On the other hand, whenever an employee takes time off, it is the employer\u2019s responsibility to track their absences and manage their requests. This can be quite challenging, especially if they don\u2019t use the proper tools.<\/p>\n\n\n\n
As this guide is intended to help both employees and employers keep an eye on and streamline the process of tracking and requesting time off, we\u2019ll explain:<\/p>\n\n\n\n
- \n
- What a time off request is, <\/li>\n\n\n\n
- How an employee can request time off, <\/li>\n\n\n\n
- Why it\u2019s important to have a clearly defined PTO policy, and<\/li>\n\n\n\n
- How employers can manage their team\u2019s vacation, holidays, and other types of leave.<\/li>\n<\/ul>\n\n\n\n
![\"How](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2023\/07\/How-to-request-and-track-time-off-cover.jpg\")
<\/figure>\n<\/div>\n\n\nWhat is a time off request? <\/h2>\n\n\n\n
A time off request<\/strong> is a written request an employee hands over to their employer when they want to ask for permission to take a leave of absence.<\/p>\n\n\n\n
An employee may ask for time off for different reasons \u2014 maybe they need to take a break from work or help a family member who\u2019s seriously ill.<\/p>\n\n\n\n
Here are some of the types of leave an employee may take depending on the reasons behind their time off request:<\/p>\n\n\n\n
- \n
- Sick leave<\/strong> \u2014 a time off an employee can take to recover from an injury or illness.<\/li>\n\n\n\n
- Family or medical leave<\/strong> \u2014 a time off an employee can request to take care of a family member who\u2019s seriously ill or to bond with a newborn\/adopted child.<\/li>\n\n\n\n
- Maternity and paternity leave<\/strong> \u2014 a new mother can use maternity leave after giving birth and to take care of a newborn\/adopted child. Also, a new father can use paternity leave to take care of a newborn\/adopted child.<\/li>\n\n\n\n
- Holiday leave <\/strong>\u2014 <\/strong>an employee can take time off during public holidays such as Christmas Day, Independence Day, etc. <\/li>\n\n\n\n
- Bereavement leave<\/strong> \u2014 a time off an employee can take to grieve the loss of a family member or close relative, make funeral arrangements, and similar.<\/li>\n\n\n\n
- Vacation leave<\/strong> \u2014 a time off an employee can take to rest, travel, or spend time with family and friends.<\/li>\n\n\n\n
- Sabbatical leave<\/strong> \u2014 an extended time away from work an employee can use for various reasons, such as to take care of their mental health<\/a> or for professional self-development. <\/li>\n\n\n\n
- Military leave<\/strong> \u2014 a time off an employee takes when they need to participate in active or inactive duties in the National Guard or as a Reservist of the Armed Forces.<\/li>\n\n\n\n
- Jury leave<\/strong> \u2014 a time off an employee takes to serve as a juror or witness.<\/li>\n<\/ul>\n\n\n\n
Track PTO & vacations with Clockify<\/a><\/p>\n\n\n\n
Paid time off vs. unpaid time off<\/h2>\n\n\n\n
Before we explain how an employee can request time off, let\u2019s differentiate between two main types of leave an employee can take:<\/p>\n\n\n\n
- \n
- Paid time off, and<\/li>\n\n\n\n
- Unpaid time off.<\/li>\n<\/ul>\n\n\n\n
Paid Time Off (PTO)<\/strong> is a type of leave an employee can take while still getting paid regular wages<\/strong>. <\/p>\n\n\n\n
In the US, employers are not required to offer paid time off, but most of them choose to provide it to their employees to boost morale and increase employee productivity<\/a>.<\/p>\n\n\n\n
Moreover, rules regarding how many days off an employee gets and when they can use these days vary depending on different factors, for example, whether an employee is a part-time or full-time employee.<\/p>\n\n\n\n
Unpaid Time Off (UTO)<\/strong> refers to time away from work an employee can take while not getting paid<\/strong>.<\/p>\n\n\n\n
Employers are generally not required to provide their employees with unpaid time off. However, they may be legally obliged to allow employees to take unpaid leave in certain cases, such as:<\/p>\n\n\n\n
- \n
- Family and Medical Leave<\/a> (FMLA), <\/li>\n\n\n\n
- Jury duty, <\/li>\n\n\n\n
- Military leave, or<\/li>\n\n\n\n
