Time Off Request
Request vacation, sick time, or unpaid leave with automatic PTO balance tracking
PTO Balance Tracking
Real-time vacation and sick hours with balance warnings
Multiple Absence Types
Vacation, sick, bereavement, maternity, unpaid leave
Approval Workflow
Automatic routing to appropriate managers
Purpose and Overview
The Time Off Request system allows employees to request various types of leave while providing real-time PTO balance tracking and automated approval workflows. The system ensures compliance with company policies and provides transparency in the approval process.
Key Features
PTO Balance Display
Real-time display of current vacation and sick hours available
- • Shows current vacation balance
- • Displays sick time available
- • Updates automatically as requests are processed
- • Integrates with ADP for accuracy
Balance Warnings
Automatic alerts when requesting more time than available
- • Warns if vacation request exceeds balance
- • Alerts for sick time overages
- • Suggests unpaid leave for excess hours
- • Prevents submission of invalid requests
Manager Approval Workflow
Automated routing to appropriate managers based on request type
- • Regular leave routed to team leaders
- • Unpaid leave requires special approvers
- • Executive approval for certain leave types
- • Email notifications to all parties
Absence Types
Vacation
Planned time off for rest and relaxation
- • Uses vacation PTO balance
- • Requires advance notice
- • Manager approval required
Sick
Illness-related absence
- • Uses sick PTO balance
- • Can be requested same day
- • May require documentation
Bereavement
Family emergency and funeral leave
- • Separate from regular PTO
- • Documented family relationship
- • Specific time allowances
Maternity/Paternity
Parental leave for new parents
- • Extended leave periods
- • May combine with FMLA
- • Advance planning required
Unpaid
Time off without pay
- • No PTO balance required
- • Special approver needed
- • Affects benefits eligibility
Other
Custom absence type with specification
- • Requires detailed explanation
- • Case-by-case approval
- • May require HR review
Step-by-Step Submission Process
Select Absence Type
Choose from dropdown menu: Vacation, Sick, Bereavement, Maternity/Paternity, Unpaid, or Other
Enter Total Hours
Specify the total number of hours requested for the absence period
Choose Date Range
Select start and end dates for the requested time off period
Provide Reason
Enter a clear explanation for the time off request
Select Manager
Choose the appropriate manager for approval from the dropdown list
Submit Request
Review all information and submit the request for approval
PTO Balance Information
Understanding Your Balance
Current Balances: Shows available vacation and sick hours in real-time
Balance Warnings: Automatic alerts if requesting more than available
Unpaid Conversion: Excess hours automatically become unpaid leave
ADP Integration: Recommends checking ADP for the most current balance
Approval Process
Regular Leave
Standard vacation and sick time
- • Routed to team leader
- • Standard approval process
- • Email notifications sent
Unpaid Leave
Time off without pay
- • Special approvers required
- • Additional documentation
- • HR review process
Executive Approval
Extended or special leave
- • Senior management approval
- • Detailed justification
- • Policy compliance review
Best Practices
Planning and Timing
- • Submit vacation requests well in advance
- • Check team schedules for conflicts
- • Consider business cycles and deadlines
- • Plan for coverage during absence
Balance Management
- • Monitor PTO balances regularly
- • Use vacation time throughout the year
- • Understand rollover policies
- • Track pending requests
Communication
- • Discuss major time off plans with manager
- • Coordinate with team members
- • Follow up on pending requests
- • Keep emergency contacts updated
Troubleshooting
Common Issues
- Balance Discrepancy: Check ADP for most current balance, contact HR if needed
- Approval Delays: Follow up with manager, check spam folder for notifications
- System Errors: Contact IT support, keep screenshots for reference
- Policy Questions: Consult HR for clarification on policies