Vacation and sick leave
Vacation requests and sick leave submissions with approval, annual entitlement, entry in the plan and transfer into wages.
Vacation and sick leave work the same way in eProtokol: the worker submits a request, the approver approves or rejects it, and an approved request is deducted from the annual entitlement, entered in the plan calendar as an absence and, depending on the company settings, transferred into wages. Sick leave does not create a work report and is not assigned to any project.
Submitting a request
- On the Dashboard, open the Requests tab and click Request vacation or Sick leave. In the mobile app, the Requests section on Home has the Vacation and Sick leave tiles.
- Fill in Date from and Date to. The app shows the Working days and the remaining entitlement (Remaining vacation (days): or Sick days remaining:), if the company tracks it. Only working days are taken from the entitlement, not weekends and public holidays. The form in the mobile app also shows the working days.
- For vacation, you can add a Comment. In the mobile app, you can turn on Half day for a one-day vacation.
- Click Submit request.
- Anyone who is allowed to report on behalf of others (the administrator always) can submit vacation and sick leave for a colleague on the web (the On behalf of field), for example when the colleague didn't ask for it in the app. If it is entered by someone who may approve it themselves (the selected approver, or an administrator with Dovolenou může schválit kdokoli z adminů (Any admin can approve vacation), or Nemocenskou může schválit kdokoli z adminů (Any admin can approve sick leave), turned on), it is approved right away and the colleague gets a notification. Otherwise it goes for approval like any other request.
- A request cannot be submitted if it overlaps with another pending or approved vacation or sick leave of the same person.
- If the company tracks the annual entitlement and the request would exceed it, the app rejects it with a message saying how many days are left. A request spanning the turn of the year is taken from both years.
- With transfer of sick leave into wages turned on, the form shows right away how many working days will go into wages after approval.
Request vacation is visible unless the company turns off Povolit nahlášení dovolené (Allow reporting vacation). Sick leave is shown only with Povolit nahlášení nemocenské (Allow reporting sick leave) (or Propsat schválenou nemocenskou do mzdy (Transfer approved sick leave into wages)) turned on, and only for companies without attendance; there, the Sick leave button in attendance opens the same submission. Turned-off reporting also applies to older versions of the mobile app: the app rejects the request.
Approval
Each request gets one approver when it is submitted:
- the Schvalovatel dovolené (Vacation approver) or Schvalovatel nemocenské (Sick leave approver), if the company has selected one in the settings,
- otherwise a user with the superior role according to the role hierarchy,
- and if there is no such user, the company's first created administrator.
With Dovolenou může schválit kdokoli z adminů (Any admin can approve vacation) (or Nemocenskou může schválit kdokoli z adminů (Any admin can approve sick leave)) turned on, any administrator also sees pending requests and may approve them.
- The approver finds requests on the Dashboard in the For approval section on the Attendance requests tab (type Vacation or Sick leave). In the mobile app, this section is shown to the administrator and the site manager.
- The Approve icon approves the request, the Reject icon rejects it.
After approval:
- the days taken are deducted from the annual vacation or sick day entitlement (if the company tracks it),
- a full-day absence Dovolená - jméno (Vacation - name) or Nemoc - jméno (Sick leave - name) is created in the plan calendar. The worker then cannot record a work report on days with an absence,
- the vacation or sick leave is transferred into wages according to the settings (see below).
Besides the approver, other people selected in Notifikace žádostí o dovolenou (Vacation request notifications) and Notifikace nahlášení nemocenské (Sick leave notifications) can receive notifications about new requests. These are only notifications; they do not give the right to approve.
Annual entitlement and balance
The default annual entitlement to vacation and sick days is set in days (half days are possible) separately for the HPP (employment contract), DPČ and DPP (work agreements) contract types. The worker's entitlement is derived from their Typ smlouvy (Contract type) in HR, so it is important to have it filled in (in the Users list, a label warns about a missing contract type). Without a contract type, the entitlement is calculated as for HPP. A company that does not give sick days leaves zero, and sick leave is then not limited by a number of days.
Where the balance is shown:
- in the request form,
- in the Vacation overview (administrator, the whole company including dates),
- in the Reports → Work reports report, in the Vacation card with the year (annual entitlement, taken, remaining). The administrator sees the whole company, a foreman with the member report allowed sees their team, a worker only themselves. See Reports,
- in the Přehled zaměstnance (Employee overview) in the Users list, if the company has turned it on in Nastavení firmy → Výkazy a docházka (Company settings → Work reports and attendance).
