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: Ohio Catholic Credit Union

Case Study: Ohio Catholic Credit Union

After working with an unfriendly HR solution that outgrew their business needs and made running reports challenging, Ohio Catholic Credit Union turned to Paycor for help. Now, the HR team can easily create the reports they need and extract the right data to share with the Bureau of Labor Statistics and senior leaders. Best of all, the enhanced reporting capabilities has saved the VP of HR 20 minutes each time she generates a report. Check out the case study below and discover why Ohio Catholic Credit Union trusts their most critical people management and payroll needs to Paycor.

Webinar: Feature Focus: Manage Access (Paycor Customers)

Webinar: Feature Focus: Manage Access (Paycor Customers)

Find out how you can leverage Paycor's Manage Access to it's full potential. You will learn how to create and assign roles and privileges in the system based on responsibilities.

Case Study: Capital Brewery

Case Study: Capital Brewery

Complicated reporting, poor customer service and the feeling that they just didn’t have control over the HR functions they really needed led Capital Brewery in Madison, Wis., to seek a payroll and time and attendance solution that provide an efficient and seamless experience. “Partnering with Paycor saves us time. It allowed us to create the reports we need and made onboarding so easy,” said Capital Brewery accountant Dawn Westhoff. “From requesting time off, processing payroll or just answering HR questions, Paycor is helping us handle everything professionally.”

Franchise Payroll: Answering Tough Questions

Franchise Payroll: Answering Tough Questions

It’s no secret that payroll for franchisees and franchisors can be a hodgepodge of confusion. Who’s responsible for payroll? Often, it’s a toss-up. With so much confusion it’s easy to fall victim to major fines and penalties. That’s why it’s so important to get payroll right. If you’re one of the lucky few (a franchise with a built-in payroll provider as part of the franchise agreement), great! But if not, you may be left with tedious HR tasks that take your focus away from your customers. Before we dive deeper, let’s identify the players in the game. “Employer” “Franchisor” and “Franchisee” Who’s Who? Owning a franchise is similar in many ways to running an independent small business, such as a restaurant or dry cleaners. One of the...