- Voting. <\/li>\n<\/ul>\n\n\n\n
An employer can offer unpaid time off to their employees in addition to PTO, but they may also choose to provide only unpaid time off instead of PTO.<\/p>\n\n\n\n
How to request time off \u2014 tips for employees <\/h2>\n\n\n\n
According to the Pew Research Center\u2019s research<\/a>, nearly half of workers take less time off than their employer offers because they worry they might fall behind at work, among other reasons. <\/p>\n\n\n\n
However, taking time off doesn\u2019t have to be stressful \u2013 you just have to find the right way to approach it.<\/p>\n\n\n\n
Even if you\u2019re a new employee, you probably already know that requesting time off is much easier when you know you\u2019ve handled all important issues in advance, such as:<\/p>\n\n\n\n
- \n
- Finishing the task you started, <\/li>\n\n\n\n
- Figuring out a plan on how you\u2019ll cover for missed work, <\/li>\n\n\n\n
- Informing your team members and your manager of your vacation plans and similar.<\/li>\n<\/ul>\n\n\n\n
If you want to avoid stressing over taking time off, you need to make certain preparations for your absence.<\/p>\n\n\n\n
In this section of our guide, we\u2019ll cover everything you need to know about requesting time off, including:<\/p>\n\n\n\n
- \n
- Letting you in on some general tips for requesting time off,<\/li>\n\n\n\n
- Providing you with advice on asking for time off at a new job, and<\/li>\n\n\n\n
- Helping you with requesting a day off at the last minute.<\/li>\n<\/ul>\n\n\n\n
General tips for requesting time off<\/h3>\n\n\n\n
To successfully request time off, here are some helpful tips you should use.<\/p>\n\n\n\n
Tip #1: Read your company\u2019s PTO policy<\/h4>\n\n\n\n
Before you start planning your vacation, it\u2019s important to check what your company\u2019s policy says about your rights to take time off. <\/p>\n\n\n\n
Most employers offer some form of PTO to their employees \u2014 vacation, sick leave, holidays, etc. <\/p>\n\n\n\n
After you read your company\u2019s PTO policy, you\u2019ll know: <\/p>\n\n\n\n
- \n
- How you can earn\/accumulate time off, <\/li>\n\n\n\n
- When you become eligible for time off,<\/li>\n\n\n\n
- How many days you can take for different types of PTO, and more.<\/li>\n<\/ul>\n\n\n\n
For example, an employer can put a clause in their PTO policy that employees are not allowed to use any paid vacation time for the first 90 days of employment. So, make sure you pay attention to every detail in the policy.<\/p>\n\n\n\n
\n\ud83d\udca1 Clockify Pro Tip<\/strong><\/p>\n\n\n\n
A PTO policy should also state what happens to the PTO hours an employee accumulated but did not use. To see what laws in the US states say about employees\u2019 rights to PTO payout, read our comprehensive guide:<\/p>\n\n\n\n
- \n
- PTO payout laws by state \u2014 Guide for 2023<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Tip #2: Talk to your manager before making plans<\/h4>\n\n\n\n
Unless you\u2019re a new hire who already had a vacation booked before accepting the job offer, it\u2019s best to discuss your vacation plans with your manager before you start making them. <\/p>\n\n\n\n
That way, your manager can:<\/p>\n\n\n\n
- \n
- Reorganize and reprioritize your tasks<\/a>, if needed, and <\/li>\n\n\n\n
- Get prepared for your absence on time.<\/li>\n<\/ul>\n\n\n\n
You can also ask your manager for advice on what the best time for you to take a leave would be.<\/p>\n\n\n\n
Tip #3: Check the company\u2019s calendar in advance<\/h4>\n\n\n\n
If you want to avoid obsessing over work during your vacation, check your company\u2019s calendar in advance. This allows you to see whether your time off overlaps with busy times when there\u2019s a lot more work than usual.<\/p>\n\n\n\n
As a rule of thumb, for your peace of mind, try to avoid taking time off if:<\/p>\n\n\n\n
- \n
- There\u2019s some kind of crisis at the company, or<\/li>\n\n\n\n
- It\u2019s a busy season. <\/li>\n<\/ul>\n\n\n\n
You can also check your team members\u2019 schedules and plan your vacation accordingly. If the majority of the team has already planned to take a vacation around the same period, it may be harder for you to get your request approved. This is another reason why it\u2019s important that you \u201creserve\u201d your time off as soon as possible.<\/p>\n\n\n\n
