Sample Vacation Holiday Schedules

Sample_Documents

DISCLAIMER: This is a sample template provided for informational purposes only. It does not constitute legal, tax, or financial advice. Organizations should consult their own legal and tax advisors and tailor this document to reflect their specific business needs, geographies, and applicable laws.

Document Header

Document Title	Vacation & Holiday Schedules
Company	<Company Name>
Document Type	Vacation & Holiday Schedules
Category	Benefits & Wellness
Version	<Version Number>
Effective Date	<Effective Date: <Date>>
Supersedes	<Prior Version and Date>
Document Owner	<Total Rewards Leader Name/Title>
HRIS Configuration Owner	<HRIS Leader Name/Title>
Payroll Owner	<Payroll Leader Name/Title>
Legal Reviewer	<Legal Counsel Name/Title>
Approved By	<Executive Sponsor Name/Title>
Approval Date	<Date>
Next Review Date	<Date> (Review cycle: <12/18/24 months>)
Geographies Covered	<Country/Region List>
Related Documents	<Time Off Policy> • <Leave of Absence Policy> • <Payroll Handbook> • <Collective Bargaining Agreement>

Purpose and Objectives

• Define a clear, compliant, and equitable framework for paid vacation and company holidays at <Company Name> across <Country/Region List>.
• Standardize accruals, carryover, scheduling, approval, and payout practices to ensure consistency, transparency, and fiscal stewardship.
• Provide guidance for HR, Payroll, Managers, and Employees on procedures, system configuration, and compliance considerations.
• Establish a predictable review cadence and ownership model for ongoing maintenance and governance.

Scope and Applicability

In Scope

• Paid vacation programs for eligible employees in <Country/Region List>.
• Company-paid holidays, floating holidays, and personal days where applicable.
• Accrual, carryover, proration, and payout rules for regular full-time and part-time employees.
• System setup and payroll integration for vacation and holiday pay.
• Reporting, auditing, and compliance oversight.

Out of Scope

• Statutory leaves (e.g., parental, sick, medical, disability, military) governed by separate policies and laws.
• Unpaid time off programs (except for interactions with vacation and holidays as described).
• Independent contractors, agency workers, and interns unless explicitly stated.
• Country-specific exceptions not listed in this document; refer to local addenda.

Applicability

• Unless a local addendum or collective agreement provides more generous terms, this document applies to all regular employees of <Company Name> hired to work at least <Number> hours per week.
• Union-represented employees are governed by the applicable Collective Bargaining Agreement; where the CBA is silent, this policy applies.
• Country-level statutory requirements supersede any less generous policy terms.

Policy Overview

• <Company Name> supports employee well-being by providing paid time off for rest, recovery, and observance of culturally significant holidays.
• Vacation accruals align with tenure and market benchmarks, and holidays reflect local customs and statutory requirements.
• The policy emphasizes shared responsibility: employees request time appropriately, managers plan for business continuity, and HR/Payroll maintain accurate records and compliance.

Definitions

• Accrual refers to the periodic earning of vacation time based on service or hours worked.
• Carryover permits unused vacation to roll into the next year, subject to caps.
• Floating Holiday is a paid day off an employee may schedule at their discretion, typically for cultural or personal observance.
• Personal Day is an additional paid day off that may be scheduled for personal needs.
• Holiday Premium is a multiplier applied to pay for eligible employees who work on a company-recognized holiday.
• Exempt and Non-Exempt refer to categories under <Country> labor law, affecting overtime and pay calculations.
• Blackout Period is a defined time when vacations may be limited due to peak business needs.
• Cap is a maximum accrual balance beyond which no additional vacation is earned.

Vacation Program

Eligibility

• Regular full-time employees scheduled to work at least <Number> hours per week are eligible for vacation benefits.
• Regular part-time employees accrue vacation on a pro-rata basis aligned to their standard scheduled hours.
• Temporary, seasonal, and intern roles are not eligible unless stated in a local addendum.
• Eligibility begins on the employee’s date of hire; accruals may be prorated for partial pay periods.

