paid time off

Germany PTO Compliance:
A Guide for Employers

Navigating Paid Time Off (PTO) policies in Germany can be complex due to the country's robust labor laws designed to protect employees. Understanding these regulations is crucial for employers to ensure legal compliance and foster a healthy, productive workplace. Find everything you need to know about PTO in Germany, from statutory requirements to best practices for managing leave.

Germany pto compliance

Understanding PTO Requirements in Germany

Take a look at the legal requirements for PTO in Germany.

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Statutory Vacation Days

Employees are entitled to a minimum of 24 days of paid vacation per year if they work a six-day week. For those working a standard five-day week, the minimum is 20 days. However, it’s common for companies to offer more generous PTO policies, with many providing 25–30 days per year.

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Sick Leave Regulations

German employees are entitled to up to six weeks of paid sick leave at 100% of their salary, covered by the employer. If the illness extends beyond six weeks, statutory health insurance (Krankenkasse) covers a percentage of the employee’s salary for a longer period, often up to 78 weeks.

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Public Holidays

Germany has between 9 and 13 public holidays per year, depending on the state (Bundesland).
These holidays are separate from annual vacation days, and employees are entitled to these days off without affecting their PTO balance.

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PTO Carryover Rules

In Germany, PTO generally must be used within the calendar year. However, if an employee is unable to take their leave due to business needs or personal reasons, they may carry over unused vacation days to the first three months of the following year, with March 31 being the deadline.

Navigating German Paid Time Off

Key Considerations for Employees and Employers

German employment law strongly protects employee rights to paid time off. This guide provides a concise overview of the key regulations and considerations for both employees and employers.

Employers

  • Adhere to minimum vacation requirements
  • Follow applicable Tarifverträge for additional benefits
  • Continue wage payments during illness
  • Provide leave for legally mandated reasons
  • Keep accurate records of vacation and sick leave

Employees

  • Minimum statutory vacation: 24 days (6-day week)
  • Collective agreements provide more generous vacation entitlements
  • Continued pay during illness (with sick note)
  • Leave for specific events (marriage, birth, etc.)

German PTO is well-regulated. This information is for general guidance only and not legal advice. Consult legal counsel for your specific situation.

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PTO & Leave Policies Around the Globe

Your comprehensive guide to paid time off policies worldwide, categorized by country.

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Best Practices for Managing PTO in Germany

Take note of these recommendations for hassle-free PTO management.

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    Why Compliance Matters

    Ensuring your company is compliant with German PTO laws is about avoiding legal penalties, but also creating a fair and supportive environment for your employees.

    1

    Keep a Clean Record

    Failing to comply with labor laws and regulations can result in hefty fines, legal disputes, and reputational damage that may affect your company’s credibility. By accurately tracking and managing paid time off (PTO), you ensure compliance with local labor laws, minimize risks, and maintain transparency in your workplace policies.

    2

    Employee Satisfaction

    A well-structured and consistently applied PTO policy contributes to a happier workforce. When employees feel their time off is respected and fairly managed, job satisfaction increases, turnover decreases, and overall productivity improves. Offering a clear and accessible PTO system shows employees that you value their well-being and work-life balance.

    3

    Positive Workspace

    Effectively managing PTO is essential for building a healthy and supportive workplace culture. When employees trust that their time off will be handled fairly, it strengthens their confidence in company leadership, promotes a sense of security, and encourages open communication. A well-organized PTO system fosters mutual respect and helps create a more engaged and motivated team.

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    How TrackingTime Can Help

    Learn more about how we can help you optimize your PTO policies and ensure compliance with German labor laws.

    Effortless Organization

    Say goodbye to messy email chains and manual tracking. With a streamlined PTO management system, you can keep all requests and records in one place, making it easy to approve time off and manage employee schedules efficiently.

    • Quick Approvals – Manage PTO requests fast.
    • Clear Records – Access all time-off data easily.
    • Team Sync – Keep schedules aligned effortlessly.