Track PTO with Clockify by CAKE.com<\/a><\/p>\n\n\n\n
Tip #4: Make sure there are no gaps in your team\u2019s work while you\u2019re away<\/h4>\n\n\n\n
Besides talking with your manager, you should also mention your vacation plans to your team members. <\/p>\n\n\n\n
If you\u2019re working on a specific task with a coworker, you can schedule a one-on-one meeting to discuss how you plan to complete your joint task before you go on vacation.<\/p>\n\n\n\n
Your absence shouldn\u2019t affect your team members, so make sure you:<\/p>\n\n\n\n
- \n
- Inform them of your absence in advance,<\/li>\n\n\n\n
- Let them know how you plan to cover your workload (for example, maybe you\u2019ll work extra hours), <\/li>\n\n\n\n
- Instruct a colleague that\u2019s replacing you while you\u2019re away on what they should do and how they should do it in your place (if there\u2019s someone replacing you), and<\/li>\n\n\n\n
- Offer some sort of availability (via phone or email) in case of an emergency while you\u2019re away.<\/li>\n<\/ul>\n\n\n\n\n
\ud83d\udca1 Clockify Pro Tip<\/strong><\/p>\n\n\n\n
To learn more about why it\u2019s important to establish successful teamwork in the workplace, here is an interesting blog post to read:<\/p>\n\n\n\n
- \n
- How to create and promote teamwork in the workplace<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
Tip #5: Submit a formal request for time off<\/h4>\n\n\n\n
After you\u2019ve talked to your manager and your team about your leave, the final step is to submit a formal request for time off. <\/p>\n\n\n\n
You can submit your time off request through:<\/p>\n\n\n\n
- \n
- A formal letter,<\/li>\n\n\n\n
- An email, or<\/li>\n\n\n\n
- Using your company\u2019s vacation tracking system.<\/li>\n<\/ul>\n\n\n\n
Some companies will require that you make your request in writing, while for others, it may be enough that you make a request in person. It all depends on the company in question, so make sure you\u2019re familiar with all the time off request rules in your organization.<\/p>\n\n\n\n
How do you ask for time off at a new job?<\/h3>\n\n\n\n
Although it can be a bit uncomfortable to ask for time off shortly after you start a new job, it\u2019s important that you do it properly and not procrastinate<\/a> on it. <\/p>\n\n\n\n
You may even be in a situation where you have to ask for time off during the job interview itself, that is, even before you accept the job offer. <\/p>\n\n\n\n
A couple of tips can help you handle every time off situation, regardless of whether you need to ask for time off:<\/p>\n\n\n\n
- \n
- Before you start working, or <\/li>\n\n\n\n
- Shortly after you start working.<\/li>\n<\/ul>\n\n\n\n
So, let\u2019s take a look at what exactly you can do.<\/p>\n\n\n\n
How to ask for time off before you start working<\/h4>\n\n\n\n
Maybe you had already planned a family vacation months before you got this job opportunity, and now it\u2019s pretty hard to cancel your plans. <\/p>\n\n\n\n
If you\u2019re wondering how to approach this type of situation, it\u2019s very easy \u2014 just let your new employer know about your plans in advance. Being open about your plans during the interview gives the impression that you are an honest and reliable person, and the employer will likely appreciate that. <\/p>\n\n\n\n
Moreover, when you ask for time off, make sure you:<\/p>\n\n\n\n
- \n
- Tell your employer exactly when you plan to take a break and how long it will last, and<\/li>\n\n\n\n
- Let them know you\u2019ll try your best to integrate into the organization as smoothly as possible. <\/li>\n<\/ul>\n\n\n\n
That way, you\u2019ll show your appreciation and commitment to the company, despite taking days off before you even started working. <\/p>\n\n\n\n
How to ask for time off shortly after you start working<\/h4>\n\n\n\n
You may also feel uncomfortable asking for time off during the first couple of months at work. Many employees fear asking for time off at a new job because they think it might lead to a perception that they\u2019re slacking off. <\/p>\n\n\n\n
To navigate this type of situation and still make a good impression, follow these guidelines:<\/p>\n\n\n\n
