Leave Policy: Leave Request Procedure

Jun 13, 2017
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Practice Note

It is recommended that all leave requests, and decisions on leave requests, be made in writing to minimize or defend against claims of unlawful discrimination or other mismanagement in the administration of leave. This sample is a generic policy used to initiate requests for all types of leave. In cases where further documentation is needed to support a request (e.g., family and medical leave, military family leave), systems should be in place to ensure that the initial request triggers whatever further steps may be necessary before leave can be approved.


All leave must be documented by using the Leave Request form. Before requesting paid leave, employees must confirm that the leave to be requested is available by checking the leave balances on their most current pay voucher or through the employee self-service system.

To assist with scheduling and operational requirements, all foreseeable leave must be requested at least two weeks prior to the requested leave date. If the leave is unforeseeable, the leave form should be completed and submitted to the supervisor as soon as the employee returns.

The employee must complete the Leave Request form indicating the type of leave to be taken (e.g., vacation, sick, military, jury duty, Family and Medical Leave Act, leave without pay), the dates of the leave and the total hours to be taken from the designated leave category. The completed form is submitted to the immediate supervisor for approval.

The supervisor independently verifies whether the employee has the leave available before approving a request for paid leave. Once confirmed, the supervisor returns a copy of the approved Leave Request form to the employee, keeps one copy for his or her records and submits a copy to payroll. If the leave is not approved, the supervisor returns a copy of the form to the employee stating the reason the leave was not approved.

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