Time Off Requests

How to request and manage your paid time off.

Types of Time Off

Vacation/PTO:

• Accrued based on tenure
• Must be requested in advance
• Subject to approval
• Can roll over (up to 40 hours)

Sick Leave:

• For illness or medical appointments
• Accrues separately from PTO
• Can be used same-day
• Doctor's note required for 3+ consecutive days

Personal Days:

• 3 days per year
• Use for any reason
• Doesn't roll over
• 24-hour notice preferred

Holidays:

• 10 company-paid holidays
• No request needed
• List posted annually

Accrual Rates

Vacation accrual by tenure:

• 0-2 years: 10 days (80 hours) per year
• 3-5 years: 15 days (120 hours) per year
• 6-10 years: 20 days (160 hours) per year
• 11+ years: 25 days (200 hours) per year

Accrues per pay period, available immediately.

Submitting a Request

1. Log in to hr.company.com
2. Click "Time Off"
3. Click "Request Time Off"
4. Select dates (start and end)
5. Choose time off type
6. Enter hours per day
7. Add notes/reason (optional)
8. Click "Submit"
9. Manager notified automatically

Request Timing

When to submit:

• 1-2 days: 1 week notice
• 3-5 days: 2 weeks notice
• 1 week+: 4 weeks notice
• Extended (2+ weeks): 8 weeks notice
• Sick leave: As soon as possible (same day OK)

Approval Process

What happens next:

1. Manager receives email notification
2. Reviews staffing and coverage
3. Approves, denies, or requests changes
4. You receive email with decision
5. If approved, added to team calendar
6. Typically decided within 48 hours

Checking Your Balance

View available time off:

• HR portal dashboard
• Pay stub
• Mobile app
• Request from HR

Balances update with each paycheck.

Modifying a Request

Need to change dates?

• Before approval: Cancel and resubmit
• After approval: Contact manager
• Submit new request if dates change
• Cancel if plans change

Canceling a Request

1. Go to Time Off → My Requests
2. Find the request
3. Click "Cancel"
4. Add reason for cancellation
5. Confirm cancellation
6. Manager notified
7. Time restored to balance

Coverage Requirements

Before requesting time:

• Check team calendar
• Avoid conflicts with colleagues
• Arrange coverage for responsibilities
• Document ongoing projects
• Set up email out-of-office
• Update voicemail greeting

Blackout Periods

Limited approval during:

• Year-end closing
• Peak business seasons
• Major project deadlines
• All-hands meetings
• Communicated in advance
• Emergency leave still available

Carrying Over Time

Year-end balances:

• Use-it-or-lose-it policy with exception
• Carry over up to 40 hours
• Must use carried time by March 31
• Balances reset January 1
• Plan ahead to use PTO

Payout Policy

Upon termination:

• Unused vacation paid out
• Sick leave not paid out
• Personal days not paid out
• Based on final rate of pay
• Included in final paycheck

Extended Leave

For longer absences:

• FMLA: Contact HR for eligibility
• Parental Leave: Separate policy applies
• Disability: Short/long-term available
• Sabbatical: For eligible employees
• Special approval required

Sick Leave Usage

When you're ill:

1. Call/text manager ASAP
2. Submit sick leave request same day
3. No advance approval needed
4. Doctor's note if 3+ days
5. Update team on status

Bereavement Leave

Time off for family loss:

• 3 days paid for immediate family
• 1 day for extended family
• May use additional PTO
• Contact HR for details
• Documentation may be required

Jury Duty

If summoned:

• Notify manager immediately
• Provide copy of summons
• Paid time off provided
• Return to work if dismissed early
• Keep time records

Mobile App

Manage time off on-the-go:

• Submit requests
• Check balance
• View request status
• Receive notifications
• See team calendar
• Download from app store

Questions?

Contact information:

• HR Department: ext. 4700
• Email: hr@company.com
• HR Business Partner: Listed on intranet
• Employee Handbook: Complete policy details