- \n
- Inform your manager as soon as possible \u2014 this will leave your manager with enough time to plan and organize your work tasks<\/a> accordingly. <\/li>\n\n\n\n
- Get familiar with the company\u2019s culture \u2014 by seeing how often your coworkers take time off or how early they ask for it, you\u2019ll get the feel of how others in the organization handle their leaves. This will also allow you to ask for time off without much pressure or guilt. <\/li>\n\n\n\n
- Pay attention to the timing \u2014 if your team has a lot of work to do during that particular period and you\u2019re able to postpone your plans, it may be the best option to do so. However, if you can\u2019t postpone your plans (e.g., you have an important doctor\u2019s appointment or your family member suddenly fell sick), find a way to alleviate the burden of your absence by asking a coworker if they could cover some of your assignments while you\u2019re away, for example.<\/li>\n\n\n\n
- Organize your workload \u2014 before you request days off, you may want to finish as many work tasks as you can. You can also suggest to your manager that you work extra hours before you leave.<\/li>\n<\/ul>\n\n\n\n
By thinking in advance, you\u2019ll leave a good impression and show your manager how dedicated you are despite taking days off soon after you got the job. <\/p>\n\n\n\n
\n\n\ud83d\udca1 Clockify Pro Tip<\/strong><\/p>\n\n\n\n
Do you want to learn more about how to be more proactive in all aspects of your life? If you want to start thinking ahead and see why it is important to take the initiative at work and in life, check the blog post below:<\/p>\n\n\n\n
- \n
- How to be more proactive at work and in life<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n<\/div><\/div>\n\n\n\n
How do you request a day off last minute?<\/h3>\n\n\n\n
Although requesting time off on short notice is usually not recommended regardless of the industry, life is complicated and you never know when you\u2019ll be forced to do something like that.<\/p>\n\n\n\n
So, you may ask: What is the best way to request a day off last minute?<\/em><\/p>\n\n\n\n
Well, here are some useful guidelines that could help you: <\/p>\n\n\n\n
- \n
- Avoid asking for a day off on the day itself<\/strong> \u2014 the best option is to give your manager at least one day\u2019s notice. Requesting a day off on the same day should only be an option in extreme situations, should they arise.<\/li>\n\n\n\n
- Be respectful and professional<\/strong> \u2014 talk with your manager respectfully and with a certain caution. Remember, even if your mood isn\u2019t the best at that moment, you can\u2019t let your emotions affect your work relationships. And don\u2019t forget to say \u201cThank you.\u201d<\/a><\/li>\n\n\n\n
- Be specific about your reasons for time off<\/strong> \u2014 if you clearly state your reason for taking a day off on short notice, your manager may be more understanding of your request.<\/li>\n\n\n\n
- Offer your availability via email\/phone if something urgent comes up<\/strong> \u2014 your team members or your manager might need quick assistance from you while you\u2019re away, so you can offer it in advance. This shows that you\u2019re aware of your responsibilities and don\u2019t want your absence to affect your or somebody else\u2019s work.<\/li>\n<\/ul>\n\n\n\n
\n\ud83d\udca1 Clockify Pro Tip<\/strong><\/p>\n\n\n\n
If you\u2019re not always sure how to manage your emotions at work and want to learn more about this topic, read our blog post:<\/p>\n\n\n\n
- \n
- Managing emotions at work: What you need to know<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
How to track time off \u2014 tips for employers<\/h2>\n\n\n\n
To be able to manage employees\u2019 time off successfully, an employer has to:<\/p>\n\n\n\n
- \n
- Establish a clearly defined policy regarding time off, but also<\/li>\n\n\n\n
- Be aware of how many used\/unused days off each employee has at any given time.<\/li>\n<\/ul>\n\n\n\n
If you\u2019re an employer and you don\u2019t have a clearly defined PTO policy, it\u2019ll be extremely hard for your employees to understand their rights to take time off. Consequently, you won\u2019t be able to manage their absences accurately. <\/p>\n\n\n\n
