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Preventing 5 Common Employees Vacation Tracking Problems!

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Problems with employees' vacation tracking

When the temperature rises, the vacation conflicts, or vacation loads heat up at the workplace. For HR management, the summer season can be the annual bickering period over prime holiday time slots. This is because too many employees opt for leave at the same time, which generally creates havoc and employees vacation tracking problems.

Multiple time-off requests and scheduling the leaves can be a massive headache for all HR managers. Even though it may not be a challenging part of the job as you can manage these using PTO tracking software, but this is certainly close to the top of the list. Employees have the right to take leave as they need a break. And for a business, it is important to keep everyone happy without affecting the business task. Well, this can be a herculean task.

Here one important question arises, that is, how to manage multiple vacation requests fairly when all the employees want their annual leave? What if you want them not to take their vacation during Christmas? And what is the best way to keep a good track of the vacation requests?

Suppose you want to have a good grip on managing employees’ vacations; you probably must be thinking over multiple questions in your mind. Well, there is nothing to worry about as now you can take the help of advanced technologies to manage such things. For example, a well-designed Time off app. But don’t consider this as the only solution. There are some other factors that you need to keep in mind.

Keep reading, and you will find different solutions to manage the employee’s vacation and avoid possible conflicts.

Do employers have to offer paid time off?

Well, there are no such federal laws that can say employers have to provide paid time off to the employees. But that doesn’t mean that the HR managers should take advantage of it. Remember that each state has its own PTO or employee’s vacation requirements that will determine whether the employers are bound to have a paid-off time or vacation policy or not. So, to prevent any issues in the future, it is important for the HR management of a company to understand the guidelines.

Even though it is not legally necessary, having a paid leave or vacation policy in place can be a good idea. Offering your staff, the flexibility to take off from work can greatly improve the overall workforce. For instance, offering vacation pay can help you attract as well as retain the best talents. Besides, by offering sick leave, you can keep your workplace healthy.

But it has been seen that sometimes employees take advantage of it and remain away from work for multiple days. Such things can affect the business’s overall performance. So, the employers should properly track the vacation requests using an Employee time off tracker and take the necessary steps.

Challenges in vacation or leave management

Employee engagement, as well as satisfaction, will play a crucial role in ascertaining the success of a company. Out of multiple factors that enhance employee engagement, the comfortable process of applying for leave and getting approval can bring significant results.

Without proper leave management, a company can be exposed to multiple adverse effects, for example, wrong time calculation, employee mismanagement, and more. But why do such issues arise in this process? Well, here are some reasons to consider.

  1. Knowingly not tracking the leaves or vacations

It has been seen that many HR managers knowingly decline to track some leave categories. This generally happens from a desire to be accommodating or benevolent. Sometimes, they find themselves in a difficult situation. After all, no one wants to lose the best employees. For instance, they don’t track:

  • Adoption related leaves
  • Pregnancy-related vacations
  • Intermittent leaves
  • Pre-surgery appointments

As per the experts, by not tracking such leaves, the employees could get marked for an attendance issue. But actually, it is the fault of the employer. So, it is advisable to use a professional leave tracker, such as Day off, and track every type of leave that your employees take.

Employees were not informed about the leave balance and leave policy.

It is a fact that the HR management of a company can receive hundreds of queries every week about the leave balance. However, this can consume a lot of time, and HR may not be able to focus on the core tasks.

Furthermore, employees have to wait for days to know the leave balance and to get access to their attendance details. Not getting timely updates on the latest vacation policy and other compliance problems can create a sense of dissatisfaction among the employees. So, how to deal with such issues? One of the easiest ways to do that is using a professional Vacation tracker. Such tools can automate everything related to the leave policy. For example, the app can send updates about the leaves to the employees. Besides, they can apply for their vacation and track it.

Line managers are not able to manage the staff leaves.

Some companies have reported that their line managers generally face difficulties in the process of managing their team members’ leaves. They were not able to:

  • Make an informed decision on whether to accept or reject the leave requests.
  • Get an insight into the team members’ availability in that particular time period.
  • Detect the employees’ leave requests pattern to understand whether the employees are taking advantage of the leave policy or not.

Is there any solution for this? How can the line managers make an informed decision? Well, a PTO tracker like Day off can be a helpful tool here. It offers a single platform from where you can get all the data about employees’ leave.

Payroll errors due to multiple undocumented leave transactions

As per the experts, paid time off can greatly affect the bottom line of a company. Some companies deal with inefficiency to manage the employee’s vacation transactions for every department. LWP- Leave Without Pay can lead to errors in the payroll if you are not tracking it properly. During a study, the expert found that some HR managers were unable to manage the transactional vacation load and lower the manual errors in deciding paid leaves and LWP taken by the staff. That led to a heavy financial burden in attendance, expense, and leave-related transactions.

