Employee Attendance & Time Off Forms

Employee PTO/Time Off FAQs

How can employers manage overlapping time-off requests?

The key to handling overlapping time-off requests is to establish a clear and consistent policy. Encourage employees to submit requests in advance and outline how approvals are prioritized — for example, by a first-come, first-served process, seniority or a rotation system. Using scheduling software or time-off tracking tools can also help ensure fairness and transparency across teams.

Can managers override or deny time-off requests?

Yes. Managers can deny or override time-off requests if there’s a valid business reason — such as staffing shortages, overlapping requests or operational needs. However, decisions must align with company policy and comply with applicable federal and state laws, including the Family and Medical Leave Act (FMLA). To avoid disputes, employers should clearly communicate approval processes, blackout dates and seniority rules in advance.

Can employers restrict time off during peak business periods?

Yes. Employers may limit or deny time-off requests during busy seasons or critical periods, as long as the restrictions are consistent with company policy, employment agreements and applicable laws like the FMLA. This helps ensure adequate coverage while maintaining fairness and compliance.

Are all employers required to comply with the Family & Medical Leave Act (FMLA)?

No. The FMLA applies only to covered employers, which include private-sector employers with 50 or more employees, public agencies and schools. Covered employers must provide eligible employees with FMLA protections and comply with all related notice, recordkeeping and reinstatement requirements.

What are an employer's responsibilities under the FMLA?

Covered employers must:

Provide employees with required FMLA notices and information
Grant eligible employees up to 12 weeks of unpaid, job-protected leave for qualifying reasons
Maintain group health benefits during the leave period
Restore the employee to the same or an equivalent position when the leave ends

How long should time-off records be retained?

Employers must retain time-off and leave records for specific periods, depending on federal and state laws:

FMLA: At least 3 years
Fair Labor Standards Act (FLSA): 3 years for payroll records
Internal Revenue Service (IRS): 4 years for employment tax documents
State and other federal requirements, such as the Equal Employment Opportunity Commission (EEOC), may require longer retention.

Always confirm requirements under all applicable laws and maintain a clear, written record retention policy.

What should a time-off request form include?

A well-designed time-off request form should capture all essential details needed for approval and recordkeeping. This typically includes:

Employee name and department
Dates and type of leave requested (vacation, sick, personal, unpaid, etc)
Total number of days or hours requested
Employee signature and date of submission
Supervisor approval section with signature and comments

Using a standardized form helps ensure consistency, fairness and clear documentation for compliance purposes

When do orders typically ship?

Standard stock items typically ship the next business day. Once your order ships, you’ll receive a shipping confirmation email.

How long does it take to receive a downloadable form?

As soon as you complete your order, you will receive an order confirmation email that will include a link to access your downloadable form.

Over 35 Years of HR Experience

Unsurpassed Customer Service

Product and Service Guarantee