Absence types and your day balance

Every time-off request has a type. The type decides whether it comes out of your vacation, whether it needs a supporting document and whether it needs approval. Your vacation balance is worked out by Orquiva from what HR assigns you.

The types Orquiva ships with

Every company starts with these six. Your company can rename them, change their rules and add others, so your list may not be exactly this one.

Type	What for	Document?	Comes out of vacation?
Vacation	Your vacation days	No	Yes
Personal leave	Personal errands	No	No
Absence	Unpaid absence	No	No
Medical visit	Seeing a doctor	Yes	No
Sick leave	Temporary incapacity. Reported, not approved	Yes	No
Remote work	Working a day remotely. Not an absence	No	No

The document for the two medical types is filed in your absences folder in My documents. In the dialog, each type tells you whether it Counts against your annual balance or Does not deduct from your vacation balance.

Statutory paid leave

Your company can add the paid leave set out in Spain’s Workers’ Statute in one go. These are paid, don’t come out of your vacation and accept a supporting document, though they don’t require one:

• Marriage or civil partnership (15 calendar days).
• Accident, serious illness or hospital stay of a relative (5 days).
• Death of a relative (2 days, 4 if travel is needed).
• Moving house (1 day).
• Unavoidable public duty.
• Family force majeure (4 days a year).

Each one’s days appear in its name for reference. Force majeure also has a yearly counter: when you pick it you’ll see You have N days left of M this year. and you can’t go over. Your company can put the same yearly limit on any other type.

The supporting document

When a type requires one, the dialog won’t let you send without it: attach it under Supporting document (PDF, JPG or PNG, up to 5 MB). If you don’t have it yet, wait until you do before requesting, or ask HR how they’d like you to handle it.

Your vacation balance

On the Time off tab and in your calendar you see three figures:

Figure	What it is
Available this year	Your days for the year, plus any carried over from last year and any adjustment HR has made, minus approved days
Already taken	Approved days that have already passed. If you have approved days still ahead, underneath you'll see “and N approved days still to come”: those are already subtracted from Available this year
Pending approval	Days in requests that haven't been decided yet

HR sets the days for the year, the carry-over and the adjustment. If nothing has been loaded for you, your balance is 0 and you can’t request vacation.

How many days a request costs

Only types flagged to deduct do so, such as Vacation. Orquiva counts the Monday-to-Friday days in the range and leaves out the national public holidays of your company’s country. A day that’s in two requests counts once.

If you go over your balance, the dialog blocks sending with Max. N days. And if your balance changes while your request is waiting, the approver can’t approve it without enough days.

If something goes wrong

I don’t know which type to pick. A one-off doctor’s appointment: medical visit. Incapacity: sick leave. A day working from home: remote work. A personal errand: personal leave.

My balance doesn’t add up. Check for pending or approved days you’d forgotten about. If it still doesn’t add up, talk to HR: they set the days, the carry-over and the adjustment.

The type I need is missing. Your company sets up the types in Absence types and public holidays. Ask HR.