4 Tips for Managing Vacation Requests
4 Tips for Managing Vacation Requests

4 Tips for Managing Vacation Requests

From the HR Pros of the HR Support Center

It is often difficult to strike that perfect balance between allowing employees some degree of flexibility to take vacations, while ensuring adequate coverage in the workplace. Employers also find it difficult to juggle multiple vacation requests around popular vacation times. Below we have listed four tips to ensure the vacation plan works well for both the employer and its employees.

1. Encourage vacation time usage during slow periods

If your business is highly seasonal in nature, you may wish to enact a policy requiring employees to use all or a specific amount of vacation during the slow months. For example, if your workflow significantly decreases in the first quarter of the year, you may consider stating in your vacation policy that employees are required to use at least half of their annual vacation allotment during this time period. The same holds true for limiting or prohibiting the use of paid vacation during traditionally busy seasons.

2. Prioritize requests

It is also suggested to consider ahead of time the procedure to determine which employee(s) will be granted time off when multiple vacation requests are submitted for the same dates. Some methods employers incorporate to make these difficult decisions are approving vacation leave on a “first come, first served” basis or using seniority as the deciding factor.

3. Plan ahead for holidays

Employers are permitted to designate vacation time based on the needs of the organization. Employers that close for certain weeks during the year often use this method of vacation management. For example, if the company closes for the week between Christmas Day and New Year’s Day, the company may require all employees to save five days of vacation time to use during this period.

4. Create a policy for notification

With respect to notification of vacation time requests, many employers request a specific amount of time, such as a minimum of two weeks’ notice of submission for time off from work. Other employers prefer to plan vacations on a yearly basis and ask employees to submit all vacation requests for the calendar year in January.

Whatever methods the organization applies for handling vacation requests, we recommend that the management team clearly communicates the company’s policy and reasoning behind it to employees so they may plan their vacations accordingly. Clear communication and consistent application of the vacation policy are crucial to avoid potential morale problems or discrimination charges based on the administration of the organization’s vacation policy.

Want more helpful answers to your HR questions?

Subscribe to Paycor’s HR Support Center and find more HR resources and guides. Or, upgrade to HR On Demand to get personalized answers and advice from an HR professional. Contact us to learn more.

More to Discover

Case Study: Boulder Country Club

Case Study: Boulder Country Club

Paycor’s enhanced implementation service model creates a fast start for Boulder Country Club. “The transition to Paycor has been amazing. The hands-on guidance and support they offered during implementation saved us so much time. Paycor took control of the entire process so I could focus on other things.” - Amber Maranya, HR Director, Boulder Country Club Prior to Paycor Boulder Country Club is a private club that serves 850 members across northern Colorado and offers everything from golf and tennis to fitness and swimming. Their previous HR & payroll platform was designed for small businesses and couldn’t easily track hours worked for commissioned employees. After evaluating multiple well-known providers, HR Director Amber Maranya...

If an Employee Tests Positive for COVID-19, Here’s What to Do

If an Employee Tests Positive for COVID-19, Here’s What to Do

Everyone needs a plan to fall back on if and when an employee gets sick or tests positive for COVID-19. Below you'll find the step-by-step guide on how your company should proceed if one of your employees tests positive for Coronavirus.Get Communication Letter Template to Use if Employee Tests Positive for COVID-19 6 Steps To Take If an Employee Tests Positive for COVID-19 Offer Support We’re all moving fast in this new world and it can feel like we’re flying blind, so this is just a reminder of what you already know: if an employee lets you know they’ve tested positive for COVID-19, take a moment to be there for them. As a leader of your company, there are of course professional limitations of what “being there” means—you won’t be able...

Emergency Sick Leave for Childcare: What Employers Need to Know About FFCRA

Emergency Sick Leave for Childcare: What Employers Need to Know About FFCRA

The Families First Coronavirus Response Act (FFCRA) is a big part of the government response to the current public health crisis, offering emergency sick leave and paid family medical leave to those affected by Coronavirus. Take a look at our guide on managing employee leave scenarios.The FFRCA doesn’t just apply to employees who are directly affected by the virus—those who are infected, caring for the infected or quarantined. It also puts in place measures for the parents or guardians of children whose schools or day care facilities are closed due to the pandemic.These measures will apply from April 1, 2020 through December 31, 2020. How Does the FFCRA Work for Parents? If an employee has been on payroll for at least 30 days and cannot...

Essential Business Letter (Template)

Essential Business Letter (Template)

Many states and cities are imposing complete or partial lockdowns, with most businesses forced to temporarily shut their doors or move to remote work and only “essential businesses” unaffected. This has left many employers and employees asking what exactly counts as an essential business.Download Essential Business Letter Template What Counts as an Essential Business? On March 19, the Cybersecurity and Infrastructure Security Agency (CISA, overseen by the Department of Homeland Security) issued guidance on what business count as critical infrastructure. Some businesses are obviously essential—hospitals, pharmacies and law enforcement. The list is extensive—other essential businesses include stores selling supplies which allow people to...