Time off request

This guide explains how to view and manage your time off balance, create requests, track their status, and handle cancellations within the system.

ℹ️ The following permissions are needed there: View time-off balance Create time-off request

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Managing Your Time Off Balance and Requests

Viewing Your Time Off Balance

1. Navigate to Time off balance page: To view and manage your personal time off balance, navigate to the Time of Balance page.
   1. Here, you will see the total number of available and used days, including vacation, unconfirmed and confirmed sick leave, unpaid leave, and additional time off.
   2. Your balance will automatically adjust as you use time off.

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Creating a Time Off Request

1. Navigate to Time off balance page: To create a request for time off, click the Create Request button in the top-right corner of the page.

1. Fill in a day-off information: In the request form, enter the all required fields (It is marked with an * (asterisk) symbol):
   1. Type of request — specify the type of leave that you want to request. If the time-off balance of some type of leave <=0 the option is disabled for selection.
      1. Vacation — paid day off
      2. Unpaid vacation
      3. Sick leave
      4. Documented sick leave — this type of leave requires the approval of HR and attached documents 
      5. Additional day-off
   2. Number of hours (full day or half day) — hours of leave per day — 4h or 8h
      Note! You cannot set 4h of vacation for several days in a row. In this case, start date = end date.
   3. Start date — start date of the leave
   4. End date — the end date is part of the time off period. Please note, it is not the first day back at work after the time off.
   5. Substitute — If you are responsible for approving your subordinates’ time off, you must select a substitute who will handle similar requests in your absence.

2. Processing Requests
   1. After saving the request, it will be sent to the person responsible for approving your time off. The responsible person gets an email notification about your request.
   2. If multiple people are responsible for approval, all of them must give their decision before the request is considered closed.
   3. The days will be deducted from your balance when the request is approved. If the request is rejected, it will appear in the Completed tab with the status Declined.

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Tracking Time Off Requests

• At the bottom of the page, you can view all your time off requests, which are divided into Completed and In Progress.
• Requests awaiting a final decision from all responsible parties are listed under the In Progress tab.
• Once a decision has been made, the requests will move to the Completed tab.

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Modifying and Deleting Requests

• You can click on a request to view detailed information and make changes if not all responsible parties have made a decision yet. Once all approvals are in, you can no longer modify the request.
• If the request involves multiple approvers and someone approves the request, any changes (e.g., dates) will reset the request status to New, and all responsible approvers will need to approve it again.
• If a Project Manager (PM) changes the designated approver (e.g., while they are on leave), the request status remains unchanged.
  

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Canceling Requests

• A request can be deleted if it has not yet been approved.
• Once approved, a request can be canceled, but only by one of the designated approvers or by someone with the Supermanage time-off requests permission.
• The author of the request cannot cancel it.
• Canceled requests will appear in the Completed tab with the status Canceled.