{"id":20405,"date":"2024-05-13T11:08:22","date_gmt":"2024-05-13T09:08:22","guid":{"rendered":"https:\/\/crosstalent.com\/actualites\/unpacking-paid-leave-for-employers\/"},"modified":"2025-08-05T11:12:43","modified_gmt":"2025-08-05T09:12:43","slug":"unpacking-paid-leave-for-employers","status":"publish","type":"post","link":"https:\/\/crosstalent.com\/en\/actualites\/unpacking-paid-leave-for-employers\/","title":{"rendered":"Paid Leave for Employers: How to Support Your Employees and Meet Obligations"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">The summer period is a good time to take note of the regulations governing paid leave.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Let&#8217;s take a look at the employer&#8217;s side of the equation.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Employers&#8217; Rights During the Holidays<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">Imposing Paid Leave<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Employers may impose paid leave, provided they give their employees at least two months&#8217; notice. In addition, subject to the agreement of the work council, the employer may impose and collectively determine the dates of holidays when the company is closed.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, if the closure exceeds the statutory annual leave period of 12 days (it should be noted that the closure period may not exceed 24 days), the company is required to pay its employees compensation at least equal to the daily holiday allowance for each working day in excess of this period.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Refusing Paid Leave<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The employer has the right to refuse leave if it is motivated by one of the following factors:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Maintenance of service<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Business activity (demand for overproduction, increase in orders, etc.)<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Unusual conditions<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">On the other hand, the employer may not refuse an employee&#8217;s request if it relates to a family event such as marriage, civil partnership, adoption or death.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Setting Up a Departure Order<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If several employees wish to leave at the same time and this disrupts the smooth running of the business, the employer may apply an order of departure for leave.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This departure order may be determined by collective agreements, customs, or by the employer himself, who must take into account certain legal requirements, such as :<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The employee&#8217;s seniority<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The possibility of working for one or more different employers<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">The employee&#8217;s family situation (parents of school-going children will be given priority for taking holidays during the school holiday period)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">Employees must be informed of the order in which they will be taking their leave at least one month before the date on which they wish to leave.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Loss of Paid Leave Not Taken<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If the employer has done everything possible to ensure that its employees take their leave, but some have not, then the days not taken may be lost.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">However, the employer can set up a time savings account (CET). If a company sets up a CET, it is bound by certain commitments, particularly in terms of informing its employees.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">As a general rule, these rules are laid down in industry or professional agreements, but in the absence of such agreements, the employer is bound by the following obligations:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Provide employees with a notice informing them of the collective bargaining agreements applicable in the company or establishment when they are recruited.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Make an up-to-date copy of these texts available to employees in the workplace.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Post an up-to-date copy of the texts on the intranet, in companies with an intranet.<\/span><\/li>\n<\/ul>\n<h2><span style=\"font-weight: 400;\">Employers&#8217; Duties During the Holidays<\/span><\/h2>\n<h3><span style=\"font-weight: 400;\">Inform Employees of Their Holiday Entitlements<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">This means that they must provide clear information on the number of days&#8217; leave to which employees are entitled, the rules for requesting leave and how leave is paid. At the very least, the holiday balance must be shown on the payslip. <\/span><a href=\"https:\/\/crosstalent.com\/en\/en-2\/\"><span style=\"font-weight: 400;\">HRIS software<\/span><\/a><span style=\"font-weight: 400;\"> with built-in employee <\/span><a href=\"https:\/\/crosstalent.com\/en\/solutions\/time-and-attendance\/\"><span style=\"font-weight: 400;\">Time and Attendance<\/span><\/a><span style=\"font-weight: 400;\"> systems will provide all the information automatically. It will also allow employees to apply for holiday and obtain approvals directly from the HR tool.\u00a0<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Calculate Holiday Pay<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">During paid leave, the employee does not receive his salary but an ICP.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">This indemnity is calculated by comparing two methods:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Under the 1st method, the allowance is equal to 1\/10th of your total gross pay received during the reference period, during which the employee must have completed a minimum amount of work. The starting point for calculating leave entitlement is 1 June each year.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Under the 2nd method (salary continuation), holiday pay is equal to the salary you would have received if you had continued working.<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">You are paid the most advantageous amount.\u00a0<\/span><\/p>\n<p><span style=\"font-weight: 400;\">To calculate this, the employer may take into account:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Either the actual working hours for the month, which is the fairest method and recognized by case law.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Or the average number of working days: this corresponds to all the days in the week, with the exception of the weekly rest day (usually Sunday) and public holidays not usually worked in the company (or working days: days actually worked in a company or administration. There are five such days in a week).<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Or the actual number of working days.<\/span><\/li>\n<\/ul>\n<p><em><strong>Related:<\/strong><\/em><\/p>\n<p><a href=\"https:\/\/crosstalent.com\/en\/actualites\/advantages-disadvantages-hris-management-software\/\">What are the benefits of HRIS software?<\/a><\/p>\n<h3><span style=\"font-weight: 400;\">Organization of Work During Holiday<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">The three golden rules to follow: plan, organize and communicate:<\/span><\/p>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Plan ahead:<\/b><span style=\"font-weight: 400;\"> it&#8217;s essential to plan employee leave periods in advance and to ensure that there is always a team on hand to deal with emergencies and essential tasks.