If you're a manager, use this article to learn how to manage employee time off requests and view their current time off balance.
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Managers with the required permissions can approve, edit, or decline their team's time off requests in their Gusto account.
- If you do not see the "Time Off" section, you may not have the required permissions. Reach out to your payroll admin for help.
Once an employee submits a time off request, you'll get an email notification as their assigned manager. A reminder will also appear as a sticky note on your Home page.
Important: Managers do not have the ability to add employees in a time off policy, or update their accrued time off or time off balance.
If you're an employee, head to this article to learn how to request time off.
View employee time off requests and balances as a manager Keep in mind, our system does not send time off requests to managers if the employee requesting the time off is also an admin on the account.
- Sign in to Gusto.
- Click the Time off tab.
- Scroll to the "My Team's Time Off" tile and click Manage Requests.
- View your assigned employee's requests for vacation and sick time.
- To Review: Requested time off that has not yet been approved or declined.
- Approved: Approved time off that has not yet been paid (payroll has not yet been processed for all requested dates).
- Paid: Approved time off that has been paid (payroll has already been processed for all requested dates).
- Declined: Requested time off that has been declined.
- Click View next to the request to see the employee's current time off balance.
Approve time off requests as a manager There are a few ways you can approve a time off request. You can either click the notification on your dashboard, or follow the steps below.
From the Time off section
- Sign in to Gusto.
- Click the Time off section.
- Under My Team's Time Off, click Manage Requests.
- Under "To Review", click View next to see the request and the employee's current time off balance.
- Add a note (optional).
- Click Approve.
From the employee's page
- Sign in to Gusto.
- Click the People section.
- Select the employee requesting time off.
- Click the Time off tab.
- Under the "Time off requests" section, click View next to see the request and the employee's current time off balance.
- Click Approve.
Your employee will be emailed once the request has been approved. Approved time off hours will be processed in payroll, and the employee's available time off balance will be updated.
Edit time off requests as a manager There are a few ways you can edit a time off request—follow the steps below.
From the Time off section
- Sign in to Gusto.
- Click the Time off section.
- Under My Team's Time Off, click Manage Requests.
- Under "To Review", click View next to see the request and the employee's current time off balance.
- Add a note (optional).
- Next to the request time, click Edit.
- Make any edits and click Save.
From the employee's page
- Sign in to Gusto.
- Click the People section.
- Select the employee requesting time off.
- Click the Time off tab.
- Under the "Time off requests" section, click View next to see the request and the employee's current time off balance.
- Next to the request time, click Edit.
- Make any edits and click Save.
Decline time off requests as a manager Once your employee submits a time off request, you'll receive an email notification as their assigned manager. There are a few ways to decline a time off request—follow the steps below.
Note: Declining a portion of the request is not supported—you'll need to decline the full request and ask the employee to submit 2 separate requests.
From the Time off section
- Sign in to Gusto.
- Click the Time off section.
- Under My Team's Time Off, click Manage Requests.
- Under "To Review", click View next to see the request and the employee's current time off balance.
- Add a note (optional).
- Click Decline.
- Your employee will be emailed once the request has been declined.
From the employee's page
- Sign in to Gusto.
- Click the People section.
- Select the employee requesting time off.
- Click the Time off tab.
- Under the "Time off requests" section, click View next to see the request and the employee's current time off balance.
- Click Decline.
- Your employee will be emailed once the request has been declined.
Decline previously approved requests
You can also decline a previously approved request if the applicable payroll has not yet processed.
- Sign in to Gusto.
- Click the Time off tab
- Under My Team's Time Off, click Manage Requests.
- Under Approved, click the request.
- Click Decline approved request.
- Add a note to your employee about why you're declining their request.
- Click Decline.
Record time off on behalf of your team Time off can only be recorded for future dates, not for a payroll that has been already run.
- Sign in to Gusto.
- Click the Time off tab.
- Below the "My Team’s Time Off" tile, click Manage Requests.
- Click Record Employee Time Off.
- Enter the time off details.
- Click Record Time Off to save.
When you’re done, the time off will be automatically approved and the employee will get an email letting them know that you’ve added this on their behalf. All approved requests will appear in the Time Off Tracker.
