It’s Summertime Somewhere: Policies Help with Vacation Woes

Kris L. Pearce, CPA

It may be snowing outside but everyone is thinking ahead to summertime and that coveted vacation time.  I know I’m ready! 

For many businesses, professional services firms, physician offices and not-for-profits, this can create issues when several staff members want to take vacations at the same time.  By taking a few simple steps, many of these problems can be alleviated.

First and foremost, institute a standardized policy that describes the steps to take when requesting vacation.  Make sure the policy is specific such as “request must be received at least two week in advance”.  It can also state that requests are honored on a first come first serve basis.

If requests are received that don’t follow the stated policy, it is important to decide how to handle them.  If you do decide to override the written policy, be aware of the consequences this will have on other employees.  In essence, you are setting the expectation.

Another item that can be used to alleviate problems is a calendar in the employee lounge or other accessible area.  Post on this calendar all vacation days once they have been approved.  Employees will already know if they will be able to take off certain days before they fill out a request form. 

The easiest way to avoid pitfalls with vacation scheduling is to have a published policy that is followed on a consistent basis.  Make sure the policy is stated clearly in the employee manual.  Most importantly, communicate the policy to all members of the practice so the expectation is set.  After all this work, you deserve a vacation!