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Organizing: <\/b><span style=\"font-weight: 400;\">there are several types of organization possible.<\/span>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><b>By delegating tasks: <\/b><span style=\"font-weight: 400;\">it may be necessary to delegate responsibilities to other employees to ensure that all critical tasks are carried out during the holidays.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><b>By automating processes:<\/b><span style=\"font-weight: 400;\"> use tools or software to automate certain repetitive tasks or plan actions during holiday periods.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<ul>\n<li aria-level=\"1\"><b>Communicate:<\/b><\/li>\n<\/ul>\n<ul>\n<li style=\"list-style-type: none;\">\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><b>Internally: <\/b><span style=\"font-weight: 400;\">it is recommended that all staff be informed and made aware of upcoming holidays, shared responsibilities and contacts to be made if necessary.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"2\"><b>Externally:<\/b><span style=\"font-weight: 400;\"> inform customers, suppliers, and business partners about the dates of closure and how to contact them in an emergency.<\/span><\/li>\n<\/ul>\n<\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">Managing Replacements During Paid Holidays<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">There are several options available to companies:<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Temporary recruitment:<\/b><span style=\"font-weight: 400;\"> the employer may decide to hire additional staff on a temporary basis to replace employees on leave. This can be done by means of a temporary employment contract, a recruitment agency or temporary employment contracts.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Redistribution of tasks:<\/b><span style=\"font-weight: 400;\"> if the company does not wish to hire additional staff, the tasks of employees on leave can be redistributed to other employees. This may require a reorganization of the schedule or an increase in the workload for some employees.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Training internal replacements:<\/b><span style=\"font-weight: 400;\"> in some cases, employers can identify competent internal employees and train them to take over the duties of employees on leave. This requires advance planning and training to ensure an effective replacement.<\/span><\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\">\u00a0<\/span><span style=\"font-weight: 400;\">The Employer&#8217;s Obligations in the Event of a Change in Holiday Dates<\/span><\/h3>\n<p><span style=\"font-weight: 400;\">If the employer wishes to change the leave dates initially set, he must comply with the following rules:<\/span><\/p>\n<ol>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Advance notice: <\/b><span style=\"font-weight: 400;\">the employer must notify the employee at least one month before the planned date of leave, unless the employee agrees to a change at an earlier date.<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><b>Employee agreement: <\/b><span style=\"font-weight: 400;\">The employer must obtain the employee&#8217;s agreement to the change in holiday dates. The employee may refuse the change without justification. In the event of persistent disagreement, the employer may not impose the change.<\/span><\/li>\n<\/ol>\n<p><span style=\"font-weight: 400;\">Again, if the employee wishes to change the holiday dates already set, he must inform the employer at least one month before the planned holiday date unless the employer agrees to a change at an earlier date. In this case, it is important to note that the employer is not obliged to accept the employee&#8217;s request to change the holiday dates.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">It should be noted that these obligations may be modified by collective agreements, company agreements, or employment contracts. Therefore, it is important to consult these various documents to determine the specific rules that apply to an employee.<\/span><\/p>\n<h3><span style=\"font-weight: 400;\">Some Unfortunately &#8220;Classic&#8221; Violations of Employees&#8217; Rights<\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Contacting employees during paid leave<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Failure to respect holiday dates<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Reducing the length of leave<\/span><\/li>\n<li style=\"font-weight: 400;\" aria-level=\"1\"><span style=\"font-weight: 400;\">Non-payment of holiday pay (or late payment)<\/span><\/li>\n<\/ul>\n<p><span style=\"font-weight: 400;\">These cases violate the employee&#8217;s rights (in particular, the right to rest). In such cases, the employee may claim damages and\/or recover any untaken days of leave and\/or request additional days of leave.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">In conclusion, employers have various responsibilities during their employees&#8217; paid leave. They must respect requests for leave, provide clear information about employees&#8217; leave entitlements, ensure adequate replacements, not disrupt employees&#8217; rest periods, and ensure that ICP (holiday pay) payment is made on time.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">By complying with these duties, employers help to ensure that their employees enjoy genuine periods of rest and relaxation. For managers, understanding <a class=\"\" href=\"https:\/\/crosstalent.com\/en\/actualites\/how-to-calculate-and-manage-salary-increase-requests\/\" target=\"_new\" rel=\"noopener\" data-start=\"574\" data-end=\"708\">salary increase guidelines for managers<\/a> can also be a valuable part of broader HR best practices, ensuring fair and transparent compensation policies alongside effective leave management.<\/span><\/p>\n<h2><span style=\"font-weight: 400;\">Manage Employee Time and Attendance with Crosstalent<\/span><\/h2>\n<p><span style=\"font-weight: 400;\">Give your employees control over their schedules. With Crosstalent\u2019s Time and Attendance module, you can streamline administration related to paid leave from both the employer and employees\u2019 sides. <\/span><a href=\"https:\/\/crosstalent.com\/en\/en-2\/\"><span style=\"font-weight: 400;\">Request a demo<\/span><\/a><span style=\"font-weight: 400;\"> and see how we can make things easier for your organization.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>The summer period is a good time to take note of the regulations governing paid leave.\u00a0 Let&#8217;s take a look at the employer&#8217;s side of the equation. Employers&#8217; Rights During the Holidays Imposing Paid Leave Employers may impose paid leave, provided they give their employees at least two months&#8217; notice. In addition, subject to the [&hellip;]<\/p>\n","protected":false},"author":24,"featured_media":20409,"comment_status":"closed","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"footnotes":""},"categories":[388,399],"tags":[],"class_list":["post-20405","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-hr","category-legal"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.9 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Unpacking Paid Leave for Employers<\/title>\n<meta name=\"description\" content=\"Take a look at the employer\u2019s side of paid leave. 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