Employee Time Off Request Form Template – If employees have to spend time, they don’t want to spend more time than necessary to get their requests approved.
Also, managers don’t want to spend a lot of time reviewing requests or sending them back because some information is missing.
Employee Time Off Request Form Template
The whole point of the vacation request form is to make it easier to follow up with employees when they are out of the office. But relying on paper forms only makes the problem worse.
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Read on to learn more. In this article, we’ll look at how to optimize your time off request form and how to automate the approval process to make time off easier for everyone.
A leave request form is a form that employees fill out to inform their employers that they are away from work.
Employees can request time off work because they feel sick, go on vacation, participate in jury duty, or take a personal day.
With these details, managers and office administrators can track vacation time and plan accordingly to keep staff in the workplace.
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Despite how common medical leave and vacation time is in the workforce, many companies do not have a formal process for approving leave requests.
They may rely on paper forms, a series of emails or tools that make it confusing and frustrating for employees to request time off.
Lack of a transparent leave request process affects business operations such as scheduling and payroll. It also contributes to employee stress due to poor communication, which 80% of employees deal with on a regular basis.
If the time-out process is unclear, employees may be discouraged from submitting a request. 61% of employees with paid time off (PTO) hours reported that they were not being used, highlighting the need for more transparent processes.
How To Create And Automate Your Time Off Request Forms
Before we dive into how to automate time-off request forms, let’s look at what you should include on these forms.
Whether you use Microsoft Word or Business Process Management (BPM) software and prefer to create your time off request form, there are a few key elements you need to include.
This identifying information is important because it helps route the request form to the correct manager(s) for approval. It helps HR and accounting teams accurately track and report employee pay for the right type of leave.
With a BPM tool like , you can integrate employee databases to automatically populate this information, making the time-out request process smoother.
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In this timeout request form, employees can select their name from a drop-down list. The form then shows the remaining days of PTO (pulled from the database) assigned to each employee.
Medical and vacation leave are the most common paid days off, and you should have an approval process in place for each type of leave your team can take.
Since most benefits packages include leave with different uses and accrual rates, tracking leave by type is essential for HR and accounting departments to help employees use their benefits correctly.
If you automate the leave approval process in your office, the leave type can trigger certain rules that only appear when needed.
Employee Time Off Request Template. Vacation Request Form. Pto
For example, if someone requests jury leave, you can add a section to upload their jury summons as supporting documents. Or, if an employee goes on parental leave, additional approval and a clear plan for replacing the employee may be required.
The registration form should be issued if necessary to include a space for paid vacation days to indicate when an employee will or will not be away from the office.
In a BPM tool like , you can automatically calculate the number of days for each interval request based on the start and end date.
While you don’t want to overwhelm your timed withdrawal process with a ton of frustrating steps, sometimes requiring additional information or documentation can be helpful.
Time Off Request Form Templates
For example, your company may request a doctor’s note, jury duty or other documents before a supervisor approves a request. Or, employees want their manager to know how to cover their work in their absence.
When creating a standard out-of-hours request form, you can choose a simple “Additional Information” section where employees can list anything relevant.
But if you digitize and automate your leave requests, you can enter specific instructions of the employee, type of leave or requested dates.
This second option, which you can do with dynamic business models, is a better approach to simplifying the process to reduce query times while minimizing errors.
Leave Request Form Template
The last but still crucial part of any good leave request form is the ability to track the approval of the request.
A paper-based leave request form usually has boxes or lines for manager approval, HR receipt, or other steps in the process.
These permissions are better integrated into the workflow of an automated timeout request process, which we’ll break down in a next section.
Now that we’ve covered the basics of withdrawal forms, let’s look at what it means to automate the process.
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Note that automation has increased by 80% compared to previous years. This is largely due to the rise of remote working, which has led to business disruption in 68% of organizations.
45% of HR professionals will focus on process automation in the next year. It’s time to update your business process management strategy to future-proof and grow your company.
Start by choosing a pre-made template that best suits your needs. You can choose a simple time-off request form to start or choose one with terms, rules and/or integrations.
Each template includes a fully functional form, workflow, business rules and configurations so it’s ready to use out of the box.
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If you can’t find one that works well for you, you can use the Workflow Wizard to automatically generate a fully functional workflow.
Simply describe the steps that make up the vacation time in your request-approval workflow and a workflow will be generated instantly in seconds. The generated workflow contains business rules for routing, a base model and dynamic behavior.
With our code-free workflow builder, you can add additional steps and even include dynamic routing in your approval workflow.
For example, your company may have a policy that requires additional approval for eviction requests over a five-day period to ensure that someone can cover those shifts.
Time Off Request Template With Form For Employees
In the above example, requests for more than five days are automatically forwarded to a senior executive for additional approval. Leave requests of less than five days require manager approval only.
Even if you have no coding experience, you can add all kinds of rules and conditions to your workflow.
With the built-in, 100% visual form designer, it’s easy to add text fields, drop-down lists, checkboxes and more to easily create a custom vacation inquiry form that fits your needs.
Need additional business logic? The system comes with a zero-code visual rule maker. Anyone who is comfortable with a spreadsheet like MS Excel can create highly dynamic models without writing a single line of code.
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Once you’ve finished customizing your time off request form and approval workflow, it’s time to integrate it with your database.
Linking your leave request form to an employee information database allows you to easily auto-fill the information. It also allows employees to check how much vacation they have left so they can plan accordingly.
With, you can connect your leave request form to data sources such as a SQL database, HR system or Google Sheets.
Integrating a database into your out-of-hours request workflow makes it easier for everyone – employees spend less time entering information and the database ensures that only the right information is pushed forward.
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By incorporating a centralized source of truth for your employee data, you will eliminate many more inconsistencies and reduce errors in your time off process.
At this point, your time off request form and workflow should be ready to go live. But first, you’ll want to carefully review your time-off request process.
Try running user acceptance tests (UAT) to gather feedback before deploying your workflow. Sometimes called beta testing, you use this approach to test your workflow with a small number of users who provide detailed feedback.
After resolving any errors, concerns, or comments from users, you can deploy your time off request form company-wide.
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While that’s certainly something to celebrate, your work isn’t done if your request workflow is cleared.
You still need to continuously monitor and maintain your timeout process so that it continues to work. Not only do you want to catch problems or roadblocks early, but you also want to make sure your new process gets the results you’re looking for.
With new analytical dashboards, you can track more key performance indicators (KPIs) to see how the process is helping your employees.
With a BPM tool like this, you can find ways to improve your workflows and stay ahead of the competition.
Free Vacation Request Form Template
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