{"id":28833,"date":"2022-07-12T13:09:18","date_gmt":"2022-07-12T13:09:18","guid":{"rendered":"https:\/\/www.process.st\/templates\/pto-time-off-request-workflow-copy\/"},"modified":"2024-02-29T05:14:31","modified_gmt":"2024-02-29T05:14:31","slug":"pto-time-off-request-workflow-copy","status":"publish","type":"post","link":"https:\/\/www.process.st\/templates\/pto-time-off-request-workflow-copy\/","title":{"rendered":"PTO\/Time-Off Request Workflow"},"content":{"rendered":"<section id=\"introduction\">\n<h2>Introduction:<\/h2>\n<div class=\"image-content\">\n<figure> <a href=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/nNnbZaWrTKwcJaReekxIRQ.png\" alt=\"Introduction:\" target=\"_blank\" rel=\"noopener\"> <img decoding=\"async\" loading=\"lazy\" src=\"https:\/\/www.process.st\/templates\/wp-content\/uploads\/2024\/02\/nNnbZaWrTKwcJaReekxIRQ.png\"> <\/a><br \/>\n  <\/figure>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Welcome to your personal <strong>PTO workflow<\/strong>.<\/p>\n<p><strong>You<\/strong> can quickly <strong>request<\/strong> a <strong>vacation<\/strong> or <strong>personal days off<\/strong> you'd like to take. You may also <strong>request backup<\/strong> coverage for any <strong>support shifts<\/strong>.<\/p>\n<p class=\"style-warning\">Once you <strong>apply<\/strong> for <strong>PTO<\/strong>, your <strong>manager<\/strong> will <strong>approve<\/strong> the request <strong>or let you know<\/strong> why it <strong>won't work<\/strong>.<\/p>\n<p>As you know, the <strong>company<\/strong> has an <strong>unlimited vacation policy<\/strong>. Now that we've said that, you're probably already thinking about the beach!<\/p>\n<p>If you'd like to know <strong>how much vacation<\/strong> time is <strong>standard<\/strong>, most <strong>employees<\/strong> take <strong>between 15 and 20 days<\/strong> off. This total does <strong>not include<\/strong> <strong>local<\/strong> holidays, <strong>sick<\/strong>, or <strong>personal<\/strong> days.&nbsp;<\/p>\n<p>Remember that we need you to take time off! We want you to come back to work refreshed and relaxed. We also know you deserve it.<\/p>\n<p>Here is what this workflow is for:<\/p>\n<p><strong>Local holidays: <\/strong>We'll figure out a better way to deal with them soon.<\/p>\n<p><strong>Personal time: <\/strong>Appointments, kid's events, etc.&nbsp;<\/p>\n<p><strong>Vacation time:<\/strong> Don't forget to include travel days.<\/p>\n<p><strong>Partial days off<\/strong>: For any of the above.<\/p>\n<p><strong>What this workflow is not for<\/strong>:<\/p>\n<ol>\n<li>When you travel for work.&nbsp;<\/li>\n<li>When you're going to be working from a different location.&nbsp;<\/li>\n<\/ol>\n<p><strong>When to put in your request<\/strong><\/p>\n<p>The <strong>sooner<\/strong> you apply, the <strong>better<\/strong>. However, there are some suggestions we'd like you to follow:<\/p>\n<ul>\n<li>Please <strong>give two weeks' notice<\/strong> when requesting time off<\/li>\n<li>If taking <strong>more than a week<\/strong>, please provide a <strong>month's notice<\/strong><\/li>\n<\/ul>\n<p>Our <strong>guidelines<\/strong> are to <strong>ensure<\/strong> we have <strong>coverage<\/strong> when employees take time off. Your help in <strong>giving reasonable notice<\/strong> will provide the rest of the team with the <strong>flexibility<\/strong> to take <strong>time off<\/strong> when they need it.<\/p>\n<p>However, if you need to take time off with <strong>less notice<\/strong> due to a <strong>personal issue<\/strong>, your manager will <strong>try<\/strong> to <strong>accommodate<\/strong> your request <strong>if<\/strong> they <strong>can make it work<\/strong>.<\/p>\n<p class=\"style-success\">This template is <strong>maintained<\/strong> by <strong>human resources<\/strong> and was <strong>designed in<\/strong> <a href=\"https:\/\/www.process.st\" rel=\"nofollow noopener\" target=\"_blank\">Process Street<\/a>.<\/p>\n<p class=\"style-blockquote\">\u201c<em>Good luck is a residue of preparation<\/em>.\u201d \u2013 <strong>Jack Youngblood<\/strong><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"request-your-dates\">\n<h2>Request your dates<\/h2>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Your name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Your manager\u2019s name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\"> <label> Start date: The first day you\u2019ll be out of work <\/label> <\/p>\n<div class=\"date-container\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"date-field-content form-field-content\">\n<div class=\"form-group\"> <label> End date: The last day you\u2019ll be out of work <\/label> <\/p>\n<div class=\"date-container\"> <button type=\"button\" disabled class=\"btn btn-default\"> <i class=\"fa fa-calendar btn-icon\"><\/i> Date will be set here <\/button>\n   <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p class=\"style-info\">In the<strong> field below<\/strong>, we'd like to know <strong>how many working hours<\/strong> you'll be <strong>away from work<\/strong>. It doesn't have to be exact, but this will <strong>help human resources<\/strong> better <strong>track<\/strong> our <strong>time-off<\/strong> use.