Denying a Time Off Request

Video Highlights:
01:02 These expectations should be clearly spelled out in your attendance policy, together with the amount of sick, personal, and vacation time allotted to employees and procedures for taking that time, including any time off that may be required by federal or state law. Clarify how far in advance employees must notify their supervisors of their intention to take time off, and whether those requests will be approved based on corporate or departmental needs.

01:40 Your time off policy should be articulated in both the employee handbook as well as on the company’s internal web site, or intranet, if one exists. You should also communicate in writing any variances to the time off policy that apply to specific departments or positions.

Comply with Federal and State Law
02:04 When considering whether to grant an employee’s time off request, it is necessary to comply with applicable federal and state laws regarding time off and nondiscrimination.

02:36 For employers covered by the federal Americans with Disabilities Act, or ADA, permitting the use of accrued paid leave, or unpaid leave, is a form of reasonable accommodation when necessitated by an employee’s disability.

03:22 In addition to federal requirements, many states and cities also have laws requiring that certain employers allow employees to be absent from work, either with or without pay, due to specified circumstances. These laws may grant employees expanded or additional rights above the federal requirements, or they may be preempted by the federal law.

04:21 As you manage your employees’ requests for time off, also consider whether a flexible work option might be a good fit for your company. Flexible work hours can minimize inconvenient time off requests, and help managers plan for extra coverage during busy times. Upfront communication about expectations and schedules is key to making flexible arrangements work.

If Leave Must Be Denied
04:45 Time off requests must still on occasion be denied. If you are in that position, be empathetic and fair. Have your conversation with the employee in private, not in front of peers or colleagues. If appropriate, explain your reasons for denying the request.