How to Handle Time Off Requests (Properly)

Why Your Organization Needs a Clear Time-Off Policy

The first step toward making time off decisions fair is to have a crystal clear policy that you follow to the letter. 

The policy needs to outline the types of leave available, such as sick leave, vacation days, and personal days, and the process for requesting them off. This should go without saying, but it must also comply with the labor laws and regulations in your jurisdiction. 

Clear and transparent policies are your best defense against misunderstandings and disputes. When everyone knows where they stand regarding time off, then the request process should be smooth sailing.

How to Create a Time Off Request Policy

A time off policy needs to work for your organization’s unique requirements. No two businesses are the same so there is no “cookie cutter” format for handling time off requests. 

When developing your policy, think about the following: 

1. How much time do you need to arrange cover for absent employees?
2. Are there busy periods throughout the year where you can’t afford to have absent staff?
3. How should staff submit their time off requests?
4. Who will approve the requests?
5. What happens if you get overlapping requests?
6. Are there any other special considerations you need to make for your business regarding time off? 

Let’s dig into these questions a little more.

1. How Much Time Do You Need to Arrange Cover?

Time off requests should be submitted with enough advance notice that you have time to arrange sufficient cover (if required). However, it’s also not reasonable to expect staff to submit their requests months in advance. 

Remember, the process needs to be fair for both sides so pick a length of time that works in both your favor.  

For example, a restaurant may need a few week's notice to rearrange shift patterns, while an office may only require a week’s notice.

2. Are There Periods When Staff Cannot Take Time Off?

All organizations have times when work gets hectic and requires all hands on deck to get things done. This should not be the norm, though (if it is, then you have an entirely separate issue on your hands).  

These occasions should be exceptional, and everyone must know when they are. For instance, retailers tend to have their busiest periods during the holiday season. 

Clearly outline the times when staff are not permitted to request time off. This makes it much easier for your employees to plan out their vacations throughout the year without compromising their work.

3. How Should Staff Submit Their Requests?

The time off request process should not be long, complicated, or difficult. If it is, you’re only creating unnecessary admin work for your organization. Also, if staff feel like there are many barriers in place that prevent them from getting their time off approved, it will quickly affect their morale and motivation. 

Keep the process the same for ALL employees, regardless of their status, department, or job role.  

We recommend using a digital system (even email works) because this provides a paper trail to refer back to if a dispute or question arises. HR software and time-tracking systems with absence tracking often have time-off handling features built into the software.

4. Who Will Approve Time Off Requests?

Again, to keep the process streamlined, there should not be lengthy chains of approval required for a single time off request 

Usually, it is the individual’s direct manager/supervisor who should approve the request. However, in some cases where an employee works in more than one department, it may be necessary to have two managers' approval. 

Digital time and attendance systems can shorten this process even more since requests can be approved or denied at the click of a button. This means the employee is not waiting around to see whether or not they can take the time off.

5. What Happens When You Get Overlapping Requests?

You’re bound to experience situations where you get more than one time-off request for the same period, particularly during popular vacation times such as during school breaks. 

Again, you must establish a fair procedure that handles overlapping requests. You must make certain you’re avoiding situations where employees feel that certain staff members are favored in these circumstances. 

Here are some popular methods to consider: 

• First come first served: Whoever submits their request first gets their time off approved. This is a fair system for vacation time but may not be suitable for other types of time off requests such as caring for a sick relative, etc.
• Reason-based: Time off gets granted to whoever has the most compelling reason. This is easy to determine if someone wants time off for training vs someone who wants a vacation, but how do you determine which of two vacation requests is more important?
• Employee flexibility: How flexible the time off dates are can play an important role in solving overlapping requests, but the question is seldom asked. Some employees may be willing to move their dates, especially if you throw in an incentive such as guaranteeing the time off.
• Managerial discretion: Leaving managers to decide who gets their time off approved can be a great solution if the manager can be objective and not use favoritism.
• Seniority-based: Whoever has the most seniority gets the time off. This can be crucial for roles that require specific skill sets. The danger here is that lower-level staff will see it as unfair. 

You see, no method is perfect, so it’s often necessary to use some or all of these methods. However, you decide to handle these situations, make sure the process is transparent and documented with clear reasons why one person got their time off approved, and the other didn’t.

6. Special Considerations for Your Organization

As we have mentioned, no two businesses are alike and there could be certain factors that influence how time off requests are dealt with. 

Perhaps your business can only accommodate short periods of absence, or maybe you have a more flexible approach and can allow longer durations. There may also be certain days of the week or times of the day when you don’t permit time off. 

