Companies who observe paid time off policies for their employees and staff should be ready with the specific documents to identify the requestors and their corresponding leave schedules. Basically, a paid time off request form is one of the documents that companies can use for their employees.

Paid Time Off Request Form Sample

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What Is a Paid Time Off Request Forms?

A paid time off request form is a document which is to be used by employees and staff to inform the human resource or the management of the company about his intent to use his paid leave benefits. The form will indicate the type of employment leave to be requested, the number of leave credits which will be used, as well as the reason for the leave or the time off request. Moreover, the management can also state their decision as to whether or not to permit the employee in having his time off.

Manager Paid Time Off Request Scheduling Form

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Paid Time Off and Other Leave Request Form

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Essential Elements of Paid Time Off Request Forms

The first details to be incorporated into a paid time off request form would be the name and the logo of the company as well as the title of the form which should be emphasized on the header. Furthermore, the following sections which are also considered as the essential elements should also be in the form:

  • Requestor’s information: This is where the requesting employee can indicate his full name, his employee identification card number, and all other details which will aid in identifying him will be stated such as his job title and the department where he is assigned in. Moreover, the types of documents or supplemental forms which will prove and verify the employee’s reason for filing the paid time off request will also be specified in the form.
  • Time off information and schedule: The reason for the employee’s time off along with the date of his desired time off will be indicated in this portion of the form. A table can be used in this section as well which contains columns and rows for the data to be disclosed by the employee including the paid time off type and the total number of time off days.
  • Approval committee: Signature and comment areas for the employee’s manager or supervisor and the company’s human resource representative who records the leave and time off schedules must be placed in this section.

Paid Time Off Benefit Request Form

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Varieties of Paid Time Off Request Forms

Employee Paid Time Off Request Form – There are three sections to be filled out in this form variety. The first section is for the basic data of the employee such as his name, number, and location. The paid time off date, total hours of time off, the reason for the time off will have to be stated by the employee in the second section along with the management’s indication of whether the time off will be paid, unpaid, excused, or unexcused. And lastly, the third section will be for the signature of the employee and the supervisor. Moreover, if the intent of filing the form is to inform the management about a paid time off change request, then the employee mark the line incorporated in the form for indicating that a modification or change will be requested instead.

Employee Paid Time Off Request Form

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Paid Time Off and Extended Leave Request Form – This form is suitable to be used by employees who are filing a time off to render a military service or those who are required to leave for medical reasons. Aside from the common details of the employee to be disclosed in the form, the employee will also need to indicate the expected beginning date of his absence and the expected date of his return. In addition, details about the employee’s leave intent and whether or not he plans to use his remaining leave or time off credits after his military service as an extension will also have to be indicated in the form.

Paid Time Off and Extended Leave Request Form

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Paid Time Off Cash Out Request Form – Some companies offer a paid time off cash out option to their regular employees which would allow the employees to obtain a payment for the accrued paid leave or time off which had not been used. For this, a paid time off cash out request form will have to be filled out by the employee to inform the company of his decision in not using the paid time off rather obtain a payment instead. In this form, the employee must state the number of hours and the specific month of his paid time off credits that he wants to cash out. Then, the employee must affix his signature on the form and submit the completed document to the human resource department of the company who will be filling out the rest of the form for the date when the request was received and when the pay period was processed.

Paid Time Off Cash Out Request Form

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Why Are Paid Time Off Request Forms Important?

Paid time off request forms are important documents because it plays a huge role in the record-keeping aspect of a company. With this form, the company or the management will be able to determine who among their employees have been given approval to not report at work during specific days. In addition, paid time off request forms also aids in determining the amount to be paid by the company to an employee who has requested for cash out rather than using his leave and time off credits.

Part-Time Paid Sick Leave Request Form

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Personal Paid Time Off Request Form

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Another reason why a paid time off request form is important is that it serves as a tool for informing the employee about his responsibilities and obligations upon submitting the request and during the days of his leave. If the employee had concerns regarding his leave or time off, then he can disclose his concerns in the form which will allow the management in addressing a resolution. Nonetheless, a paid time off request form must first be verified by the company management, specifically by the employee’s supervisor and manager, to ensure that the employee is only indicating facts in the form and is still eligible for the leave or time off benefits.

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