Vacation Request And Approval Calendar
This policy establishes a standardized, auditable process for submitting, reviewing, approving, and calendaring vacation requests across all departments. It ensures equitable distribution of leave, operational continuity, and compliance with applicable employment standards.
The Vacation Request and Approval Calendar Policy provides a single source of truth for all planned employee absences. Every request must be submitted through the designated digital calendar system, reviewed by the direct supervisor for staffing impact, approved by Human Resources for accrual compliance, and published on the master calendar within two business days. Retroactive approvals are prohibited. The policy applies to all permanent employees who have completed their probationary period.
This policy applies to all full-time and part-time employees across all business units, shifts, and locations. Temporary contractors and seasonal workers are covered under separate agreements. Employees with outstanding performance improvement plans or active disciplinary suspensions must have their requests escalated to the HR Director before any approval. All vacation requests must comply with the minimum statutory leave requirements of the employee’s jurisdiction.
- All vacation requests must be submitted at least 30 calendar days in advance. Requests submitted less than 14 days prior require VP-level approval.
- Maximum consecutive vacation days is 15 business days unless otherwise approved by the Senior Director of Operations.
- Each department must maintain a minimum staffing level of 60% during any single week. Overlapping vacation requests that bring staffing below the threshold will be prioritized by seniority.
- Approval must be recorded in the digital calendar system with an official approval timestamp and reviewer signature. Verbal approvals are not valid.
- Vacation balances must be verified by HR before approval. Any request exceeding the employee’s accrued balance will be denied or partially approved unless the employee elects unpaid leave.
- Employee: Submits the vacation request through the official calendar system at least 30 days in advance, verifies accrual balance, and coordinates with teammates to minimize coverage gaps.
- Direct Supervisor: Reviews the request within 3 business days for operational impact, confirms shift coverage plan, and approves or escalates to HR.
- Human Resources: Validates accrual balance and compliance with statutory leave policies, maintains the master vacation calendar, and processes any necessary adjustments.
- VP / Director (if applicable): Approves late requests (submitted <14 days prior) and exceptions to maximum consecutive days policy.
- Payroll: Receives final approved calendar entries to ensure accurate pay for vacation taken.