&nbsp;<\/p>\n<p>One work day = 8 hours.<\/p>\n<p>So, for example, if I'm going to be out Wednesday through EOD Monday, I'd put in 32 hours because that's four working days.<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> The number of working hours you'll be away from work? <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\"> <label> Is the time at least two weeks from now? (Or four if taking a week or more?) <\/label> <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p class=\"style-blockquote\">\u201c<em>For every minute spent organizing, an hour is earned<\/em>.\u201d \u2013 <strong>Anonymous<\/strong><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"give-a-reason-for-short-notice\">\n<h2>Give a reason for short notice<\/h2>\n<div class=\"text-content\">\n<p class=\"style-warning\">If it\u2019s to rob a bank or anything more adventurous, please keep that to yourself.<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Please provide a few details as to why the request is shorter than usual: <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p class=\"style-blockquote\">\u201c<em>Isn\u2019t it amazing how much stuff we get done the day before vacation?<\/em>\u201d \u2013 <strong>Zig Ziglar<\/strong><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"details-and-backup-coverage\">\n<h2>Details and backup coverage<\/h2>\n<div class=\"text-content\">\n<p>What's your <strong>reason<\/strong> for <strong>requesting PTO<\/strong>?<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> If you're uncomfortable sharing, it's OK to say it's personal: <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p class=\"style-warning\">Use the <strong>comments box<\/strong> below to <strong>advise<\/strong> if you'll only be out for a <strong>half-day<\/strong> or if there's&nbsp;<strong>anything else<\/strong> you want your <strong>manager to know<\/strong>:<\/p>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Comments box <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"select-field-content form-field-content\">\n<div class=\"form-group\"> <label> Are you assigned a support shift during this period? <\/label> <select disabled class=\"form-control\"><option value=\"An option will be selected here\">An option will be selected here<\/option><\/select>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p class=\"style-blockquote\">\u201c<em>The person who receives the most favors is the one who knows how to return them<\/em>.\u201d \u2013 <strong>Publilius Syrus<\/strong><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"who-will-be-covering-your-support-shift\">\n<h2>Who will be covering your support shift?<\/h2>\n<div class=\"text-content\">\n<p class=\"style-danger\">Please give <strong>details<\/strong> of the <strong>person covering<\/strong> for you below:<\/p>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Employee\u2019s name <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"text-field-content form-field-content\">\n<div class=\"form-group\"> <label> Employee\u2019s department <\/label><br \/>\n   <input type=\"text\" placeholder=\"Something will be typed here...\" disabled class=\"form-control\">\n  <\/div>\n<\/p><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Employee\u2019s contact details if needed <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p class=\"style-blockquote\">\"<em>It is literally true that you can succeed best and quickest by helping others to succeed<\/em>.\" \u2013 <strong>Napoleon Hill<\/strong><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"approval\">\n<h2>Approval: <\/h2>\n<div class=\"approval-content\">\n<div class=\"header\">\n<div class=\"list-title\">\n    Will be submitted for approval:\n   <\/div>\n<\/p><\/div>\n<div class=\"approval-rule-subject-tasks-list\">\n<ul class=\"list\">\n<li>\n<div class=\"approval-rule-subject-tasks-list-item\">\n<div class=\"item\">\n<div class=\"container\"> <span class=\"title\">Request your dates<\/span> <\/p>\n<div class=\"body\">\n         Will be submitted\n        <\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/p><\/div>\n<\/li>\n<\/ul><\/div>\n<\/p><\/div>\n<\/section>\n<section id=\"approval-notice-and-status-update\">\n<h2>Approval notice and status update<\/h2>\n<div class=\"text-content\">\n<p class=\"style-danger\"><strong>Stop<\/strong> here if you <strong>didn't get an approval<\/strong> notice email yet (probably because you just submitted your request).&nbsp;<\/p>\n<p><strong>Sit tight<\/strong>, and <strong>ignore everything below<\/strong> for now \u2013 you'll get a notice as soon as your manager responds to your request.&nbsp;<\/p>\n<p class=\"style-success\">If you <strong>DID get an approval notice<\/strong>:&nbsp;<\/p>\n<p>Your <strong>manager<\/strong> has <strong>approved<\/strong> your <strong>time off<\/strong> request!<\/p>\n<p>Here are the <strong>dates<\/strong> when you'll be <strong>away from work<\/strong>:<\/p>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>From: {{form.Start_date:_The_first_day_you\u2019ll_be_out_of_work}} \u2013 the first day you'll be out of work<\/p>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>End date: {{form.End_date:_The_last_day_you\u2019ll_be_out_of_work}} \u2013 the last day you'll be out of work.