Accrual Design

• Vacation accrues each pay period based on an employee’s years of service with <Company Name> and their standard hours.
• Accruals are calculated and posted in the HRIS and visible to employees via <Employee Self-Service Portal Name>.

Sample Accrual Schedule (Placeholder)

Service Band	Accrual Rate per Pay Period	Annual Accrual (Full-Time)	Maximum Carryover	Accrual Cap (Balance Limit)
0 to <2> years	<3.08> hours	<80> hours (10 days)	<40> hours (5 days)	<120> hours
>=<2> to <5> years	<4.62> hours	<120> hours (15 days)	<80> hours (10 days)	<160> hours
>=<5> years	<6.15> hours	<160> hours (20 days)	<80> hours (10 days)	<200> hours

Accrual Methodology

• Accrual frequency: <Biweekly/Monthly/Semi-Monthly> on the last day of the pay period.
• Proration: For partial pay periods, accrual is prorated based on hours paid versus standard hours.
• Accrual stop: Accruals cease when an employee’s balance reaches the accrual cap.
• Negative balances: Negative balances require prior HR approval and are limited to <Number> hours.

New Hire, Termination, and Status Changes

• New Hires: Accrue beginning on <Date> with first posting on <Date>; balances available for use after <Number> days of employment.
• Termination: Vacation accrual stops on the employee’s last day worked. Payout rules follow the Vacation Payout section.
• Promotions/Demotions: Accrual rate changes effective on the date of the job action, prorated within the pay period.
• FTE Changes: Part-time to full-time and vice versa trigger recalculation of future accruals; existing balances remain unchanged.

Carryover and Forfeiture

• Annual carryover limit applies as of <Date> each year.
• Balances above the carryover limit as of <Date> are forfeited unless prohibited by local law.
• Employees are encouraged to plan time off to avoid forfeiture; managers should support reasonable scheduling.

Scheduling and Approvals

• Employees should submit vacation requests via <Time Off System Name> at least <Number> days in advance.
• Manager approval is required; approvals are based on business coverage and fairness.
• Blackout Periods: <Department/Function> may define blackout periods (e.g., <Month/Peak Season>). Blackouts must be documented and approved by <Leader Title> annually.
• Minimum increment: <2> hours; full-day increment is standard workday hours (e.g., <8> hours).
• Consecutive days: Extended vacations over <10> business days require <Leader Title> approval and coverage plan.

Interactions with Leave and Holidays

• If a company holiday falls during approved vacation, the day is charged to the holiday, not vacation.
• Approved statutory leaves (e.g., parental, medical) run concurrent where legally permissible; accrual continuation during leave follows local law and the Leave of Absence Policy.
• Sick time should not be coded as vacation; use appropriate sick/medical leave codes.

Vacation Payout on Termination (Jurisdictional Variations)

• Where required by law (e.g., in parts of <Country/State>), unused earned vacation is paid out at base rate of pay at termination.
• Where payout is not required, <Company Name> will follow local practice as documented in local addenda.
• For employees who resign without providing the required notice (<Number> weeks), payout may be reduced or withheld where legally permissible.
• Bonuses, differentials, and premiums are excluded from vacation payout unless required by law.

Rehire and Service Bridging

• Rehired within <Number> months: Prior service bridged for accrual rate purposes; unused balances previously paid out are not reinstated.
• Rehired after <Number> months: Treated as new hire for accrual purposes unless a local statute mandates restoration.
• Breaks in service due to approved leaves follow the Leave of Absence Policy.

Special Populations and Exceptions

• Part-Time: Accrue based on the ratio of standard scheduled hours to full-time hours (e.g., <20>/<40> = 50% of full-time accrual).
• Shift and Non-Exempt: Accruals based on hours paid; use overtime hour treatment per local law.
• Sales/Commissioned: Paid time off accrues per standard rules; pay during vacation is based on base salary, unless local law requires inclusion of variable pay (<Country/State>).
• Executives: May receive enhanced accruals or additional personal days documented in offer letters and local addenda.
• Union-Represented: Governed by CBA; where the CBA is silent, follow this policy.