    Custom Time-Off Policies

    Every company has unique needs, and your PTO policies should reflect that. Customize your time-off rules to match your team’s structure, ensuring fairness and clarity while maintaining flexibility.

    • Flexible Rules – Tailor policies to your team’s needs.
    • Clear Guidelines – Keep everyone informed.
    • Smooth Management – Set rules that work for all.

    Real-Time Transparency

    Give your employees the confidence to plan their time off without uncertainty. By providing real-time access to balances and request statuses, you create a more transparent and trusting workplace.

    • Instant Access – Check balances anytime.
    • Live Updates – Track requests in real time.
    • Boost Trust – Keep everyone informed.

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      Frances F. - Project Manager on nachonacho.com

    • TrackingTime was incredibly convenient to use; its simple design made it accessible to anyone. The features were outstanding and the reports provided invaluable insights into my own productivity.

      Emmanuella - Sonographer on capterra.com

    • TrackingTime keeps my team and projects on track. Saves us hours of headaches and facilitates working remotely. Top notch.

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    FAQ

    Frequently Asked Questions

    Get answers to all your questions about our service and plans.

    How many vacation days are employees entitled to in Germany?

    Employees in Germany are legally entitled to a minimum of 20 paid vacation days per year, based on a 5-day workweek. Many employers offer 25 to 30 days as part of company policy.

    Is paid time off mandatory in Germany?

    Yes. German labor law mandates a statutory minimum of paid vacation days for all full-time employees. Employers must provide this leave regardless of the industry or company size.

    Are public holidays included in PTO in Germany?

    No. Public holidays in Germany are in addition to statutory vacation days. Employees do not need to use PTO to take time off on national or regional holidays.

    Is there a difference between PTO and Urlaub in Germany?

    In Germany, the term “Urlaub” is used to describe vacation leave. It typically refers to statutory paid time off granted by employers, which functions similarly to PTO in other countries.

    Does sick leave reduce vacation entitlement in Germany?

    No. Sick leave is separate from vacation leave. If an employee falls ill during approved vacation, those days can typically be reclaimed with a doctor’s certificate.

    How is PTO accrued in Germany?

    PTO is generally accrued monthly, with full entitlement usually granted after six months of continuous employment. Some companies offer full entitlement from the start as a benefit.

    Can part-time employees earn vacation time in Germany?

    Yes. Vacation entitlement for part-time employees in Germany is calculated based on the number of working days per week, ensuring proportional leave rights.

    When can new employees start taking vacation in Germany?

    New employees typically earn full vacation entitlement after six months of employment. However, proportional vacation can usually be taken earlier, depending on the agreement.

    Can employers in Germany deny PTO requests?

    Employers may only deny vacation requests for urgent operational reasons. In general, PTO must be approved unless there is a legitimate business conflict.

    Do freelancers get paid vacation in Germany?

    No. Freelancers are self-employed and not entitled to statutory paid vacation. However, they may build time off into their contracts or day rates to account for non-working days.

    Can unused PTO be carried over in Germany?

    Yes, but carried-over vacation must typically be used by March 31 of the following year. After that, it may expire unless special circumstances prevented its use.

    Can employees lose their vacation entitlement in Germany?

    Yes. If vacation isn’t used within the designated period and no valid reason (like illness) exists, unused days can legally expire. Employers must remind employees of pending leave.

    Are vacation days paid out when leaving a job in Germany?

    Yes. Upon termination, any unused vacation days must be compensated financially unless they are taken during the notice period.

    Is there a legal requirement to document PTO in Germany?

    Yes. Employers must document vacation days granted and used. Accurate records are required for labor inspections and to meet German regulatory standards.

    What happens to PTO during long-term illness in Germany?

    Vacation entitlements can still be claimed after a long-term illness if the employee returns within a certain time frame. The Federal Labor Court allows some carryover extensions in these cases.