Time off using Deel
EOR Employees (EOR) and Direct Employees-Payroll (Global Payroll) can both manage their time off reliably through the Deel platform, but there are several important distinctions between these employee types.
Time off requests submitted by employees can be approved or rejected by their managers.
Once approved, Deel handles the request, ensuring that it is processed as part of payroll.
How are time off policies applied to different workers?
Policies are automatically assigned to all EOR Employees according to the minimum legal entitlements in each local jurisdiction, or the contracted amount if higher.
Direct Employees-Payroll (Global Payroll)
For Direct Employees clients have the option of creating their own policies, either by using Deel’s ‘Country Templates’ which are pre-filled with local entitlements or by creating company specific custom policies.
End of Year Carry Over Policies: Unused Time Off
Vacation carry over policies refer to the treatment of accrued but unused vacation at the end of the vacation year. These policies are governed by local rules and vary by country.
At the end of the vacation year accrued but unused vacation can be handled in one of the following ways, according to local guidelines:
- carried over into the following year - sometimes with a limit on the number of days and deadline to use them
- paid out to the employee
- forfeited - so called 'use it or lose it' policies
- a combination of any of the above
You can learn more about individual vacation carry over policies in our Client FAQ. Look for Vacation Carry Over: Local Policies At-A-Glance
Frequently Asked Questions
[ACCORDION] Where can I learn more about local time off rules and regulations
- Vacation Carry Over Policies At-A-Glance: Client FAQ
- Paid Time Off and Leave Guide: Client FAQ
- Specific local rules are available directly from your time off approvals screen
- Employees may access local time off policies including carry over rules in the Employee FAQ and directly from the time off request screen
[ACCORDION] What do I need to ensure as a Client?
You should ensure that:
- Employees are able to take time off to prevent the accumulation of time off balances. Remember that in some jurisdictions employees are entitled to cash out their unused balances, or required to forfeit it.
- Employees should regularly log their PTO as soon as possible, as retrospective time off management may not always be permitted base on local rules
[ACCORDION] Where can I see how much time off an employee has taken?
Reports are available in the Analytics section under Reports from your profile.
Navigate to: Homepage > Analytics Tab > Reports to access the Time Off Summary or the Time Off Requests reports.
You can also access time off information by navigating to the Employee Profile’s under the Time Off feature.
[ACCORDION] What do Employees need to know about roll over policies?
For EOR employees Deel complies with all local requirements regarding carry over of accrued but unused time off. Deel will proactively reach out to employees about roll over requirements in jurisdictions where it is obligated to do so.
Employees can access information on Deel about carry over policies in their jurisdiction in their Employee FAQ.
[ACCORDION] Can Deel support Unlimited PTO Policies?
Deel EOR: Due to PTO legal requirements in ensuring minimum accruals and where applicable cash payout on termination, we do not support unlimited PTO policies with Deel EOR employees.
Global Payroll: you have the option to configure custom unlimited time off policies.
[ACCORDION] How is time off processed through payroll?
Time off needs to be approved prior to the payroll cut off dates to ensure that it is properly processed as part of the current payroll cycle. If it is not approved by the cut off date it will be processed as part of the next cycle.
[ACCORDION] Can time off be added retrospectively
We highly recommend submitting time off as soon as possible. At the latest, all time off should be submitted in the month in which it occurs to remain compliant with local reporting requirements.
If an employee was unable to submit their time off request in a timely manner we can allow additional flexibility to accommodate retrospective time off requests, if not prohibited by local country laws.
If you have a large number of time off requests to be processed, you can submit the time off in a CSV format for a bulk upload to Deel HR. If you need to do this please contact your CSM for further detail and guidance.
[ACCORDION] How can I modify time off / vacation days for an employee?
Deel operates in compliance with all local time off rules. You can however request to increase time off entitlements to be more generous than the legal minimum requirements, where compliantly possible to do so in the respective country.
To request an increase to time off entitlements please initiate an amendment request.
[ACCORDION] Where can I get help with time off requests and issues?
Please contact your CSM directly. Or reach out to support for further assistance.