This feature is only available on Plus and Premium plans—if you don't see the ability to set up time off requests, upgrade your plan.
After enrolling your employees in a time off policy, you can enable time off requests to allow your employees to submit time off requests through their Gusto accounts.
If you're a manager, head to this article to learn how to view and manage time off requests. If you're an employee, head to this article to learn how to request time off via a computer, or our mobile app.
Keep in mind, our system doesn't send time off requests to managers if the employee requesting the time off is also an admin on the account.
We'll immediately send an email notification to your employees that they can start making time off requests.
Once an employee makes a request, you can view, approve, or decline the requests and assign managers to your employees to manage time off requests as well.
Once you've set up paid time off requests, manage and view all employee requests within your Gusto account.
Admins will receive notification of employee's time off requests, unless a manager is assigned to an employee. Once a manager is assigned, Admins will no longer receive notifications of time off requests, but they can still manage them from the Time Off tab.
Approved requests will appear in the Time Off Tracker.
Once an employee submits a time off request, payroll administrators will receive an email notification. A reminder will also appear as a sticky note on the Home page.
Heads up–administrators listed as 'external accountants' in Gusto will not receive these notifications. If you'd like them to begin receiving emails, please contact us from the Help section of your account to request the removal of the user's role type.
Your employee will be emailed once the request has been approved. Approved hours for upcoming payrolls will automatically populate with the requested amount in the Vacation & Sick Days screen. The employee's available time off balance will also automatically reduce for the amount that was approved.
If a payroll administrator submits a time off request, no email communication will be sent to any of the administrators on the account.
Declined requests can not be undone. If a request is denied in error, the employee will need to resubmit the request. Decline the request by following the steps below:
Your employee will be emailed once the request has been declined.
You can also decline a previously approved request if the applicable payroll has not yet processed.
Admins with the required permissions can follow the two ways to add time off for an employee:
Click Record Employee Time Off at the bottom of the page.
From the employee’s page, navigate to the Time Off tab and click Record [employee]’s Time Off.
Once you’ve started the process through one of these two methods, enter the time off details and 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.
If you’ve already processed payroll and have a pending time off request for the same work period, you can still record it or decline it.
If you manually added time off hours when running payroll that covered a time off request not yet approved, decline the time off request since you already incorporated these hours. No further action is needed.
If you still need to approve the time off request and record the time off, you can do so using an off-cycle payroll.
Once processed, a paystub will be generated for the time off.
You can edit an employee's time off balance at any time in your admin Gusto account. If you're not seeing the policy you need to edit, first check the employee has been added to the policy.
Once you edit the balance, the employee will be able to see the new hours available to them. If your company's time off policy is set up to accrue hours, the employee will continue to accrue hours as normal.
Note: The employee view of their balance might differ from the admin's view. An employee's current balance is the total amount of hours an employee has. The available balance is the remaining hours an employee has available–hours that have not yet been requested to be used.