Vacation Time Approval
Process – Documentation and Communication

Step One – Initial Absence Request

The employee follows the department (or supervisor’s) expectation for absence requests which typically requires the employee request vacation time to the supervisor as far in advance as possible and to consider other operational and staffing needs. The employee includes the date(s) of the requested absence.

Step Two – Confirm Employee Eligibility & Make Decision on Request

The supervisor confirms the employee is eligible under Vacation Time Policy. This includes the supervisor is satisfied the employee has followed the request procedures and the employee has an available balance of vacation time. The supervisor considers whether operational and staffing needs can be met if the vacation time off is granted (see Business Considerations for Vacation Time).

The supervisor promptly notifies the employee of the decision. Other absence options may be explored at the supervisor’s discretion – see main flow chart.

Step Three – Time Recording

The department maintains an accurate record of vacation time taken by recording approved absences as "V" on the timesheets. The employee, or when unavailable the supervisor, shall record vacation time on timesheets.

Step Four – Report to Work or Extension Requested

The employee must report back to work on the first scheduled work day following the approved absence.

If the employee requires an extension or modification to the absence, the employee must repeat the absence request process with the supervisor. The changed circumstances may be cause for the supervisor to review the business considerations on whether to continue to grant vacation time. The new information may also be cause to reassess the employee’s eligibility for Family & Medical Leave.

Note: A supervisor can contact Human Resources Consulting Services or HR@AHSC to for consultation on options under University policy.