HR managers don’t know the time.

Another situation when the employee vacation tracking can be very problematic is when the HR or employer doesn’t know about the staff’s need for leave until it turns into a huge problem.

For instance, let’s look at a company (hypothetical) that has its employees in different locations. Samson, who is remote working, is repeatedly absent for backpain. Besides, he has surgery in October and another one in December. The manager then comes to HR and complains about the regular absence and suggests the HR to fire Samson. Well, for this, they will have to start the leaver process again. However, this can be a problematic situation on a different level. This is generally a problem for managers and training supervisors.

How to deal with the problems related to employees’ vacation tracking?

  1. Keeping track of the employee on leave

Vacations are important for the staff, and sometimes you can’t even refuse the leave request of an employee. Without proper leave management, it can be very difficult for the managers or HR to cope with the leave request. On the other hand, no one can track the leave for days manually. Besides, if the manpower is more, it can create confusion. In such cases, no matter how big the HR team is, the company should invest in a good employee leave tracker app. Such tools are designed to improve accuracy, and you can easily track all your employees’ holidays without any error.

Properly define the rules of the vacation or leave requests.

Clarity and transparency of the leave management process are crucial while dealing with multiple vacation requests. In fact, everyone, starting from management to employees, should understand the rules created to govern the leave requests.

By keeping the leave process clear and ensuring everyone understands it will help you run your business smoothly. Furthermore, by creating rules for leave requests, you show that you respect the employees. In general, the rules for leave requests should cover:

  • How do leave requests need to be submitted?
  • When can one request a leave?
  • When can’t staff request time off?
  • How far in advance should a leave request be made?
  • Set a deadline for leave requests

It is a fact that every industry has various high-intensity seasons where too much vacations can bring havoc for the business. For example, in a retail business, the requirement for manpower will increase during the winter holidays.

So, for those times, the company sets a deadline when the employees can send the leave requests. Besides, you can also set a particular time frame for the request. This will prevent employees from making leave requests. But what to do when there are a lot of time off requests? First of all, you need to use a Free vacation tracker to know how many requests you have received. After that, you can apply two commonly used methods to manage the request. These are:

Seniority- This can be the perfect method where there are multiple leave requests that, for different reasons, are conflicting as well as valid. It can discourage new staff as they will not get optimal leave requests because they have not been in the company for long enough. So, you should be flexible in this.

First-come-first-serve- Under this method, the employee who submits the request first will be granted the leave. That’s why you inform the staff about the deadline. You need to be a little flexible about this. Or else some employees may not be able to get leave as they failed to send their leave requests on time.

Track the previous leave requests

You should always keep track of the leave requests of your employees. Besides, you should know about when they make the time-off request, the reason, and the actual leave. Well, this may take time; by tracking the requests, you can identify the patterns. Furthermore, you will also have a better reason to reject the request of the employees who are asking for leave too often, showing the same reasons.

Based on how you are tracking the leave requests, you can even see if there are any staff who actually need time off. Perhaps, they really deserve a leave for a genuine reason. This is where you can use a Free time off tracker. The software can store all the employees’ leave requests on one platform and can show you the report whenever you want.

You should pay attention to the employees not taking leaves.

Some employees think that vacation is not a good thing and a good employee doesn’t take time off. Well, in such a situation, the managers should take time to discuss about the importance of leave, even if it is a few days off to relax. For many, time off is one type of loss. But as a leader or employer, you need to be observant of such conditions. If you think some employees are not taking time off, you should discuss about this with them. Tell them about the importance of taking a vacation and also try to know why they are not taking a leave.

Use an automated system for regulatory compliance.

Accurate vacation tracking is also crucial to meet multiple regulatory requirements. This is quite important for the companies that follow the Fair Labor Standards Act. Well, any tracking solution, like the Day off app, can make it easy to comply with the internal policies as well as the government regulations.

Some of the common causes of non-compliance are due to inadequate and inaccurate record keeping.  When you use an automated leave management system to track attendance and time, you can prevent errors. Besides, this will also help you in preventing costly litigation.

Being able to properly check as well as track attendance data in a centralized system offers great value to your company. Employees will be able to review the hours worked and can also check their remaining sick leave. These features will contribute to the staff members who readily adopt the attendance software.

On the other hand, employees will appreciate your efforts in making the leave request process easier for them, and they don’t have to contact HR to know about the leave policy.