Leave and absence management across countries, ready for payroll
Every country has its own leave types, public holidays and rules for sick leave, carry-over and unpaid leave, and payroll needs one approved answer by cut-off. XperienceHR holds those rules per country in one tenant, records leave in days, half days or hours, and sends approved absence to payroll on your provider’s pay codes, with late changes delivered as deltas.
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Leave rules differ by country. Payroll needs one answer.
Statutory minimum paid leave differs from country to country, and national law, sector agreements and company policy add days, conditions and payment rules on top. Sick-leave handling, carry-over deadlines and holiday substitution vary as well. Leave management for a multinational has to hold all of this without a separate system per country.
In XperienceHR, each country’s absence types (annual, sick, parental, care, unpaid and company-specific) are set up with their own rules and approval path. Entitlements and collective-agreement provisions are configured per country and can differ by legal entity, department and employee group. Changes are effective-dated, so earlier periods keep the rules that applied at the time, and every request, approval, cancellation and change is recorded in the audit trail.
Leave in days, half days or hours
Absence is recorded in full days, half days or hours, including partly paid absence types. A leave of absence pauses the expected schedule, so the employee does not show as missing, and absences crossing a period boundary are split to the correct payroll period.
One public-holiday calendar per country
Each country keeps its own public-holiday calendar within one tenant. How leave days are counted when a request overlaps a holiday, and how weekend holidays are treated, is configured per population.
Supporting documents
Absence types can require an attachment, such as a medical certificate, before a request can be approved.
Work on a public holiday: payment or time off in lieu
When employees work on a public holiday, they choose payment or time off in lieu for each holiday, with a configured default if no choice is made by cut-off. Selected groups, such as interns or trainees, can be fixed to time off in lieu.
| Employee | Choice by cut-off | Outcome |
|---|---|---|
| A, production | Payment | Public-holiday hours go to payroll on the provider’s public-holiday code. |
| B, production | Time off in lieu | A day of leave in lieu is granted instead of payment. |
| C, logistics | No choice made | The configured default applies. |
| D, trainee | Fixed group | Time off in lieu, without a choice. |
Illustrative example: four employees work on the same public holiday. The default and the fixed group are set during configuration.
Accruals, carry-over and balances
- Accrual policies on a configurable cycle, for example monthly or bi-weekly, so balances build up in step with payroll.
- Seniority-based accrual rates configured to reflect your policy in each country.
- Carry-over caps with expiry: unused leave carries over up to a cap, and carried-over days expire on the date you set.
- Overtime converted to time off: approved overtime can be credited to the leave type you choose.
- Employee self-service: current balances can be made visible to employees, so routine leave questions do not need to go through HR.
- Opening balances are loaded at go-live from an import template.
Approvals that hold up at cut-off
Employees request leave and managers approve it on the web or in the mobile app, with a team calendar for cover planning. Approvals follow the organisation chart, substitute approvers can be restricted to the same branch, and cross-border managers approve through role-based access and in-app legal-entity switching. Data access is limited by the organisation chart, so each manager sees only their own people.
Requests in XperienceHR
Employees request and managers approve leave in XperienceHR, and payroll receives worked time and absence from one place.
Leave approved in your HRIS
Leave types and approved leave come from your HRIS, for example Workday, in full days, half days or hours, and are combined with recorded attendance before payroll inputs are prepared.
Either way, leave is requested in one place, so balances are never maintained in two systems.
Absence on your payroll provider’s pay codes
Approved absence goes to the payroll engine together with worked time. Paid and unpaid absence types are mapped to their own pay codes, and a partly paid absence contributes in proportion to its configured weight. Actual, total and calendar working days are delivered for each period, so payroll can prorate basic salary.
Once a period has been delivered it is frozen. Later changes travel as delta entries, so your provider receives only what changed.
| Pay item | Delivered in March | Sent in April as delta |
|---|---|---|
| Annual leave (code AL) | 5 days | −2 days |
| Sick leave, employer-paid (code SK1) | 0 days | +2 days |
| Annual-leave balance (held in XperienceHR, not sent to payroll) | 5 days used | 2 days restored |
Illustrative late correction: leave approved for 10–14 March is delivered with March payroll; on 2 April the manager records 13–14 March as sick days. Pay codes and sick-leave treatment are examples; your country rules and provider codes apply.
Start with absence, add attendance later
For HR teams replacing spreadsheets or local leave tools, Absence Management can be the first module. Leave types and calendars are configured per country, opening balances are imported, and one country runs in parallel with payroll before the others follow. Attendance and Time Tracking can be added later on the same platform.
Frequently asked questions about absence management
Yes. In XperienceHR leave types, entitlements, public holidays and collective-agreement provisions are configured per country in one tenant, and rules can also differ by legal entity, department and employee group.
Yes. Absence can be recorded in full days, half days or hours, including partly paid absence types.
Employees choose payment or time off in lieu for each public holiday they work, with a configured default if no choice is made by cut-off. Selected groups, such as trainees, can be fixed to time off in lieu.
The delivered period stays frozen and only the change travels to payroll as a delta entry on the relevant pay codes. The balance in XperienceHR is updated and the change is recorded in the audit trail.
Yes. Leave approved in Workday or another HRIS can be brought into XperienceHR and combined with recorded attendance before payroll inputs are prepared, so balances are kept in one system.
See your leave rules configured
In 30 minutes we walk through your countries’ leave types, holiday rules and accrual policies, and show how approved absence and a late sick note would reach each payroll cut-off.
Prefer to write first? info@xperiencehr.com · +421 915 890 309 · USA +1 646 926 0897