Understanding PTO Reports in France
Starting a job in France comes with understanding various aspects of employment law, particularly how Paid Time Off (PTO) works. This guide is designed to help both employees and employers navigate the essentials of PTO in France, covering annual leave, RTT days, and the procedures for reporting and taking leave.
How PTO is counted in France
In France, PTO is generally divided into two categories: Annual leave (Congés Payés) and reduction of working time (RTT). These are calculated differently depending on the employee’s status, particularly whether they are an executive or non-executive.
Annual leave (Congés Payés)
Employees in France are entitled to 30 working days of annual leave per year, which typically translates to 25 business days. This legal standard ensures that employees receive a generous amount of paid time off compared to many other countries.
However, it’s worth noting that some companies may offer even more favourable agreements, providing additional paid time off (PTO) as part of their employee benefits. These extra days are often negotiated through collective agreements or company-specific policies, allowing employees to enjoy more flexibility and work-life balance. The distinction is crucial:
- Working days (jours ouvrables) include Monday through Saturday, excluding public holidays.
- Business days (jours ouvrés) include Monday through Friday, excluding public holidays.
This means that 30 working days of leave are equivalent to 25 business days because the 30-day count includes Saturdays. Annual leave is accrued monthly at a rate of 2.5 days per month fully worked, ensuring employees steadily accumulate their leave throughout the year as they continue their employment.
RTT days
RTT days are additional days off provided to employees, primarily executives, who work more than the standard 35-hour workweek. These days are accrued based on the number of hours worked beyond the 35-hour limit. The number of RTT days varies yearly, depending on how many extra hours the employee works. RTT days are accrued monthly, allowing employees to gradually accumulate additional time off based on their extra working hours throughout the year.
How many PTOs can an employee get?
Annual leave: French law entitles employees to 5 weeks of paid leave per year, which is calculated as 2.5 working days per month worked during the reference period.
RTT days: RTT days are not fixed and can vary from year to year. They are calculated at the beginning of the year, based on the number of extra hours the employee is expected to work. Employees must use these days by December 31st of the same year.
The reference period for PTOs
Annual leave
The reference period for accruing annual leave in France runs from June 1st to May 31st of the following year. This means that the leave an employee earns from June 1st of one year to May 31st of the next year can be taken starting from June 1st of the following year.
If an employee does not take their accrued leave before May 31st, the days are typically lost, as the count resets to zero on June 1st. However, upon termination of employment, any unused accrued leave must be paid out to the employee.
In certain circumstances, the employee and employer can sign an agreement to carry over any unused leave to the next period. This is usually done when the employee claims they were unable to take their leave due to workload or other professional obligations, allowing flexibility while still respecting the employee’s right to time off.
RTT days
RTT days must be used within the calendar year they are accrued, meaning by December 31st of the same year. Unlike annual leave, RTT days do not carry over to the next year.
How can employees take PTO?
The timing of PTO largely depends on the company’s collective bargaining agreement (CBA) and internal policies. Here are some general guidelines:
- Annual leave: Employees typically have flexibility in choosing when to take their annual leave. However, employers can impose certain restrictions based on business needs. Some companies may give priority to employees with seniority or those with children when approving leave requests. It is important to note that employees cannot take days off that they have not yet accrued, as the general rule is that leave must be earned before it can be taken.
- RTT days: These are usually more flexible and can often be taken at the employee’s discretion, provided they are used by the end of the calendar year.
How to report PTO to your employer?
Reporting and requesting PTO in France involves the following steps:
- Check your CBA: Before planning your leave, check the collective bargaining agreement (CBA) applicable to your company. It will outline specific rules regarding how and when you can take your PTO.
- Request in advance: Most companies require employees to submit their leave requests well in advance. This is particularly important during peak vacation periods like summer.
- Formal approval: Always ensure you have formal approval from your employer before going on holiday. This can usually be done through the company’s HR system or by submitting a written request.
- Document your leave: Keep a record of your approved leave to avoid any misunderstandings. Most companies provide a leave report that tracks your remaining days.
- Plan around business needs: Employers may sometimes decline a leave request if it conflicts with critical business operations. It’s best to plan your leave during slower periods or in coordination with your team.
Need help understanding PTO in France?
Understanding how PTO works in France is essential for both employees and employers. With 30 working days of annual leave and additional RTT days for executives, French employees enjoy generous time off compared to many other countries. However, these benefits come with specific rules and timelines that must be followed. By familiarizing yourself with these regulations and adhering to your company’s CBA, you can make the most of your PTO in France.
If you have any questions or need further clarification about PTO in France, our HR consultants are here to assist you. Whether you’re an employee looking to understand your leave entitlements or an employer seeking to ensure compliance with French regulations, we’re just a call or email away.
Contact us today, and one of our experienced HR professionals will be happy to help you navigate the complexities of PTO and other HR matters.
