As more companies embrace remote-first structures across borders, managing time off becomes something of a juggling act: one that requires legal compliance, fairness, and genuine cultural understanding. What passes for "normal" paid leave or sick time in Germany might look completely different in Poland, Croatia, or Romania. Get it wrong, and you risk disengagement, miscommunication, or worse, falling foul of local employment law.
For HR teams and business leaders, creating a fair and consistent time-off policy isn't just nice to have: it's critical. But it requires both local knowledge and strategic thinking. This article explores how statutory entitlements differ across countries, which cultural norms actually matter, and how to manage time off equitably when your team spans multiple borders.
Why Managing Time Off in Remote Teams Is So Tricky
When teams work across countries, the concept of time off becomes rather less straightforward than you might hope. Picture this: you've got a Croatian developer with 20 days of statutory leave working alongside a German colleague entitled to 30 days. Now add in overlapping public holidays, different sick pay rules, and varied attitudes towards actually taking that leave, and suddenly HR has a proper puzzle to solve.
The challenge comes down to two things:
Legal compliance: You must follow the labour law in each employee's country of residence. No shortcuts here.
Cultural sensitivity and fairness: Employees should feel their leave is respected and not judged by the norms of another country. That Croatian developer shouldn't feel they're getting a raw deal simply because they're not in Germany.
Comparing Leave Entitlements by Country
Here's a snapshot of the statutory minimums for paid time off, public holidays, sick leave, and parental leave in Germany, Poland, Croatia, and Romania.
Germany
- Paid Annual Leave: Minimum 20 days (based on a 5-day week), though 25–30 is common in practice
- Public Holidays: 9–13 days depending on the federal state
- Sick Leave: First 6 weeks paid at 100% by employer, then covered by statutory health insurance
- Parental Leave: Up to 3 years of job-protected leave, with Elterngeld (parental allowance) for up to 14 months (shared between parents)
👉 Cultural note: Germans take their holiday time seriously and often use long stretches at once: think 2–3 weeks in summer. Sick leave is common even for short illnesses, and there's no stigma attached. Taking time off for a cold? Completely normal.
Poland
- Paid Annual Leave: 20 days (for up to 10 years of service) or 26 days (after 10 years)
- Public Holidays: 13 national holidays
- Sick Leave: First 33 days (14 if under 50) paid at 80% by employer, then the social insurance fund takes over
- Parental Leave: Up to 41 weeks paid (maternity plus parental), shared between parents; maternity leave is compulsory for mothers post-birth
👉 Cultural note: Some employees hesitate to take sick leave for minor ailments due to perceived stigma. That said, holidays are typically taken in full and planned well in advance; as a result, so-called "summer shutdowns" are still common in some firms.
Croatia
- Paid Annual Leave: Minimum 20 working days (can increase via collective agreements)
- Public Holidays: 14 days per year (some variable)
- Sick Leave: Paid by the employer for the first 42 days, typically at 70%; longer sick leave is covered by the state
- Parental Leave: 1 year paid, split between parents; first 6 months often reserved for the mother
👉 Cultural note: Time off is seen as essential, but there's a cultural expectation to avoid excessive sick leave unless you're genuinely unwell. Many employees use all their leave, often taking it in one go during the summer (July–August).
Romania
- Paid Annual Leave: Minimum 20 working days
- Public Holidays: 15 days per year
- Sick Leave: Paid by employer (reimbursed by the state) at 75–100% depending on the illness
- Parental Leave: Up to 2 years (1 year at 85% of salary or 2 years with a capped allowance), with job protection
👉 Cultural note: Romanian employees tend to be loyal and hardworking, but may actually underuse their leave unless actively encouraged. A positive nudge from HR is essential to avoid burnout or presenteeism creeping in.
Common Challenges for Remote HR Teams
Overlapping Public Holidays
What happens when the Polish team has a national holiday but the rest of the company is working as usual? Or when Germany observes a regional religious holiday that's unknown elsewhere?
Tip: Use a shared time-off calendar across the company. Tools like Google Calendar with country-specific labels can reduce confusion dramatically.
Unequal Leave Entitlements
A German employee might receive 30 days off, whilst a Romanian colleague gets 20. That can create a sense of inequality, even when you're being perfectly legally compliant.
Tip: Consider offering "global minimums" or "company additional leave" to bring more equity into the picture. For example, offer 5 extra days to all employees to help balance things out where possible.
Managing Sick Leave and Trust
Remote teams run on trust, but that can get tricky when someone reports sick in a different country with completely different rules and cultural expectations.
Tip: Have a clear sick leave policy that respects local legal rights whilst setting internal expectations (e.g. notifying your manager by 10am, how to report absence, when a doctor's note is needed).
Parental Leave Planning
Parental leave length, pay, and notice periods differ significantly from country to country. For example, Germany has generous job-protected leave, whilst Poland requires stricter notice procedures for returning to work.
Tip: Use local HR support or legal partners to ensure compliant planning and smooth reintegration.
Creating a Time-Off Policy That Works Internationally
To ensure fairness, engagement, and compliance, your time-off policy for remote teams needs to balance local laws with global consistency. Here's what that looks like in practice.
✅ Key Elements to Include:
Local entitlements: Respect the legal minimums per country for holidays, sick leave, and parental leave. This isn't negotiable.
Global standards: Where feasible, offer consistent internal rules; things like minimum time off, carryover rules, and how to request leave.
Cultural flexibility: Understand that time-off behaviour is heavily influenced by national culture. What seems excessive in one country may be completely standard elsewhere.
Transparent processes: Make it easy for employees to request, track, and discuss time off. Nobody should feel they're navigating a bureaucratic maze.
Encouragement: Foster a culture where taking time off is seen as healthy, not a sign of disengagement or lack of commitment.
Takeaways for HR Leads
Know the law in each country: Always meet local statutory minimums. Use local legal counsel or an Employer of Record if needed. It's worth the investment.
Use smart tools: HRIS systems with multi-country holiday calendars help reduce confusion and keep everyone on the same page.
Communicate openly: Be transparent about differences, and explain why one person might have more or less time off. Honesty builds trust.
Balance fairness with flexibility: Consider company-wide extra days or mental health days to reduce disparity and show you care.
Normalise rest: Encourage everyone to take breaks—regardless of cultural hesitations. A well-rested team is a productive one, full stop.
Managing time off in remote, cross-border teams isn’t just an administrative task; it’s an exercise in empathy, cultural awareness, and strategic HR planning. When handled thoughtfully, it encourages trust, improves retention, and strengthens your company culture across every location. Getting it right means respecting both the letter of the law and the spirit of fairness.
If you’d like to learn more about managing remote teams effectively or need guidance on building fair, compliant policies, contact us for a free consultation.
References
- European Commission. (2023). Your rights: Paid annual leave, public holidays, and working time across EU countries. https://ec.europa.eu/social/main.jsp?catId=849
- Remote.com. (2024). Paid time off around the world: Global PTO laws. https://remote.com/blog/paid-time-off-around-the-world
- Deel. (2025). Comparing time-off policies by country. https://www.deel.com/blog/global-leave-entitlements
- Boundless HQ. (2025). Managing sick leave and vacation in international teams. https://boundlesshq.com/resources
- Personio. (2023). Public holidays and paid time off across Europe. https://www.personio.com/hr-lexicon/public-holidays/
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