<\/p>\n<\/p><\/div>\n<div class=\"text-content\">\n<p><strong>Now let's update your status so everyone knows when you're not around.<\/strong><\/p>\n<p>It's important to let your teammates and others know when they shouldn't bother you, so you'll need to update a few things:<\/p>\n<p style=\"padding-left: 40px;\">1.<strong> Update your Google Calendar to show you'll be out of the office: <\/strong>You don't want folks booking time when you're out, so block the time on Google Calendar as an Out of Office event for the relevant days.<\/p>\n<p><strong>YOUR TEAM: <\/strong>Please update the relevant Team Time Off Calendar with your Out of Office schedule.<\/p>\n<p><strong>YOUR MANAGER: <\/strong>Please update the relevant Time Off Calendar, that you share with your manager, with your Out of Office schedule.<\/p>\n<p style=\"padding-left: 40px;\">2.<strong> Schedule an out-of-office auto-reply for Gmail: <\/strong>Please update your Gmail with the dates you'll be gone and a message indicating who can answer questions while you're away.<\/p>\n<p style=\"padding-left: 40px;\">3. <strong>The last thing you'll need to do is to set your Slack status to \"Vacation\" or \"Out of Office.\" <\/strong>But, you can't do that in advance unless you take off tomorrow (or the next business day).&nbsp;<\/p>\n<p>Remember to make a note or reminder to <strong>update<\/strong> your <strong>status before<\/strong> you <strong>take off<\/strong>. It would help if you made the <strong>status indicate<\/strong> the <strong>dates<\/strong> you'd be <strong>gone<\/strong> and <strong>who<\/strong> can <strong>answer questions<\/strong> for you <strong>while you're away<\/strong>. For example:<\/p>\n<p><strong>OOO \/ January 19 \/ reach out to @EddyPoe with questions.<\/strong><\/p>\n<p>To change your status in Slack, click your name in the upper left corner, and then pick \"Set a status.\"<\/p>\n<\/p><\/div>\n<div class=\"text-content\">\n<p class=\"style-warning\"><strong>Communication Tasks<\/strong><\/p>\n<\/p><\/div>\n<div class=\"multi-select-content form-field-content\">\n<ul class=\"items\">\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       1\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      I updated my calendar to show me out of the office.\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       2\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      I scheduled my Gmail auto-reply.\n    <\/div>\n<\/li>\n<li class=\"item\">\n<div class=\"step-number-container\">\n<div class=\"step-number\">\n       3\n     <\/div>\n<\/p><\/div>\n<div class=\"step-checkbox-container\">\n<div class=\"step-checkbox\"><\/div>\n<\/p><\/div>\n<div class=\"item-name-static\">\n      I made a note or set a reminder to update slack right before I go.\n    <\/div>\n<\/li>\n<\/ul><\/div>\n<div class=\"textarea-field-content form-field-content\">\n<div class=\"form-group\"> <label> Anything else you need us to know before you go? <\/label> <textarea placeholder=\"Something will be typed here...\" rows=\"3\" disabled class=\"form-control\"><\/textarea>\n  <\/div>\n<\/p><\/div>\n<div class=\"text-content\">\n<p>Okay, you're all set! We hope your time away is relaxing. Or fulfilling. Refreshing is good too, sometimes? Okay, so it's none of our business.<\/p>\n<p><strong>We'll miss you, but we'll be here when you return!<\/strong><\/p>\n<p class=\"style-blockquote\">\u201c<em>For those of us who live in a sunny and hot desert, a cloudy day is sometimes all we need to clear our minds<\/em>.\u201d \u2013 <strong>Rodolfo Peon<\/strong><\/p>\n<\/p><\/div>\n<\/section>\n<section id=\"relevant-checklists\">\n<h2>Relevant checklists:<\/h2>\n<div class=\"text-content\">\n<ul>\n<li><a href=\"https:\/\/www.process.st\/templates\/leave-of-absence-copy\/\" rel=\"nofollow noopener\" target=\"_blank\">Leave of Absence workflow template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/holiday-leave-application-4\/\" rel=\"nofollow noopener\" target=\"_blank\">Holiday Leave Application workflow template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/taking-a-phone-message-checklist\/\" rel=\"nofollow noopener\" target=\"_blank\">Taking a Phone Message Checklist template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/critical-incident-stress-management\/\" rel=\"nofollow noopener\" target=\"_blank\">Critical Incident Stress Management Checklist template<\/a><\/li>\n<li><a href=\"https:\/\/www.process.st\/templates\/employee-parental-leave-request-preparation-workflow\/\" rel=\"nofollow noopener\" target=\"_blank\">Employee Parental Leave Request &amp; Preparation Workflow template<\/a><\/li>\n<\/ul><\/div>\n<\/section>\n","protected":false},"excerpt":{"rendered":"<p>Introduction: Welcome to your personal PTO workflow. You can quickly request a vacation or personal days off you'd like to take. You may also request backup coverage for any support shifts. Once you apply for PTO, your manager will approve the request or let you know why it won't work. 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