Vacation planning

Summer, sun, beach? Mountains, lakes or skiing? Family, friends or at home? Vacation is a way to create unforgettable moments in your life. Surely you are looking forward to this time and we would like to give you a brief insight into the regulation of annual vacation planning with the program SAP and show you the excerpt of the company agreement:

How to use the program SAP will be shown to you by your supervisor on site.

The regulation can be found in the company agreement.

• Each employee must have entered at least 20 days of his/her vacation entitlement via SAP Attendance Planning (in R&D via MS-Project) prior to 03/01 of each calendar year. Part-time employees with lower vacation entitlement, proportionately. The entry can be made at the earliest on 02/01. of a year. If the employee does not comply with this minimum, subsequent requests may be rejected without justification.
• Vacations that fall between 01/01 and 01/31. of each year are processed via the vacation application.
• Each supervisor has until March 15 of each calendar year to approve or deny these leave requests. Rejection requires justification and feedback to the affected employee. For employees with email accounts, feedback will be provided via an email automatically generated by the system.
• In the event of rejection, vacation planning must be completed by 03/31 of each year.
• Approved requests are also displayed as approved (capital letters and dark yellow instead of light yellow) in SAP attendance planning and therefore cannot be postponed unilaterally, neither by the employer nor by the employee.
• As part of the duty of care, each supervisor shall ensure that employees reporting to him/her plan their vacation entitlement in a timely manner and reduce it over the calendar year.

• By 11/30 of a year the remaining vacation still open there is to be planned by the employee by vacation request. This then starts the automatic workflow again.
• The remaining leave must be taken by 01/31 of the following year.
• A residual leave credit beyond  January 31 is only possible with justification to personnel management and the works council by 11/30 of a year by the supervisor and requires the approval of personnel management and the works council.

• Vacation can only be requested via SAP attendance planning (in R&D via MS-Project) and before the start of the planned vacation. An exception arises by personal arrangement with the supervisor. In this case, the supervisor must submit a leave request on behalf of his employee via the time administrator. Documentation of the arrangement must be kept.

• For absences that are not approved as part of the annual planning, the employee must initiate a workflow.
• Each supervisor has 14 calendar days to approve or deny these leave requests, but is encouraged to provide feedback as soon as possible. Rejection requires justification and feedback to the affected employee.
• If the supervisor fails to meet this deadline, the leave will be considered approved.

• A workflow must be initiated by the employee for absences that are not approved as part of the annual planning process and are scheduled on short notice.
• The employee must inform his or her supervisor immediately of the planned absence so that the supervisor has the opportunity to approve or disapprove before the absence begins. A rejection requires a justification and feedback to the affected employee. The aforementioned 14-day period does not apply in this case. Self-authorized leave is not possible.

• If the leave has already been approved by workflow, direct cancellation or postponement by the employee is not possible. The employee must trigger a workflow for deletion (negative request). The supervisor can approve or reject this request.
• To request a new period, the previously described workflow according to 2.2 applies.
• A postponement of the already approved leave by the employer is only possible for urgent, operational reasons.

• The exact procedure and implementation will be explained to you during your induction.