In short
Employers must keep an annual paid leave record showing each employee's annual leave (Labour Law, Art. 56; Regulation, Art. 20). Following the sample annexed to the Regulation, it records for each service year the entitlement date, days not worked and their reasons, seniority, leave length, travel leave, leave start and return dates and the employee's signature. In a dispute, the employer proves the leave was granted with records like this.
Template text
Fill in the fields in square brackets with your own details.
ANNUAL PAID LEAVE RECORD
- Employee's surname:
- First name:
- Start date:
- Employee number:
| Year | Date of previous entitlement | Illness | Military service | Force majeure | Absence | Break in service | Other reasons | Date of entitlement | Seniority | Leave length | Travel leave | Leave start date | Return date | Employee's signature |
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
The columns from "Illness" to "Other reasons" show the number of days not worked within the one-year service period, by reason (Annual Paid Leave Regulation, Annex I).
How to fill it in
- Write the employee's surname, first name, start date and employee number at the top.
- Use one row per service year; write the previous entitlement date and this year's entitlement date.
- Enter days not worked during the service year in the column for their reason; absences that do not count, such as unpaid leave, push the entitlement date back.
- Write the seniority and leave length (14, 20 or 26 days; at least 20 days depending on age) and add any travel leave.
- As leave is taken, write the start and return dates and have the employee sign; keep the record in the personnel file.
Legal basis and points to note
- Employers must keep a leave record showing employees' annual paid leave (Labour Law, Art. 56). It follows the sample annexed to the Regulation; a leave book or card index system may also be used (Regulation, Art. 20).
- The date on which annual leave is earned is written in the leave record (Regulation, Art. 4).
- If attendance is interrupted within the year for reasons other than those listed in the law (for example unpaid leave), the entitlement date moves back by that period (Art. 54).
- In a dispute, the employer proves the leave was granted with a signed leave book, leave record or equivalent document (Court of Cassation General Assembly of Civil Chambers, E.2016/1346, K.2019/1160).
- The limitation period for unused leave pay is five years from the end of the employment contract (Additional Art. 3); keep the record at least that long.
Frequently asked questions
Is keeping an annual leave record mandatory?
Yes. Art. 56 of the Labour Law requires employers to keep a leave record; Art. 20 of the Regulation sets its sample and also accepts a leave book or card index system.
Can the record be kept electronically?
The Regulation refers to a leave book or card index system; it neither expressly prohibits nor regulates electronic records. Because the Court of Cassation looks for a signed document or an equivalent to prove leave, electronic records should make the employee's own confirmation traceable.
How long should the record be kept?
The Regulation sets no period; the record is kept in the personnel file. Since claims for leave pay become time-barred five years after the employment contract ends (Additional Art. 3), keeping it at least that long is recommended.
Why do the days-not-worked columns matter?
Absences that the law does not count as time worked (for example unpaid leave or illness beyond the limit) push the entitlement date back (Art. 54). These columns document why the entitlement date moved.
Sources
- Labour Law No. 4857, Arts. 54, 56, Additional Art. 3
- Annual Paid Leave Regulation, Arts. 4, 20 and Annex I
- Court of Cassation General Assembly of Civil Chambers, E.2016/1346, K.2019/1160