Also, if you want to make tracking time off as easy as possible, using a PTO and vacation tracker<\/strong><\/a> could help you automate the process of keeping an eye on everyone\u2019s leave. <\/p>\n\n\n\n
Track vacations with Clockify <\/a><\/p>\n\n\n\n
To make it easier for you to manage your employees\u2019 time off, in this section of our guide, we\u2019ll cover:<\/p>\n\n\n\n
- \n
- Why it is important to have a clearly defined PTO policy, and<\/li>\n\n\n\n
- How you can use Clockify as a PTO and vacation tracker to monitor your employees\u2019 absences effectively.<\/li>\n<\/ul>\n\n\n\n
The importance of having a clearly defined PTO policy<\/h3>\n\n\n\n
Having a clearly defined PTO policy is equally important for both the company and its employees \u2014 it allows everyone to stay informed about the rules regarding time off. <\/p>\n\n\n\n
Therefore, if you\u2019re an employer, you first need to define your PTO policy<\/strong> to be able to manage your employees\u2019 time off.<\/p>\n\n\n\n
Your policy can fall anywhere between:<\/p>\n\n\n\n
- \n
- Traditional<\/strong> \u2014 with a set number of days or hours, and<\/li>\n\n\n\n
- Unlimited<\/strong> \u2014 where employees can take as many off days as they like.<\/li>\n<\/ul>\n\n\n\n
Regardless of your PTO policy pick, what matters the most is to clearly define your PTO policy so that:<\/p>\n\n\n\n
- \n
- Employees know how best to use their PTO, and<\/li>\n\n\n\n
- You can easily manage your team\u2019s time off.<\/li>\n<\/ul>\n\n\n\n
Once you define the policy, you can rely on a PTO tracker to make sure it falls into place.<\/p>\n\n\n\n
\n\ud83d\udca1 Clockify Pro Tip<\/strong><\/p>\n\n\n\n
If you still don\u2019t have a defined PTO policy, we offer a bunch of different PTO templates you can adjust to your business\u2019 needs:<\/p>\n\n\n\n
- \n
- PTO Policy Templates<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
How to access Time off feature in Clockify by CAKE.com<\/h3>\n\n\n\n
Since employers have to be careful when managing their employees\u2019 time off and do it accurately, using the right tool for tracking time off is always of great help. <\/p>\n\n\n\n
- PTO Policy Templates<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- Unlimited<\/strong> \u2014 where employees can take as many off days as they like.<\/li>\n<\/ul>\n\n\n\n
- Traditional<\/strong> \u2014 with a set number of days or hours, and<\/li>\n\n\n\n
- Be respectful and professional<\/strong> \u2014 talk with your manager respectfully and with a certain caution. Remember, even if your mood isn\u2019t the best at that moment, you can\u2019t let your emotions affect your work relationships. And don\u2019t forget to say \u201cThank you.\u201d<\/a><\/li>\n\n\n\n
- Avoid asking for a day off on the day itself<\/strong> \u2014 the best option is to give your manager at least one day\u2019s notice. Requesting a day off on the same day should only be an option in extreme situations, should they arise.<\/li>\n\n\n\n
- Inform your manager as soon as possible \u2014 this will leave your manager with enough time to plan and organize your work tasks<\/a> accordingly. <\/li>\n\n\n\n
- How to create and promote teamwork in the workplace<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- Get prepared for your absence on time.<\/li>\n<\/ul>\n\n\n\n
- Reorganize and reprioritize your tasks<\/a>, if needed, and <\/li>\n\n\n\n
- PTO payout laws by state \u2014 Guide for 2023<\/a><\/li>\n<\/ul>\n<\/div><\/div>\n\n\n\n
- Family and Medical Leave<\/a> (FMLA), <\/li>\n\n\n\n
- Family or medical leave<\/strong> \u2014 a time off an employee can request to take care of a family member who\u2019s seriously ill or to bond with a newborn\/adopted child.<\/li>\n\n\n\n
- Sick leave<\/strong> \u2014 a time off an employee can take to recover from an injury or illness.<\/li>\n\n\n\n
![\"Clockify](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2024\/06\/Clockify-pricing.jpg\")
![\"Enabling](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2023\/07\/Enabling-time-off-feature-in-Clockify.png\")
![\"Time](\"https:\/\/clockify.me\/blog\/wp-content\/uploads\/2023\/07\/Time-off-in-the-sidebar-Clockify.png\")