Time off requests get messy because the information lives in three places: the employee’s message, the manager’s calendar and HR’s balance sheet. Two people on the same team book the same week, a request sits unanswered, or HR learns about a vacation after it has started.
This template keeps the request, the decision and the record together. The employee enters the first and last day, the number of days, whether they want to cash out unused PTO and who covers for them, and can confirm they will hand over open tasks and set an out-of-office reply. The manager checks team coverage and approves or rejects within three business days. HR then has five business days to note the accrual period, record the days left, set the vacation pay date and attach a written vacation notice. The employee confirms they signed it, and can upload the signed copy, within two business days.
It suits companies that track PTO balances by hand or in a spreadsheet and want every approval written down, with HR and managers looking at the same request instead of separate emails.