![Time Off Request Guide [+ Template]](https://hrforhealth.com/wp-content/uploads/2024/02/Time-Off-Request-Guide-Template-1024x576.png)
Want to make sure your practice is running smoothly and your employees are using their PTO the right way? Keep track of your employees’ time – both at your practice and away.
If your employee needs some time off for a well-deserved vacation, medical leave, or an afternoon to run errands, use a simple time off request to make sure everything is documented properly. It’s not much more involved than jotting down dates on a sticky note, but it’s a whole lot more compliant and useful for keeping schedules straight.
Grab your free time off request template now.
Know the different types of time off
“Not at work” doesn’t cover all the different types of time off your employee may need.
- Paid time off (PTO). Your employees’ favorite type of leave. If you offer PTO, this benefit covers week-long vacations, the odd personal day, or any other kind of time away from work.
- Unpaid leave. Sometimes employees need to take extended medical leave, personal leaves of absence, parental leave, or other time that doesn’t fit into PTO.
- Sick time. It’s highly unlikely that your employee plans on catching a cold, but it’s possible they’ll have a planned medical procedure that could fall into this category of time off. In that case, use our time off request form to make plans.
Are you required to provide paid time off? Find out before it’s too late.
How to fill out the time off request form
Our time off request form template is super easy – and with good reason. If you decide to tweak the template and add your own details, go for it. Just make sure that there’s nothing gray about it. The last thing anybody needs is a sudden change of plans due to miscommunication.
- Employee information. Name, department, role — you get the gist.
- Type of time off. Clearly distinguish between PTO, unpaid leave, short breaks, or other types of leave. This matters because your employees can accumulate paid time off and redeem it using this form.
- Duration of time off. Document the exact dates or count the hours the employee is requesting off. Be precise, because again, this is part of your employee’s compensation and benefits package. Tally it up so you can both keep an eye on how these perks are used.
- Reason for time off (optional). Remember to stay within the bounds of the law when it comes to asking for reasons for time off.
- If your employee uses this form to claim certain benefits, like FMLA or worker’s comp, you’re generally free to ask for the reason. However, if your employee wants to use their PTO just to stay home and watch TV, that’s their prerogative.
- Coverage plan. Need to figure out who’s keeping the lights on while your employee is out? You can add this information here. This is especially useful if you need to stagger time off to make sure you’re sufficiently staffed.
- Approval. Making a request might not be enough to guarantee the flexibility to take time off. Check this box if you approve the time off. If you don’t, be sure to give comments or instructions on next steps.
- Acknowledgment and signature. Both you and your employee need to sign off on this to create a paper trail.
Staying compliant while keeping good records
Of course you’d want to know what your employees are up to when they take time off. Resist the urge to ask. Unless they’re using this time off request form to claim certain types of leaves that protect their jobs or provide certain benefits, don’t ask. If your employee chooses to tell you their reason for taking PTO, cool. If not, just make sure all the Ts are crossed and Is are dotted in your request form.
FAQs
Q: What if I don’t approve the requested time off?
A: Just because your employee has filled out the form doesn’t mean you’re required to approve it. If you deny the request, be sure to provide details about why it wasn’t approved, what needs to be done, and any instructions for the employee to get their ducks in a row. Keep a copy of the denied request to make sure everyone is on the same page.
Q: What if the employee doesn’t have any PTO saved up?
A: Assuming you provide PTO, you have a choice. Will you allow your employee to take PTO anyway and go into the red, okay the time off as unpaid leave, or will you simply deny their request? This is a management style choice that you’ll have to make on a case-by-case basis.
Q: What about mandatory vacation time?
A: Mandatory vacations can certainly help reduce burnout and ensure that your employees are taking full advantage of their compensation and benefits. That said, not everybody likes having their schedules dictated in this way, and it can make a mess of your scheduling if you’re not careful. Even though it’s not actually a request, use this time off request template to ensure documentation consistency across the board.
Q: Change of plans! What if I need to revoke PTO I’ve already approved?
A: Tread very carefully here. Before you do anything, review your employee handbook and the employment agreement you and your employee both signed. Whatever you do, be sure this is absolutely necessary and not simply a matter of convenience. Keep communication open, documented, and flexible.
Q: Isn’t there an easier way to manage all this?
A: There sure is! HR for Health’s timekeeping software can help you keep an eye on everything from clock-ins to long-term scheduling. No more understaffed shifts, confusing time clocks, or unused PTO. Get a demo to see how much smoother your practice could run – and how much less HR hassle you’d have to deal with.