Holiday Program

Design Principles

• Provide a consistent core set of paid holidays per country, aligned to local statutory and cultural norms.
• Offer floating holidays or personal days to support inclusivity and flexibility.
• Ensure clear observance rules when holidays fall on weekends.
• Maintain equity by prorating eligibility for part-time employees where legally permissible.

Company-Paid Holidays (Sample Structure)

Note: Populate the table below with country-specific holidays and observance dates. Replace placeholders with actual dates in the local addenda.

Country	Holiday Name	Observed Date (YYYY-MM-DD)	Notes
<Country: United States>	New Year’s Day	<Date>	Observed on nearest weekday if weekend
<Country: United States>	Martin Luther King Jr. Day	<Date>	Third Monday in January
<Country: United States>	Memorial Day	<Date>	Last Monday in May
<Country: United States>	Juneteenth	<Date>	Federal holiday; observe per federal guidance
<Country: United States>	Independence Day	<Date>	Observe Friday if Saturday, Monday if Sunday
<Country: United States>	Labor Day	<Date>	First Monday in September
<Country: United States>	Thanksgiving Day	<Date>	Fourth Thursday in November
<Country: United States>	Day After Thanksgiving	<Date>	Company-designated
<Country: United States>	Christmas Day	<Date>	Observe per federal guidance
<Country: Canada>	New Year’s Day	<Date>	Statutory
<Country: Canada>	Canada Day	<Date>	Statutory; observed if weekend
<Country: Canada>	Labour Day	<Date>	First Monday in September
<Country: Canada>	National Day for Truth and Reconciliation	<Date>	Apply per provincial requirements
<Country: United Kingdom>	New Year’s Day	<Date>	Bank holiday
<Country: United Kingdom>	Good Friday	<Date>	Bank holiday
<Country: United Kingdom>	Early May Bank Holiday	<Date>	First Monday in May
<Country: United Kingdom>	Christmas Day	<Date>	Bank holiday
<Country: India>	Republic Day	<Date>	National holiday
<Country: India>	Independence Day	<Date>	National holiday
<Country: India>	Gandhi Jayanti	<Date>	National holiday
<Country: India>	Diwali	<Date>	Regional variability; set per site

Floating Holidays and Personal Days

• Floating Holidays: <Number> days per calendar year for employees in <Country/Region>. Must be used by <Date> or forfeited unless prohibited by law.
• Personal Days: <Number> days per calendar year granted to <Job Family/Level> for personal needs.
• Scheduling: Floating and personal days follow the same approval process as vacation, with a minimum increment of <4> hours.
• Part-Time: Prorated based on FTE (e.g., 60% FTE receives 60% of the annual floating holiday allotment).

Holiday Observance Rules

• Weekend holidays: If a holiday falls on Saturday, it is observed on Friday; if on Sunday, observed on Monday unless local law dictates otherwise.
• Regional differences: Some countries observe holidays on fixed dates regardless of weekends; follow local statutes.
• Local addenda: Document any country- or site-specific alternatives, such as substituting cultural holidays.

Holiday Pay and Premiums

• Exempt Employees: Receive regular pay for scheduled company holidays; no additional premium. If required to work, they may receive a floating day off at manager discretion or per local practice.
• Non-Exempt Employees: For working on a company holiday, receive base pay for hours worked plus holiday premium of <1.5x/2.0x> per local policy or law. If holiday falls on a scheduled workday and the employee does not work, they receive <Number> hours of holiday pay equal to their standard daily hours.
• Eligibility: Employees must be actively employed and not on unpaid leave on both the day before and after the holiday unless legally protected or approved by HR.

Essential Operations and Coverage

• Certain functions (e.g., <Operations/Customer Support/Manufacturing>) require coverage during holidays.
• Scheduling: Managers publish holiday rosters <Number> weeks in advance, rotating assignments fairly.
• Comp Time Option: Where permitted by law, employees who work a full holiday shift may receive a compensatory day off within <Number> days in lieu of premium pay, by mutual agreement and documented in the timekeeping system.
• On-Call: On-call stipends or call-out pay follow the <On-Call Policy> and local law.