Vacation overview
Vacations of all employees for a year on one page: Attendance → Přehled dovolených (Vacation overview), administrator only. It appears in the menu once the company turns it on in Nastavení firmy → Dovolená a sick days (Company settings → Vacation and sick days) with the Přehled dovolených (Vacation overview) switch.
| Column | Meaning |
|---|---|
| Nárok (Entitlement) | Annual entitlement by contract type (see above). A dash means the company doesn't track entitlement for this person. |
| Čerpáno (Taken) | Total vacation days in the year. |
| z toho žádosti (of which requests) | Approved vacation requests (working days, a half day counts as half). |
| z toho výkazy (of which work reports) | Work reports on a project named Dovolená (Vacation). This is how companies that recorded vacation as a work report keep it (including history taken over from another system). A report shorter than 6 hours is a half day. |
| Zbývá (Remaining) | Entitlement minus taken. Overdrawn vacation shows in red as a negative number. |
| Termíny (Dates) | Individual vacations. Reports on consecutive working days form one period, the výkaz (report) label marks vacation from work reports, čeká (pending) a request nobody has approved yet. |
- A day covered by both an approved request and a report on the Vacation project counts only once.
- Pending requests are shown in the overview but don't count as taken.
- Use the arrows next to the year to switch to another year and the Hledat zaměstnance (Search employee) field to find a person by name.
- With the Zadat dovolenou (Enter vacation) button at the top or Zadat (Enter) next to a specific person you enter vacation for a colleague (see Submitting a request above).
Vacation and sick leave in wages
In Nastavení firmy → Dovolená a sick days (Company settings → Vacation and sick days) you can turn on:
- Propsat schválenou dovolenou do mzdy (Transfer approved vacation into wages) - when off, the wage sheet shows only the number of days taken,
- Propsat schválenou nemocenskou do mzdy - when off, sick leave is only recorded, without money.
On the payslip, each such day is a separate row in the Výpis dní (List of days), among the worked days. In the Work reports list, these days are shown among the reports if the company has highlighting of non-standard days turned on. For each working day in the range (weekends and public holidays are skipped), hourly rate × coefficient × number of hours is calculated. The coefficient and hours are set in Nastavení firmy → Mzdy (Company settings → Wages) in the Koeficienty nepracovních dnů (Non-working day coefficients) section (if not filled in, 0.6 and 8 hours for sick leave, 1.0 and 8 hours for vacation). A day on which the worker has a work report, or which belongs to another wage that is already closed, is skipped. More in Wages and Rates and surcharges.
Public holidays
With Propsat státní svátky do mzdy (Transfer public holidays to wages) turned on, the worker gets a Státní svátek (Public holiday) row in the wage for a public holiday that falls on Monday to Friday: hourly rate × number of vacation hours (8 hours if not filled in). Nothing is entered and no work report on a construction is written for the holiday.
- Below the switch you tick who is entitled to the compensation by the contract type on the user card: HPP, DPČ, DPP. The default is HPP only; the Labour Code gives holiday compensation to employment, not to agreements. A user without a filled-in contract type counts as HPP.
- Whoever worked on the holiday and has a work report for that day is paid for the work and the compensation is not added.
- No compensation goes to a subcontractor, a worker with a fixed monthly wage (the wage is not reduced for a holiday), a worker on sick leave that day, or anyone who has no work report and no approved vacation or sick leave in the wage period.
- A holiday does not count as a vacation day, so vacation over a holiday does not use up a day of entitlement and the holiday is paid by this row.
Company settings: Vacation and sick days
The administrator finds the settings in Nastavení firmy → Výkazy a mzdy → Dovolená a sick days (Company settings → Reports and wages → Vacation and sick days). The page has three sections:
| Section | Settings |
|---|---|
| Dovolená (Vacation) | Povolit nahlášení dovolené, Schvalovatel dovolené, Dovolenou může schválit kdokoli z adminů, Notifikace žádostí o dovolenou |
| Nemocenská (Sick leave) | Povolit nahlášení nemocenské, Schvalovatel nemocenské, Nemocenskou může schválit kdokoli z adminů, Notifikace nahlášení nemocenské, and at the end of the section Propsat schválenou dovolenou do mzdy, Propsat státní svátky do mzdy and Propsat schválenou nemocenskou do mzdy |
| Roční nárok (Annual entitlement) | Vacation (days/year) and Sick days (days/year) for HPP, DPČ and DPP |