Managing Time Off Requests and Approvals

Once time off types and policies are configured, employees can begin submitting leave requests. AccuArk tracks each request through a structured workflow that ensures proper manager oversight and accurate balance accounting.

Submitting a Time Off Request

Employees can submit a request from two locations: their own profile under My Profile > Time Off tab, or from the central Employees > Time Off > New Request page. Both paths open the same request form.

The request form includes the following fields:

After clicking Submit, the request status is set to Pending and the employee's manager receives a notification.

Manager Approval Workflow

Managers review incoming requests by navigating to Employees > Time Off > Pending Requests. This view displays all requests awaiting action, sorted by submission date.

If multi-level approval is configured for the organization, the request first routes to the employee's direct supervisor. Once the supervisor approves, it advances to the department head for final approval. Both approvers see the request in their Pending Requests queue.

Approve

Clicking Approve sets the request status to Approved and immediately deducts the requested days from the employee's available balance. The employee receives a notification confirming the approval.

Deny

Clicking Deny sets the request status to Denied. The manager must enter a reason for the denial before confirming. The employee's balance remains unchanged and they receive a notification with the denial reason.

Cancellations

Employee cancellation — Employees can cancel their own requests that are in Pending or Approved status, provided the start date has not yet passed. Cancelling an approved request restores the deducted days to the employee's available balance.

Manager cancellation — Managers can cancel an employee's approved request at any time by providing a reason. The balance is restored and the employee is notified of the cancellation along with the manager's stated reason.

Balance Tracking

AccuArk maintains a detailed breakdown of each employee's time off balance. The following components are tracked:

• Available — The current usable balance the employee can request against
• Used — Days that have been taken and are in the past
• Pending — Days reserved by approved or pending requests that have not yet occurred
• Accrued — The total amount earned during the current accrual period
• Carry-Over — Unused days rolled forward from the previous period
• Adjustment Hours — Manual additions or subtractions made by an administrator to correct balances or grant exceptions

The formula is: Available = Accrued + Carry-Over + Adjustment Hours - Used - Pending

Viewing Request History

The Time Off tab on each employee's profile displays a complete history of all requests. Each entry shows the type, dates, duration, and current status. Statuses are color coded for quick scanning:

• Pending — Orange
• Approved — Green
• Denied — Red
• Cancelled — Gray

Tips for Effective Time Off Management

• Set the Reports To field — Ensure every employee profile has the Reports To field populated with their direct supervisor. This is how AccuArk determines which manager receives the approval notification.
• Use Min Notice Days — Configure a minimum notice period on your time off types to prevent same-day or last-minute requests that disrupt scheduling.
• Review pending requests regularly — Stale pending requests create uncertainty for employees. Aim to approve or deny requests within two business days of submission.
• Communicate denial reasons clearly — When denying a request, provide a specific reason so the employee understands the decision and can resubmit for alternative dates if appropriate.