Timekeeping, HRIS, and Payroll Integration

System Configuration

• Absence Types: Configure distinct codes for Vacation, Holiday, Floating Holiday, Personal Day, and Holiday Worked.
• Accrual Engine: Define rate tables by service bands; set carryover limits, caps, and negative balance thresholds.
• Eligibility Rules: Configure per country and employment class (full-time, part-time, union).
• Holiday Calendars: Load annual calendars by country/site with observed dates and half-day settings if used.
• Entitlement Grants: For floating/personal days, configure annual grants on <Date> with proration for mid-year hires.

Timekeeping and Approval Workflow

• Employees submit requests in <Timekeeping System Name>; requests route to the manager for approval.
• Delegations: Configure delegation rights for manager absences with audit trails.
• Cutoff Timelines: Approvals due by <Day/Time> for inclusion in the next payroll.

Payroll Mapping and Controls

• Earning Codes:
  • VAC for paid vacation hours
  • HOL for company holiday hours
  • FH for floating holiday hours
  • HP for holiday premium hours worked
• Rate Application:
  • VAC, HOL, FH paid at base hourly rate or salary equivalent
  • HP paid at <1.5x/2.0x> per policy or local law
• Retroactivity: Limit to <Number> pay periods; requires HR approval for exceptions.
• Reconciliations: Payroll reconciles absence hours to HRIS balances each pay cycle; variances over <Amount> trigger investigation.

Accrual Calculation Examples (Illustrative)

• Example A (Full-Time, Biweekly):
  • Annual entitlement: <120> hours
  • Per-pay-period accrual: 120 / 26 = 4.62 hours
  • Cap: <160> hours; accrual halts when balance reaches 160
• Example B (Part-Time, 60% FTE):
  • Annual entitlement: 120 x 0.60 = 72 hours
  • Per-pay-period accrual: 72 / 26 = 2.77 hours
  • Carryover limit: <80> x 0.60 = 48 hours
• Example C (Hourly Non-Exempt, Hours-Based):
  • Accrual rate: <0.0385> hours of vacation per hour paid (equivalent to 80 hours per 2080 hours worked)
  • Overtime treatment: Accrue on all hours paid unless prohibited by local law

Roles and Responsibilities

Total Rewards / HR

• Own policy design, market benchmarking, and legal review in partnership with <Legal Counsel>.
• Publish annual holiday calendars and floating holiday allocations by <Date>.
• Maintain local addenda and ensure compliance with statutory requirements.
• Provide guidance to managers and employees; manage exceptions.

HRIS

• Configure and maintain absence and holiday modules per this policy.
• Ensure eligibility, accrual, and cap rules are correctly coded and tested.
• Maintain integrations between HRIS, timekeeping, and payroll; remediate defects.

Payroll

• Apply earning codes and rates correctly; ensure accurate pay for holidays and vacation.
• Reconcile hours and balances each cycle; resolve variances with HRIS and HR.
• Process vacation payouts at termination per jurisdictional rules.

Managers

• Plan coverage and approve or decline requests in a timely, fair manner.
• Communicate blackout periods and team guidelines annually.
• Monitor team balances to encourage time off usage and avoid forfeiture.

Employees

• Request time off with required notice and ensure time is recorded correctly.
• Monitor personal balances and plan usage to avoid forfeiture.
• Coordinate with managers for business coverage.

Legal/Compliance

• Advise on changes in law; review policy updates.
• Support audits, investigations, and dispute resolution.

Governance, Compliance, and Risk

Legal Compliance

• This policy is intended to meet or exceed statutory minimums in each jurisdiction; where conflicts arise, the more generous provision applies.
• Vacation payout, accrual during leave, and inclusion of variable pay in holiday/vacation pay vary by jurisdiction (e.g., <Country/Region>). Local addenda must capture required deviations.

