- If your vacation request is not covered under FMLA, your employer can deny it.
- To appeal to a denied request, find out why it was denied by having a conversation with your manager and take the issue to an HR representative if you're having a difficult time finding out why it was denied.
Paid time off is one of the most sought-after perks by job hunters. Being able to take a vacation every year is something most of us probably feel should be in the Constitution by now. Who doesn't need some solid "me" time, right?
But when it comes to actually scheduling that vacation, things can get tricky. An understaffed, over-taxed office just may not be able to lose you for an entire week, or longer, right now. So, if you're wondering, "Can my employer deny my vacation request, really?" know that the answer is yes (as long as it's not covered under FMLA, and even then, your company has to be a certain size to qualify). And then know what to do next.
1. Put your request in at the right time.
The first step toward dealing with your employer denying your vacation request is to try to prevent it from happening at all. Get a jump on everyone else's Fourth of July vacation requests by filing yours in the early spring or even winter. Planning ahead will reserve your slot first and makes as much sense as price-shopping for plane tickets well in advance.
Another way to offset having your request denied, especially if you want just a few days off, is to strike while your personal iron is hot. Did you just pull off a big project or cross a major milestone off of your quarterly to-do list? Go ahead and ask for that long weekend off. Your accomplishment will be fresh in your boss's mind and add weight to your request for a little time off to recharge.
2. Find out why.
If your boss denies your vacation request, find the right time to ask for clarification. Pro tip: in the middle of the office, surrounded by coworkers is definitely not the right time. Instead, wait until she has a free moment to speak to her in her office or somewhere else private. If you're not in the middle of a big assignment or other work obligation, and you've properly filed your request, you deserve a reason for her denial.
3. Be accommodating.
Once your boss explains her reasoning, see if you can find a way to work within the framework of her needs. If your office is slammed with a heavy workload, do your best to be understanding and discuss delaying your vacation time. If your office is short-staffed, offer to help train the next new hire.
Showing that you're willing to work with your boss should speak well for you down the road and get your vacation approved as soon as possible. However, sometimes your life just can't be put on hold. Your time really does need to be your own, and if the plans you're trying to make have their own restrictions or deadlines, it isn't at all unreasonable to ask that your employer be just as accommodating for you. In which case...
4. Take the issue to your human resources department.
If you've tried to be flexible and understanding about your boss' and your company's needs without having the favor returned in kind, by all means take the issue to your human resources department or representative. This is an especially useful step if you're having a difficult time even finding out why your vacation request was denied. Because sometimes your boss isn't available for a quiet word or even around very much at all.
A meeting with your HR representative should be able to clarify the situation. Chances are the issue may be as simple as not having filed your request correctly or, again, that the company is experiencing a pinch and needs all hands on deck. And having the situation explained can help you resolve it. HR will facilitate the discussion you and your boss need to have in order for both of you to get what you want.
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This article reflects the views of the author and not necessarily those of Fairygodboss.
What advice do you have for someone who has been denied PTO? Share your experiences and tips in the comments to help other Fairygodboss members.
FAQs
The first and most practical action you can take is to speak directly with your supervisor. The goal of this conversation should be to understand why the request was denied and what, if anything, you can do to have it approved. It can help to think of this conversation as a negotiation.
What to do if boss denied PTO request? ›
The first and most practical action you can take is to speak directly with your supervisor. The goal of this conversation should be to understand why the request was denied and what, if anything, you can do to have it approved. It can help to think of this conversation as a negotiation.
Can my boss not let me use my PTO? ›
Yes, your employer has the right to manage its vacation pay responsibilities, and one of the ways it can do this is by controlling when vacation can be taken and the amount of vacation that may be taken at any particular time.
How long does an employer have to respond to a PTO request? ›
The employer shall respond to the leave request as soon as practicable and in any event no later than five business days after receiving the employee's request. The employer shall attempt to respond to the leave request before the date the leave is due to begin.
How do I ask my boss to approve PTO? ›
It's best to make your request for time off in writing either through email, a formal letter, or your company's human capital management (HCM) software such as Workday. Ensure you include the dates you will be absent, the reason for your time off (if necessary), and any relevant details.
Can approved PTO be Cancelled? ›
The only valid reasons for canceling vacation time are for staffing emergencies that were unavoidable, or to meet a deadline or quota.
How do you handle PTO requests? ›
8 Expert Tips For Handling Time-Off Requests
- Define The Rules Of Time-Off Requests. ...
- Establish A Policy For Overlapping Requests. ...
- Make A Form That Everyone Should Use. ...
- Make It Easy For Employees To Submit Their Request. ...
- Keep All Your Time-Off Requests In One Place. ...
- Plan For Emergencies.
It is always a good practice to go on leaves with your manager's approval. In cases if he doesn't approve it, then the situation completely depends upon your rapport with your manager. On the first go, try hard to convince him. But if he is not ready to do so in any case, that's still your paid leave.
Do I have to answer my boss on my day off? ›
So to summarize, yes, your boss can fire you for not answering your phone on your day off. Some employers are respectful of employees' time off. Others may abuse at-will employment laws and harass you consistently on your days off. In fact, they may consider it part of your job.
Are you allowed to use PTO whenever you want? ›
So, always double-check your employment contract. However, you should generally be able to use PTO whenever you want, given that you got approval from your supervisor. Your days off may not be approved if that period is particularly busy or another coworker is off work at the same time.
Two weeks' notice might be all that's needed for a couple days off, while a longer vacation may require advance notice of a few months. However you decide to do it, make sure you communicate your requirements clearly.
What is the time off request policy? ›
A time off request policy is a section within an organization's employee handbook that covers the guidelines for employees asking for paid or unpaid leave from work. An effective time off request policy should clearly detail a company's rules when it comes to requesting time off.
How to handle overlapping PTO requests? ›
Eliminate the Headaches Caused by Overlapping Vacation Requests
- Clarify Policy Instructions. Take time to review your policies and the protocol for making a request. ...
- Make Requests via the Company Calendar. ...
- Utilize Overlapping Request Settings. ...
- Automate a Transparent Process.
Occasionally, denying PTO requests becomes an unavoidable decision. While legally, employers can deny vacation requests, compliance with laws like the FMLA is non-negotiable. These scenarios require careful navigation to ensure legal obligations are met.
Are bosses allowed to ask why you're using PTO? ›
Employers can ask why an employee is asking for time off. In fact, that question is pretty common on a standard Time Off Request or when requesting an extended Leave of Absence. However, an employee generally does not have to answer the question if they do not want to.
Who approves PTO? ›
When an employee submits a paid time off (PTO) request, they are sent to the company admin(s) and managers (if applicable) for approval. PTO requests can also be approved from the Payroll approvals tab for employees paid via Remote Payroll.
Do you have to ask permission for PTO? ›
Employers often require you to request time off in advance. However, certain steps should be taken to both get permission and remain in good favor with your supervisor.
Why do companies force you to take PTO? ›
Forced vacations can be implemented for several reasons, often rooted in an employer's operational needs. For instance, during periods of low business activity, companies might opt for forced shutdowns to minimize costs, mandating employees to use vacation time instead of laying off staff.
Can you use PTO during 2 week notice? ›
Can I Use PTO During My Two Weeks Notice? It depends — but this is usually frowned upon by most employers. Some employers may even have policies saying “no” to requesting PTO after you've put in your notice. Without a policy like this, it could be easy for employees to abuse the system.
