Do you know why it's so important for your company to maintain efficient vacation control? In this article, we explain!
Vacation control is a process in which companies strategically plan their employees' vacation periods. In this way, they ensure that the absence of employees does not overload the sectors, as well as the general running of the business.
It is the Human Resources Department that manages leave control. However, it is the responsibility of management to guarantee the necessary conditions for efficient and assertive control.
But, after all, why is it so important to keep track of vacations? What can't be missing? How can technology make this process more practical? We'll answer all your questions on the subject below.
How important is vacation control for a company?
Vacations are a workers' rights provided for in article 129 of the Consolidation of Labor Laws (CLT).
Control is an important ally when it comes to organizing vacation periods for each employee. It helps to ensure that sectors are not overloaded by the absence of employees and to determine whether or not it is necessary to hire temporary professionals.
Let's suppose that several employees go on vacation at the same time. This could cause major damage to the company's operations. When you use a good vacation control system, you can avoid this kind of inconvenience.
In addition, vacation management ensures that there are no errors in scheduling, as well as strengthening and ensuring transparency between the company and employees.
And for the employee?
When there is good vacation control combined with good communication between the company and employees, it benefits both parties.
This healthy relationship allows professionals to plan their vacations and even negotiate specific dates to take time off.
What is essential for vacation control?
Now that we know how important vacation control is, let's talk about some of the essential points when carrying out the process.
The CLT is an important ally of the Personnel Department. It lays down the periods for accrued and concessionary leave.
The first comprises the period worked by the employee, which entitles them to vacation. The interval is 12 months, and there are rules regarding unjustified absences. The greater the number of absences, the shorter the vacation period.
With regard to the concessive period, this relates to vacation control. This is because it refers to the time the company has to give each employee a break. According to the law, this is 12 months from the day on which the accrual period ends.
Another important factor is the possibility of splitting vacations. This came into effect with the Labor Reform and allows employees to split their vacation into up to three periods. One cannot be less than 14 days and the other two cannot be less than 5 days.
Types of vacation
- Collective leaveVacation time: Vacation time granted to all employees in an area, sector or the entire company. In this type of vacation, the company cannot give different periods of rest to employees, i.e. everyone must benefit equally. In addition, there can only be collective vacations twice a year and for a period longer than 10 days;
- Proportional leaveVacation time: Vacation time granted to employees who have not yet completed one year with the company. In this case, control is essential for calculating the correct amount;
- Vacation payThis occurs when the company does not grant the vacation within the concessive period and, as a result, the employee is entitled to double pay.
How do I keep track of my vacations?
If you have any doubts about how to control vacation in your company, here are the steps.
1 - Have a structured vacation policy
Establishing an internal policy is the first step in controlling vacations. It's through this policy that the company can guarantee an open and healthy dialog with its employees, making it clear when they can request vacation and how to do so.
2 - Have good internal communication for process transparency
The rules of the internal vacation policy must be made known to everyone in a clear and objective manner.
3 - Keep a record of all employees' vacations
Employees' vacation history is essential for HR to easily identify which employees are already in the concessive period and how many of them have the right to take time off.
HR software makes a big difference in ensuring that this data is collected accurately.
4 - Adjust deadlines and requests
With the creation of the internal policy, deadlines and requests will also be standardized, making HR's job easier and the process more streamlined.
5 - Have a vacation schedule
In the vacation schedule, HR must enter the employees' concessive and acquisitive periods, in addition to the vacations already scheduled.
In this way, managers can consult this schedule in order to take measures to ensure that sectors are not affected by the absence of employees.
6 - Use a time and attendance system
The electronic time and attendance system is essential for controlling vacations, because with it the company has control of the working hours of all professionals, identifying unjustified absences and delays in a practical way.
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What does the law say about vacation control?
Vacations are provided for in articles 129 and 130 of the CLT, which guarantee vacations to all employees after 12 months of employment.
What are the consequences of a lack of vacation control?
Vacation control is essential if a company is to maintain good personnel management, comply with the law and not suffer losses.
Errors in vacation control can weigh heavily on companies, especially financially. Lack of control in the calculations and monitoring of the acquisition and concession periods can end up generating double payments.
What precautions should companies take when controlling vacation?
- Thorough knowledge of labor legislation;
- Having qualified HR professionals;
- Efficient tools for time and attendance control and deduction calculations;
- Pay attention to the acquisition and concession periods;
- Maintain an efficient internal vacation policy.
Get to know CLM Controller solutions and keep efficient and accurate track of vacation time in your company.