Controls and Auditing

• Quarterly audit: Compare HRIS balances to payroll payout data; investigate discrepancies greater than <Percentage>%.
• Annual policy review: Validate market competitiveness, usage patterns, forfeiture rates, and cost.
• Access controls: Limit edit rights in HRIS and payroll; maintain change logs.
• Record retention: Retain timekeeping and accrual records for at least <Number> years or per local law.

Equity and Inclusion Considerations

• Floating holidays and personal days support inclusive observance across cultures and religions.
• Monitor holiday and vacation approvals for bias; report on usage across demographic groups where lawful and appropriate.

Implementation Guidelines

Project Scope and Timeline

• Project Sponsor: <Executive Sponsor Name>
• Target Go-Live: <Date>
• In-Scope Systems: <HRIS Name>, <Timekeeping System Name>, <Payroll System Name>
• Data Cutover: <Date>

Configuration Checklist

1. Define country-level holiday calendars and upload to <HRIS Name>.
2. Build vacation accrual plans (service bands, rates, caps, carryover) per this policy.
3. Configure entitlement grants for floating and personal days with proration rules.
4. Map earning codes and rates in payroll and test end-to-end integration.
5. Set approval workflow, delegation rules, and cutoff timelines in timekeeping.
6. Load opening balances as of <Date> from legacy systems with audit file.
7. Prepare manager and employee job aids; schedule training sessions.
8. Conduct user acceptance testing with <Number> pilot groups and remediate defects.
9. Obtain final approvals and schedule go-live blackout window.
10. Monitor first two pay cycles and resolve post-go-live issues.

Data Migration and Validation

• Source: <Legacy HRIS/Payroll> as of <Date>.
• Validation:
  • Reconcile opening balances to source reports within <Amount> or <Percentage>% tolerance.
  • Validate service band assignments and eligibility groupings.
  • Confirm holiday calendars load with correct observed dates.

Testing Scenarios (Illustrative)

• New hire mid-period accrual proration
• FTE change mid-year and cap behavior
• Holiday falling during approved vacation
• Holiday premium for non-exempt working holiday
• Carryover cutoff and forfeiture
• Termination with payout in a payout-required jurisdiction

Review and Approval Process

1. Draft policy prepared by Total Rewards and reviewed by HRIS, Payroll, and Legal.
2. Country addenda drafted by local HR and Legal; ensure statutory compliance and translation where required.
3. Executive Sponsor approval obtained and recorded in the approval log.
4. Publish policy and holiday calendars to <Intranet Site>; notify employees and managers.
5. Review annually by <Date> or upon material legal or business changes; log updates in Change Log.

Local Addenda Framework

• Each country must maintain a local addendum capturing statutory differences, payout requirements, observance rules, and terminology.
• Addenda should include:
  • Eligibility differences (e.g., probationary periods, minimum hours)
  • Statutory minimum entitlements and any accrual or carryover mandates
  • Holiday list with observed dates
  • Payout and pay calculation rules (e.g., inclusion of variable pay)
  • Language translations and required postings

Risk Management and Cost Stewardship

• Forecast annual vacation liability and holiday premium costs; report quarterly to Finance.
• Monitor accrual caps and forfeiture to balance employee well-being with fiscal responsibility.
• Consider buyout or sell-back programs only where legal and fiscally prudent; document in local addenda.

Metrics and Reporting

• Key metrics:
  • Average vacation days taken per employee per year
  • Forfeiture rates by function and country
  • Holiday premium hours as a percentage of total hours
  • Approval turnaround time and request denial rate
  • Accrual liability trend versus budget
• Reporting cadence: Monthly operational dashboards and quarterly executive summaries.

