How Should Employers Deal With Time Off Requests?

How Should Employers Deal With Time Off Requests?

Millennials reportedly don’t value material items like cars or houses as much as they do travel and vacations. They would rather get away from it all for a while than pay off a debt. So, as an employer, know that time off requests by a good 35% of your workforce will be used to its utmost. That’s the percentage of millennials in most businesses today.

Everybody looks forward to vacation time – unless, of course, you are the payroll person. It can be overwhelming to manage even something as small as numerous requests for single days off here and there (much less requests for a week off at a time). Jiggling schedules can get tricky, especially when businesses depend on people for large workloads. The thing is, people with large workloads are the most deserving of vacations.

Some Helpful Tips for Managing Payroll and Time off Requests

Here are some pointers to hopefully help your payroll department adequately manage the job of juggling payroll, time off requests (i.e., vacations, sick days, personal days, etc.):

Always make your schedules well in advance – If you can make your schedule a month in advance, more power to you. Usually, a couple/few weeks ahead of time is sufficient. This is even more important in regard to seasonal jobs. People tend to schedule their vacations well in advance. If they can discuss that vacation with you ahead of time, it will give you a better overview of how to plan accordingly (depending on the possibility of light staffing issues).

Be prepared to approve overtime – In order to make up for a lot of people taking time off, you might have to prepare yourself for the idea of paying overtime to the employees who stay behind. Consider it a reward, if nothing else. Keep in mind, however, that there are strict state requirements regarding how much overtime can be worked in an allotted period of time.

Consider hiring extra help – Another thing to consider could be to hire extra help to make up for your vacationing workers. This can be a student off for summer, a temporary worker, or an internship. Keep tax limitations, payroll, and ACA requirements in mind when it comes to temporary and contract workers. Click here for the US Department of Labor page regarding part-time and seasonal employment information.

Make sure that you have, in place, a time off policy – Your employee handbook should very succinctly detail anything and everything regarding time off requests and how they are handled. As an example, this could include requiring a two week notice for any and all time off requests.

Now and again, you might have to say no – Though this isn’t going to be a big hit with your employees, sometimes it is a must. Try to, at the very least, offer an alternative if you have to turn down an employee’s request. Try to work with them so that both their schedule and yours are agreeable.

If your payroll department has trouble dealing with paid and unpaid time off, or if you would like help with any other payroll related issues, feel free to contact TRAXPayroll.