Time Off Request Form

Time Off Request Form

July 3rd, 2020

When an employee needs to request time off for any reason, such as a vacation, sickness, bereavement, military duty, etc., a time off request form can be used to formally document the employee request and management’s response.

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Time Off Request Form:

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How do I fill out a time off request?

Your form must include the following:

  • Employee's full name.
  • Date of request.
  • Date of time-off requested.
  • Reason for time off.
  • Employee's and manager's signature.
  • Approval or denial confirmation.

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How do you manage time off requests?

  1. Set how far in advance and how often time off can be requested.
  2. Develop a system for handling overlapping requests.
  3. Compile a list of backup employees for replacements.
  4. Establish time frames during which employees cannot request time off.

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Can you ask an employee why they need a day off?

If an employee takes paid time off, the employer cannot request proof of illness as the paid time off is considered as vacation days. The employer is, however, entitled to request details of sick leave and the employee's expected date of return.

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Can an employer deny unpaid time off?

In terms of the Fair Labor Standards Act, non-exempt employees are only paid when they work, so an employer may authorize unpaid vacation leave at any time. Exempt employees may incur deductions for unpaid time off.

You can get more details from the Fair Labor Standards Act regulation 29 CFR 541.602(b)(2).

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Time Off Request Policy

What are the usual guidelines in requesting time off from work?

To request time off, employees must fill out a time off request form and hand it in to their supervisors 14 days prior to the beginning of the proposed time off period. Requesting time off with the proper procedures does not guarantee time off. Supervisors must first give approval.

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Paid Time Off Policy

How does paid time off work?

Paid time off may be accrued by employees over the course of each year and the amount accrued may increase with each year of employment. Paid time off can be used at the employee's discretion, as long as proper notice is given, a time off request form is turned in, and a direct supervisor approves it.

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Can my employees take unpaid time off?

This depends on your company policy, but unpaid time off is typically granted when an employee has used up their paid or sick leave and has requested time off to handle unusual circumstances in their life. Unpaid leave is not covered under a company's sick leave, paid leave, or paid time off.

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