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

Log in to hr.company.com
Click "Time Off"
Click "Request Time Off"
Select dates (start and end)
Choose time off type
Enter hours per day
Add notes/reason (optional)
Click "Submit"
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:

Manager receives email notification
Reviews staffing and coverage
Approves, denies, or requests changes
You receive email with decision
If approved, added to team calendar
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

Go to Time Off → My Requests
Find the request
Click "Cancel"
Add reason for cancellation
Confirm cancellation
Manager notified
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:

Call/text manager ASAP
Submit sick leave request same day
No advance approval needed
Doctor's note if 3+ days
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

Requesting Time Off