Mini-job employees: earnings limit and holiday pay
After reading this you'll see how close each mini-job employee is to the earnings limit, get a statutory leave entitlement suggestion and a holiday pay suggestion per leave.
For mini-job employees, Univents checks whether the monthly earnings limit holds and suggests leave entitlement and holiday pay. The calculation is exactly the one used by the payroll export: recorded hours × hourly rate including wage surcharges. The feature is included from the Core plan.
Everything here is for orientation, not legal advice. If in doubt, check with your payroll office.
Prerequisites
- Open Staff and the person's staff file.
- Click Edit and set the employment type under Staff file to Mini-job.
- Add an hourly rate or a wage product — without a rate Univents shows “Hourly rate missing” instead of €0.
- For leave entitlement and holiday pay, also enter the start date, the end date (if known) and the working days per week (0.5 to 7).
Mini-job limit in the staff file
For people with the employment type mini-job, the overview of the staff file shows the Mini-job limit card:
- Recorded this month — all time entries of the current month that are not rejected (including ones not yet approved).
- Forecast this month — recorded plus the assigned and confirmed shifts of this month that have no recorded time yet.
- Limit — the mini-job limit of the year (2026: €603 per month, €7,236 per year).
- Year to date — recorded earnings since January.
- Months above limit — how often the limit was exceeded in the last 12 months.
Under How it's calculated you see each of the 12 months. Entries across the month boundary (e.g. a night shift from the 31st to the 1st) are split at month end, just like in the payroll export.
The status means:
| Status | Meaning |
|---|---|
| Close to the mini-job limit | The forecast is at least 90 % of the limit. |
| Above the mini-job limit | The forecast for this month is above the limit. |
| Mini-job status at risk | More than 2 months above the limit within 12 months, or one month above twice the limit. |
| Hourly rate missing | Hours in this month have no hourly rate. |
In the staff list the status appears as a badge next to the name as soon as it needs attention.
Heads-up when assigning and approving
When you assign a mini-job employee to a shift — in the shift plan, in the Shifts tab of an event, via quick assign or by dragging — and the month's forecast is above the limit afterwards, Univents shows a heads-up, for example: “With this shift, … would earn ~€640 in November – mini-job limit €603”. The same happens when you approve a time entry. The heads-up blocks nothing: the assignment is already saved.
Leave entitlement suggestion
Under Vacation breakdown in the staff file you find a statutory minimum leave suggestion:
- 24 working days × working days per week ÷ 6 (§ 3 BUrlG) — with 2 working days per week that is 8 days.
- When joining or leaving during the year: 1/12 per full month of employment if the 6-month waiting period is not met within the year or the person leaves in the first half of the year (§ 5 BUrlG). Fractions of half a day or more are rounded up.
Click Apply to set the suggestion as the person's leave entitlement. Univents never overwrites the entitlement by itself — the contract may grant more.
Holiday pay per leave
In the Vacation tab of the staff file, each approved leave shows a holiday pay suggestion with the amount and the average hours per working day. It is calculated according to § 11 BUrlG:
- Reference period: the 13 weeks before the leave starts (default) or the 3 calendar months before the month of the leave.
- Earnings in the reference period from approved time, including wage surcharges and public holidays.
- Working days in the reference period: weeks × working days per week. Without that setting, the days with recorded time count.
- Vacation and sick days in the reference period count neither towards earnings nor towards working days.
- Holiday pay = average daily earnings × leave days.
If there is no time in the reference period, it says “not enough data” instead of €0. Univents does not record overtime premiums separately — under § 11 BUrlG they are excluded; if in doubt, check with your payroll office.
You change the reference period for the whole workspace under Settings → Working time → Holiday pay.
Holiday pay in the payroll export
In the Export multiple dialog in the Wages tab you can tick Append holiday pay suggestion. The CSV then gets a separate block after the total row with leave days in the period, average daily earnings, average hours per day and holiday pay per leave. The block is not part of the total. Without the tick, the file stays unchanged. The payroll export is included from Growth.
Who sees the amounts?
Only people allowed to see wages under wage visibility (Settings → Working time) see amounts. Everyone else only sees the status, without a euro amount — in the staff file, the staff list, the heads-up and the AI assistant.
FAQ
Why do time entries that are not yet approved count? For the limit, what was worked counts. That way you see a breach before you approve the times. Holiday pay, in contrast, only uses approved time.
Does my time account change? No. The time balance calculation is unchanged.
Can I ask the AI assistant? Yes, for example: “Which mini-job employees are close to the limit this month?” or “How much holiday pay is due for …'s leave in November?”