Whatever the unique circumstances of your business, ensure you incorporate it into your time off policy so everyone fully understands what to expect when they book time off.

What Information Do You Need for a Time Off Request?

No matter what type of process you implement for requesting time off, there’s a certain amount of information that you should collect for all submissions, regardless of how senior the individual is in the company. 

At the very least, you need the following information: 

• Name
• Dates and number of days for the requested time off
• The date the request was made
• Reason for the request
• Approval or denial confirmation, including the date when it was confirmed 

Besides this, to facilitate easier scheduling, we also recommend asking whether or not the dates are flexible and, if so, which alternative dates the individual would like. 

An important point to make here is how much information you can demand for the reason why the time off has been requested. Reasons refer to the type of time off; vacation, sick leave, personal days, etc.  

You can not ask why someone wants to take a sick day or have a personal day. Quite frankly, it’s none of your business. However, the employee is welcome to volunteer the information if they feel it will help get their time off approved—especially when there have been overlapping requests.

How to Deal With Sick Leave and Emergencies

You could have the most efficient time off process on the planet but there are still going to be days when employees call in sick or have an emergency that prevents them from coming into work. 

In these cases, you need to have a backup plan in place so you can deal with the situation without going into panic mode. 

Here are some ideas: 

• If you have part-time workers, see who would be willing and able to step in and work more hours when there are staff shortages. Keep a list of who is available and keep it regularly updated.
• Have an agency on standby that can provide temporary workers when needed.
• Keep a skill inventory of who can do what tasks. This will help you quickly identify who can step in for absent staff.
• Cross-train employees so they are able to step into different departments and roles when required.
• Anticipate high-demand periods by hiring extra seasonal workers.
• Offer voluntary overtime to full-time workers.
• Have “on-call” employees who you can contact in emergency situations.
• Provide flexible and remote working so staff can fulfill their work obligations even if they can’t be present during normal working hours.

Is It the Employee's Responsibility to Find a Replacement When They Take Time Off?

Making employees responsible for finding a replacement if they take time off is controversial and not recommended.  

After all, offering paid time off should not come with caveats that it can only be taken if coverage is found. Plus, how do you expect staff to find a replacement when they are at home and sick? 

Ultimately, it’s the job of managers and leaders to ensure that they have enough resources on hand when a staff member is absent.  

However, there are some circumstances, most notably among shift workers, where it is common practice to “shift swap.” This is where one staff member needs to take time off, but rather than submit a time off request, they will simply swap the shift in question with another worker. 

This can be a great solution for both the organization and the employees. They get flexibility, but the organization doesn’t suffer from a shortage of workers. 

If you decide to adopt this practice, make sure it is incorporated into your time off policy, and clearly document all shift swaps so you know who is present and when.

How to Deny a Time Off Request

It’s going to happen sooner or later. Someone is going to submit a request that you just can’t accommodate. In this case, your only option is to deny it. 

This must be handled appropriately, so follow these best practices when denying time off: 

• Be prompt: Don’t leave the employee hanging. Let them know as soon as possible so they can plan other arrangements.
• Be transparent: Provide clear and evidence-backed reasons for why the request was denied.
• Offer alternatives: Give the employee a choice of other dates for taking time off. Be sure to honor them if the employee decides to accept.
• Document everything: You will need a transparent paper trail if the employee decides to raise a dispute on the matter.
• Use empathy: Acknowledge the employee’s need for time off and recognize the frustration and disappointment they are likely feeling.
• Be available: Invite the employee to discuss the matter further should they want to.

Recognize and Remove Favoritism

Favoritism—whether conscious or unconscious—happens a lot. Some members of staff seem to always get their time off approved while others don’t. 

For example, someone with a health condition may do a better job of convincing their manager why their time off request takes priority over someone who simply wants a vacation. 

The important thing is to recognize it when this repeatedly happens. Not only will favoritism demoralize your staff (and potentially cause them to quit), but you could find yourself at the center of a costly dispute. 

Your time off policy will go a long way toward avoiding favoritism in this area. However, you should train all managers and supervisors so they know how to handle time off requests without favoring one staff member over another. 

If you suspect favoritism is going on, or you have received a complaint, then look at the patterns in the data. Again, this is where a digital system will be an invaluable tool. 

If you spot it happening, address the issue before it gets further out of hand.

Final Thoughts

Granting time off may seem counterintuitive for maintaining productivity, but the reality is that a burned-out workforce will cost you far more in the long run. 

Maintaining a fair time off policy will ensure your workforce gets their much-needed rest and downtime and ensures they return to work healthy, happy, and ready to tackle their workloads.