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A Paid Time Off Policy outlines how employees can take paid leave from work, combining vacation days, sick leave, and personal time into one package. Under Dutch law, every worker gets at least 20 paid vacation days per year, plus public holidays, when working full-time (40 hours per week).

The policy explains important details like how PTO days accumulate, booking procedures, and rules around carrying over unused days - which Dutch employers must allow for up to 6 months. It also covers special leave situations such as maternity leave (16 weeks), paternity leave (6 weeks), and emergency leave for family matters, all guaranteed by Dutch employment regulations.

Put a Paid Time Off Policy in place when hiring your first employees in the Netherlands or updating your existing leave management system. This policy becomes essential for growing companies to comply with Dutch labor laws while maintaining clear communication about time-off rights and procedures.

Use it to establish consistent rules around vacation scheduling, sick leave tracking, and holiday entitlements. The policy proves particularly valuable during peak vacation periods, when multiple employees request time off, or when questions arise about leave carryover rights. It helps prevent misunderstandings about Dutch-specific benefits like maternity leave, paternity leave, and emergency care leave.

• Standard Accrual Policy: Tracks vacation days based on Dutch minimum requirements of 20 days annually, plus public holidays
• Flexible PTO System: Offers additional leave days beyond legal minimums, common in competitive sectors
• Hybrid Leave Structure: Separates statutory leave from supplementary company benefits
• Industry-Specific Policies: Adapts to sector needs like shift work or seasonal patterns
• International Alignment Policy: Balances Dutch requirements with global corporate standards while maintaining local compliance

• HR Managers: Draft and maintain the Paid Time Off Policy, ensure compliance with Dutch labor laws, and handle leave requests
• Company Directors: Approve policy terms and authorize any changes beyond statutory minimums
• Employees: Follow policy guidelines for requesting time off and tracking their leave balances
• Line Managers: Review and approve team members' leave requests, manage scheduling conflicts
• Works Councils: Review and provide input on policy changes as required by Dutch law for companies with 50+ employees
• Payroll Teams: Process paid leave and maintain accurate records of time off balances

• Legal Requirements: Review Dutch statutory minimums for vacation days, public holidays, and special leave types
• Company Structure: Document employee categories, working hours, and any collective labor agreements
• Leave Types: List all forms of leave your company offers beyond legal minimums
• Accrual Rules: Decide how and when employees earn time off, including part-time calculations
• Approval Process: Define request procedures, notice periods, and management approval chains
• Works Council Input: Consult your works council if applicable under Dutch law
• Documentation System: Choose how you'll track and record leave balances and requests

• Statutory Leave Rights: Clear statement of minimum 20 vacation days plus public holidays for full-time workers
• Accrual System: Explanation of how vacation days are earned and calculated
• Leave Categories: Details of vacation, sick leave, maternity/paternity leave, and emergency leave
• Request Procedures: Process for submitting, approving, and recording time off
• Carryover Rules: Terms for transferring unused days within legal 6-month limit
• Holiday Pay: Information about the mandatory 8% holiday allowance
• Special Circumstances: Rules for illness during vacation and public holiday compensation
• Works Council Approval: Confirmation of consultation if required

A Paid Time Off Policy differs significantly from a Corporate Policy in both scope and specific focus. While both documents guide employee conduct, they serve distinct purposes in Dutch workplace management.

• Scope and Detail: A Paid Time Off Policy specifically addresses leave entitlements, procedures, and calculations, while a Corporate Policy covers broader company-wide standards and operations
• Legal Requirements: PTO policies must align with Dutch vacation law minimums and holiday pay regulations, whereas Corporate Policies have more flexibility in content and structure
• Implementation Focus: PTO policies detail practical processes like requesting time off and tracking balances, while Corporate Policies establish general business principles and conduct expectations
• Updating Frequency: PTO policies typically need annual reviews to match changing leave entitlements and laws, but Corporate Policies often remain stable longer