Annual leave

Everyone is entitled to annual leave and Delft Solutions encourages everyone to take their vacation days.

General

• Vacation hours are automatically calculated by Kimai based on the registered hours and a 32 hours work week.
• When you use vacation by being out of office, you do not register any hours in Kimai. The vacation hours will automatically deducted from your available vacation hours
• Writing hours on Delft Solutions > Paid time off > Personal day is reserved for e.g Calamity leave.
• Annual leave needs to be added in Lynx > Configure > Resources > Employee > Availability schedule. (Only whole days can be added here)
• You should not go under 0 vacation hours. If there is an incidental situation where this will happen, this will have to be discussed this with the team and management.

Process

In general everything will be approved, as long as we can ensure SLOs (Service Level Objectives). In case of a conflict meeting the SLOs, if no one is willing to give up the overlap, the first one who made the request following this process will be able to take their annual leave that moment.

• Please request your annual leave via the ~Organisational channel.
• When your annual leave is coming up, please ensure a handover of all outstanding tasks.
• When someone is on annual leave, please ensure you try everything else before contacting them. This time is supposed to be sacred. If we treat it as such for everyone, we also know that getting a call during annual leave can be considered a last effort.
• When you are on annual leave and you get a call, you are entitled to ignore it, and emergency work done during annual leave is reimbursed as holiday not taken.
• When you are on annual leave and you fall ill, please communicate this to management so we can reimburse the sick days.

Accumulating too many vacation hours

When working overtime, e.g. when you are first responder, vacation hours can add up quickly.

This can potentially be a problem because:

• If the employee takes up all his accumulated vacation hours at once, this could put project planning and meeting deadlines at risk
• This can also be a (health) risk for the employee because regular rest is needed for the employee's well-being
• Vacation hours/days are valid for a limited time, employees might loose their well-deserved vacation time when not used on time

In order to prevent such a situation the following internal alert system is used:

• The Weekly Report sums up the expected vacation hours for each employee in 8 weeks
• Alert signal: When the projected (over the upcoming 8 weeks) amount approaches 100 vacation hours, the employee will be asked to consider making plans for using up some of the vacation hours
• Maximum: Actually reaching 150 vacation hours is considered the maximum amount of vacation hours. Approaching 150 vacation will require discussing this with management to solve this issue, with the likely consequence that the employee will be sent home the moment the employee reaches 150 vacation hours.

NB: While taking up vacation hours, you will continue accumulating vacation hours.

Management

Max and Derk-Jan will not be taking leave at the same time.