What is minimum leave?
The minimum leave in Germany is regulated by law in the Federal Leave Act (Bundesurlaubsgesetz – BUrlG) and ensures that employees receive paid time off each year to recuperate. This entitlement is independent of the industry or company size and applies to all employees, including part-time employees and trainees.
Statutory minimum vacation
According to § 3 BUrlG, the statutory minimum vacation entitlement is 24 working days per year. As Saturday counts as a working day for the purposes of the law, this corresponds to an entitlement of four weeks’ leave for a 6-day week. For employees with a 5-day week, the minimum leave is reduced accordingly to 20 working days per year. This regulation ensures that every employee receives at least four weeks of paid leave, regardless of the individual distribution of working hours.
Waiting time and partial leave
The full vacation entitlement arises for the first time after six months of employment. Before this period expires, there is a pro rata vacation entitlement amounting to one twelfth of the annual leave for each full month of employment. This regulation enables new employees to take vacation in their first year of employment, even if the full entitlement has not yet been earned.
Special regulations for certain groups of employees
Extended vacation entitlements apply to certain groups of employees.
- Young people under the age of 18: Depending on age, there is an entitlement to 25 to 30 working days’ leave per year, depending on age in accordance with § 19 JArbSchG.
- Severely disabled people: In addition to the statutory minimum leave, they are entitled to five additional days of leave per year.
These special regulations take into account the special needs and protection requirements of these groups of employees.
Forfeiture and transfer of vacation
In principle, vacation must be taken in the current calendar year. Carryover to the following year is only possible if this is justified for urgent operational or personal reasons. In such cases, the leave must be taken by March 31 of the following year at the latest, otherwise it will be forfeited. There is an exception if the employee was unable to take the leave for health reasons; in this case, the leave can remain in force beyond 31 March. In addition, employers must have informed their employees transparently and unambiguously of the existing leave entitlement and the possibility of forfeiture in good time before it expires.
Sick leave
If an employee falls ill during vacation, the sick days are not counted towards the vacation, provided a doctor’s certificate of incapacity for work is available. The affected leave can be made up at a later date. This regulation ensures that the purpose of the vacation is not impaired by illness.
Digital support through time management systems
Modern time management systems, such as the solutions from ZMI, offer companies effective tools for managing vacation entitlements. These systems enable transparent and efficient planning, application and approval of vacation days. Integration into existing HR and payroll systems reduces the administrative workload and ensures compliance with legal requirements. In addition, employees can be informed directly from the digital time tracking system by email or via Employee Self Service (ESS ) about impending vacation expiry.
Conclusion
Statutory minimum leave is a central element of labor law in Germany and serves to protect the health and performance of employees. With clear legal regulations and the support of modern time management systems, companies can ensure fair and transparent vacation planning that meets both operational requirements and the needs of employees.