saturday does not count.

Full time, or five days a week on average. Anyone employed full time, or working five days a week on average, earns a day when a public holiday falls Monday–Friday and the person:

• worked
• had an ordinary day off, meaning neither a shift nor an absence
• was on vacation

The same people also earn a day if they work a public holiday that falls on a Saturday.

Fewer than five days a week. Then the public holiday gives an extra day off only if the person worked it, Monday–Friday.

National Day on a weekend. If 6 June falls on a Saturday or Sunday, everyone who works that day earns a day, however much they work.

Worked means the person clocked in that day. The average of five days a week is taken from the most recent previous calculation period: days worked divided by the period's weeks. If the person was not employed for the whole period, or there is no period, the workdays per week on the employee card apply.

No day is earned when, on the public holiday, the person:

• was sick, on childcare leave (VAB), on parental leave or on leave of absence
• had other paid leave instead of a shift, for example comp leave or permission
• was scheduled but neither clocked in nor had an absence registered

There is at most one day per public holiday.

Two months of employment. The days apply only once the employment has lasted more than two months. Until then they are not counted in the balance, and the employee card says why.

Turning it on and setting it up

The setting is under Personal ▸ Inställningar ▸ Lön (Staff ▸ Settings ▸ Pay), in the Ekonomi section:

Days earned before Räknas från, for example in your previous system, are entered as an opening balance on the employee card.

When the setting is off, the absence type Extra ledighetsdag is not shown, neither in the staff portal nor in the manager's list.

The Ställ in efter lag (set up by law) button under Personal ▸ Inställningar ▸ Avtal turns the setting off, because the days come from the collective agreement, not from the law. Otherwise the collective agreement choice does not control it: if you change agreement, change the setting yourself.

If you run payroll with Vendion Lön and have Visita/HRF, the payroll run is stopped as long as the setting is off.

The balance

Open the employee under Personal ▸ Personal and go to the Ledighetssaldo (leave balance) tab. The Extra ledighetsdagar (röda dagar) card shows:

• the balance in days
• the opening balance, days earned and taken, and days paid out or adjusted
• this year's earned days with the date, the holiday's name and the reason: Arbetade (worked), Ordinarie ledig dag (ordinary day off), Semester (vacation), Arbetade på röd lördag (worked a public holiday Saturday) or Arbetade på nationaldagen (worked National Day on a weekend)

The balance is opening balance + adjustments + days earned − days taken − days paid out.

The employee sees their own balance on the home screen of the staff portal.

Entering or correcting a balance

If you have payroll permission for the person, there is a form at the bottom of the card:

Fill in the number of days, the date and a note of at least three characters, and click Spara (Save). A row cannot be edited or deleted afterwards. If something is wrong, add a new adjustment, so both the mistake and the correction remain visible.

Utbetalt i pengar only deducts the days from the balance. Enter the amount itself as an adjustment on the employee's payroll data. When employment ends you do not need to do either yourself, see When employment ends below.

Taking a day off

An extra day off is taken as the absence type Extra ledighetsdag:

• As a manager: register it under Personal ▸ Personal ▸ Frånvaro ▸ Registrera frånvaro (register absence). It is approved immediately.
• As an employee: apply under Frånvaro (absence) in the staff portal and choose the type Extra ledighetsdag. The request waits for approval, like other leave.

Approved days are deducted from the balance, even when the day is in the future. A half day counts as half a day.

The system does not stop a withdrawal the balance cannot cover. Check the balance before you approve.

The agreement says when the days are taken:

• An earned day is to be scheduled during the Christmas holidays, with at least one week's notice.
• Days earned in December may be taken up to and including 31 March.
• Other days not taken are scheduled together with the next year's vacation.

Vendion does not put the days in the schedule for you.

Pay for the day

Example: SEK 180 per hour, 30 hours a week and five workdays a week gives SEK 1,080 for the day.

If the employee card has no contracted weekly hours, the day is calculated on the absence's scheduled hours, as for comp leave. So fill in the weekly hours for hourly staff.

On Personal ▸ Löner (payroll) the day appears under Övrig frånvaro (other absence).

To the payroll system. The day is not sent as an absence to Fortnox Lön or in the PAXml file. Hourly staff's pay for the day goes as an amount on the pay code Lön under extra ledighetsdag (pay during extra day off). Map it to a pay code in your payroll system under Personal ▸ Inställningar ▸ Lön ▸ Lönekoder & export (pay codes and export). Without the mapping the amount is not sent, and Vendion warns before the transfer to Fortnox and in the PAXml export.

If you run Vendion Lön, the pay for the day is calculated in the payroll run and shown on the payslip.

When employment ends

If the employee has days left when the employment ends, Vendion pays them out in the payroll for the month the employment ends. It is the balance on the last day, the end date on the employee card, that is paid.

Example: SEK 32,000 a month and three days left gives 3 × 32,000 ÷ 22 = SEK 4,363.64.

• If the employment lasted two months or less, there are no days to pay out.
• If the employee has taken more days than earned, no deduction is made.
• If an hourly employee has no contracted weekly hours on the employee card, no amount is calculated. Personal ▸ Löner (payroll) shows this in red under Övrig frånvaro (other absence), and Vendion Lön stops the payroll run until the weekly hours are filled in.

The amount is pay like any other: it carries employer contributions, earns vacation pay and is included in the AGI data and the bookkeeping. On Personal ▸ Löner it appears under Övrig frånvaro as Extra ledig vid avslut (extra days off at termination), and in the cost summary as Extra ledighetsdagar vid avslut. To Fortnox Lön and in the PAXml file it goes on the same pay code as the pay for a day taken, Lön under extra ledighetsdag, with the text Extra ledighetsdagar vid avslut. If you run Vendion Lön it is a separate line on the payslip and taxed as a one-off payment.

The balance goes to zero when the payroll is locked. When you lock the payroll for the month, the days are recorded as paid out on the card, with the note Utbetalt vid anställningens slut (paid out at the end of employment). If you unlock the month again, the days are put back with a new row, and the next lock records what applies then.

Reminders in the notification bell

The December reminder disappears once the day has been placed in the Christmas holidays, and the January–March reminder once the balance is used up. The reminders are shown to those who may change the schedule or payroll.

Asking the AI assistant

The AI assistant in admin can answer about the balance, for example how many extra days off does Anna have? It requires the permission to view payroll. The assistant does not enter or change balances.

Not built yet

• Vendion does not put the days in the schedule for you.
• Days before Räknas från are not counted. Enter them as an opening balance.