Summertime Blues: Setting
Your Vacation Policy

03/05/07

Many employees may plan vacations for the summer. While they think about when and where they want to go, you face the challenge of avoiding staff shortages and workflow problems that may occur if too many employees request time off for the same period. A clear, well-communicated vacation approval and scheduling policy may help keep your staff happier and your company running more smoothly year-round.

Establish a Time-Off Policy

If you haven't already done so, establish a time-off policy in writing. Define service requirements for earning vacation time. Explain how much vacation time employees may earn each year, when it accrues, and how much (if any) may be carried forward for use in a future year. Clarify the treatment of unused vacation time upon separation of service. Specify how much advance notice is required for vacation requests. Establish how conflicting requests are prioritized, such as by seniority or staff-wide rotation. And spell out any other parameters on vacation-time usage, such as how much time off may be taken at once or restrictions on taking vacations during certain times of the year.

Be Flexible

You and your employees may still need to be flexible and understanding. For instance, you may need to revoke an employee's approved vacation at the last minute if a coworker faces a medical emergency and your company can't afford for both individuals to be out at once. If everyone knows and understands the company's vacation policy, conflicts should be minimized, and the approval and scheduling process may be easier.

Keep Accurate Records

No matter what your vacation policy is, you still need to keep accurate records of each employee's yearly vacation usage just as you do compensation and other benefits. And the daily operation of your company depends on knowing who will be out and when. G.Neil can help you organize this information easily. Our Vacation Request & Approval Records show the number of vacation days each employee is entitled to and the vacation days your employees ask for, all on one simple form. At a glance, you can see when multiple, potentially conflicting requests are made. The forms are available in a variety of formats, including a calendar version that lets you see all days of the year on the front for fast, easy review and scheduling.

Also consider our laminated Vacation Schedule wall planner to chart and display scheduled employee vacations for yourself, your management or your whole staff — and easily make smudge-free changes on the write-on/wipe-off surface if any vacation plans change.


April, 2005