Time Off Requests

Request short-duration absences and partial day time off outside of regular leave.

Quick Access

Note: This feature requires HR_TIME_OFF to be enabled.

For Employees

What is Time Off?

Time off requests are for:

• Short absences (few hours)
• Partial day off
• Personal appointments during work
• Different from full-day leave requests

Requesting Time Off

1. Go to HR → Time Off Requests
2. Click + New Time Off Request
3. Complete the form:
   • Date - Date of time off
   • Start Time - When you'll be absent from
   • End Time - When you'll return
   • Reason - Purpose of time off
4. Submit for approval

[Screenshot: time-off-request-form]

Time Off vs Leave

Tracking Time Off Status

For Managers/HOD

Viewing Team Time Off

1. Go to HR → Time Off Requests (HOD view)
2. View requests from your team
3. See pending requests requiring action

Approving Time Off

1. Review the request:
   • Employee and date
   • Duration (hours)
   • Reason provided
   • Coverage impact
2. Click Approve or Reject
3. Add comments if needed

[Screenshot: time-off-approval]

Considerations

Before approving:

• Check employee's shift schedule
• Ensure coverage during absence
• Review total time off taken that month

For HR Admin

Managing Time Off Requests

1. Go to HR → Time Off Requests (/hr/hr-time-off-requests)
2. View all organization requests
3. Process requests:
   • Review justification
   • Check policies
   • Approve or reject

Paid Time Off Policies

Configure time off policies:

1. Go to HR → Paid Time Off Policies (/hr/paid-time-off-policies)
2. Create/edit policies:
   • Policy name
   • Eligible employees
   • Hours allowed per period
   • Paid vs unpaid
   • Approval requirements

[Screenshot: paid-time-off-policy]

Policy Settings

Common Scenarios

Doctor's Appointment

1. Submit time off request
2. Date: Appointment date
3. Time: Expected duration away
4. Reason: "Medical appointment"
5. Submit for approval

Pick Up Child from School

1. Submit time off request
2. Date: Needed date
3. Time: e.g., 2:00 PM - 3:30 PM
4. Reason: "Family commitment"
5. Submit

Bank/Government Office Visit

1. Submit time off request
2. Date: Needed date
3. Time: Expected duration
4. Reason: "Personal errands"
5. Submit

Time Off Policies

Typical Policy Rules

• Maximum hours per day
• Minimum hours per request
• Advance notice required
• Monthly/yearly caps
• Documentation requirements (for certain reasons)

Impact on Attendance

Time off may affect:

• Timesheet hours (reduced hours for the day)
• Attendance record (partial day marked)
• Payroll (if unpaid time off)

Tips

1. Request early - Submit time off requests as soon as you know the need
2. Be specific - Provide clear times and reasons for faster approval
3. Check policy - Know your organization's time off allowances

See Also

• Leave Management
• Attendance & Timesheets