When Someone Leaves

Set the Last Day. The Leave Settles Itself.

When someone leaves, their leave balance is the line payroll most often gets wrong. Someone works out by hand how much of this year's vacation was earned, subtracts what was taken, and hopes nothing was already granted for next year. In Shiftavo you set one thing: the person's termination date. Once that day has passed, the leave year's grant is cut to the part of the year they worked, anything granted for the time after is taken back, and the balance left goes to payroll as hours to pay out. Their working-time account is zeroed in the same step. Nothing runs early: until the last day is over, you can still move the date or clear it. And if a shift up to that day still has no attendance, the settlement waits until the timesheet is closed.

One Date, Three Settlements

What the Last Day Settles.

Each one lands in the ledger as its own row, dated on the last day.

Grant

Cut to the time worked.

Leaving at the end of March keeps about a quarter of the year's leave. Carry-over from last year stays whole — it was earned last year. A grant or carry-over already written for the year after is reversed.

Balance

Paid out or forfeited.

Hours left reach the payroll summary and the payroll export in their own column. Leave taken beyond what was earned is deducted or waived. The leave policy decides, per leave type.

Time Account

Zeroed for the paycheck.

Plus or minus hours on the working-time account settle on the same day. In Switzerland, night-work credit not yet taken as time off is paid out — the one time the law allows cash for it.

Country Rules

Different Laws, Already Set.

New companies start from their country's leave policy. Change it where your contracts say otherwise.

Switzerland and Austria

Pro rata.

Vacation is earned in proportion to the time worked in the year, and what's left is paid out.

Germany

Full in the second half.

Leaving in the second half of the year after six months of service keeps the full statutory entitlement. Leaving earlier, it's pro rata.

Overdrawn Leave

Waived, Except in France.

Someone who took more leave than they earned doesn't pay it back — except in France, where the law has them repay it, so the policy starts with the deduction on. Elsewhere, where the law and your contract allow a deduction, switch it on for the policy.

Honest Note

What This Doesn't Do Yet.

Once the settlement has run, the termination date is locked: a mistake is corrected in the ledger, not by moving the date. You set the date in the web app or over the Public API, not in the mobile app. A leave balance your payroll system manages is left for that system to settle. And the pro-rata cut counts calendar days: exact for the UK, an approximation for Germany, Austria, France and Italy. For the US the defaults follow California; other states aren't checked — compare them with your contracts before your first leaver.