Change Log

Version	Effective Date	Summary of Changes	Author
<v1.0>	<Date>	Initial release of global framework	<Name>
<v1.1>	<Date>	Updated carryover limits and added Juneteenth	<Name>
<v1.2>	<Date>	Clarified holiday premium eligibility for non-exempt roles	<Name>

Glossary

• Accrual Cap The maximum vacation balance after which additional accruals stop.
• Annual Carryover The amount of unused vacation allowed to move into the next plan year.
• Base Pay Regular rate of pay excluding premiums, bonuses, and differentials unless required by law.
• Blackout Period Defined timeframe limiting vacation approvals due to business needs.
• Entitlement Grant A lump-sum allocation of time off (e.g., floating holidays) at a point in time.
• FTE Full-Time Equivalent; a measure of scheduled hours relative to full-time.
• Holiday Premium Additional pay for hours worked on a company holiday.
• Local Addendum Country- or site-specific document detailing statutory and practice differences.
• Proration Proportional allocation based on time worked or FTE.
• Service Band A tenure range used to determine accrual rates.

Frequently Asked Questions (For Administrators)

• How should we treat employees on unpaid leave regarding accruals?
  • Follow local law; accruals typically pause during unpaid leaves unless mandated otherwise.
• Can managers deny vacation due to coverage?
  • Yes, with a business rationale and equitable treatment; document denials and provide alternative dates.
• When are holiday calendars published?
  • By <Date> each year for the following calendar year, after Legal review.

Communication to Employees and Managers

The following narrative is intended for employees and managers. It summarizes how vacation and holidays work at <Company Name> and what you need to do to plan time off.

At <Company Name>, we believe time away from work is essential for health, family, and personal interests. You earn vacation throughout the year and also benefit from company-paid holidays that reflect local customs and laws. This section explains what you receive, how to request time off, and what to expect around busy periods.

If you work full-time, you earn vacation each pay period based on your length of service. Newer employees typically start with about <10–15> days per year, with higher accruals as your service increases. Part-time employees earn vacation proportionally based on scheduled hours. You can view your current balance anytime in <Employee Self-Service Portal Name>.

We publish the company’s holiday calendar for your country every year by <Date>. These are paid days off for most employees. If a holiday falls on a weekend, we generally observe it on the nearest weekday unless local law says otherwise. In some locations, we also offer floating holidays or personal days. These are flexible paid days you can use for cultural or personal observances. Please plan to use floating holidays by <Date> each year so you don’t lose them.

Requesting time off is simple: submit your request in <Timekeeping System Name> and give your manager at least <Number> days’ notice. Managers approve requests based on team coverage and fairness. Some teams have blackout periods during peak seasons. If your team has one, your manager will share the dates at the start of the year so you can plan ahead. For longer vacations (more than <10> business days), talk with your manager early and outline how your work will be covered.

If a company holiday occurs during your approved vacation, that day won’t be deducted from your vacation balance. If you are non-exempt (hourly) and you work on a company holiday, you may receive premium pay or a compensatory day off, depending on your country and local rules. Your manager will confirm the approach used for your team and location.

We want you to use your vacation each year. There are carryover limits to help everyone take regular breaks. As you approach year-end and if you have a high balance, schedule your days early. Your manager will partner with you to make this work for you and the team.

When you leave <Company Name>, your unused vacation may be paid out based on local law. If you’re considering a transition, reach out to HR so you understand what applies in your location.

We’re here to help. If you have questions about your balance, how holidays work where you live, or how to plan time off, contact <HR Support/Vendor Name> via <Support Portal/Email> or speak with your HR Business Partner. Your well-being matters, and taking time to rest is an important part of working at <Company Name>.

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Document Information:

• Document Type: Vacation & Holiday Schedules
• Category: Benefits & Wellness
• Generated: August 25, 2025
• Status: Sample Template
• Next Review: <Insert Review Date>

Usage Instructions:

1. Replace all text in angle brackets < > with your company-specific information
2. Review all sections for applicability to your organization
3. Customize content to reflect your company's policies and local regulations
4. Have legal and HR leadership review before implementation
5. Update document header with your company's version control information
6. At bottom of the document you find a short example on how the content could be communicated to end-users, for instance employees.

This sample document is provided for reference only and should be customized to meet your organization's specific needs and local legal requirements.