Request Time Off

Banner at the top of the Help Center article showing package availability for this feature: Core, Pro, and Elite.

How do I request time off?

Purpose: This help guide will show you how to request time off in BambooHR. 

Table of Contents

Do you prefer hands-on learning? Our interactive guides will guide you through different aspects of your BambooHR experience. We have an interactive guide specifically designed to show you how to request time off. You can use the link below to access this guide. All you need to do is modify the "REPLACEME" with your BambooHR subdomain, and you can get started!

https://REPLACEME.bamboohr.com/home?pendo=vcHD2uFLA7ncFIalCM28xP_Y2-c&step=lRK5wwL9uGHsxObXz_DNNWumMGs

Watch this video to see how to request time off on the mobile app:

Home

Screenshot of the Home page in BambooHR showing the Time Off widget. The widget displays available balances for different time off categories (for example, sick and vacation hours) and includes a Request Time Off button. This demonstrates how employees can view current balances and start a request directly from the home screen.

Navigate Home to click Request Time Off in the Time Off widget.

Request time off

Screenshot of the Request Time Off form where employees enter details for their request. Numbered annotations highlight each field: (1) enter start and end dates, (2) select a time off category, (3) enter the number of hours per day (or the number of days if a time off category is tracked in days instead of hours) (4) add a note, (5) review the future balance panel showing remaining hours across categories, and (6) submit using the Send Request button. This shows the full workflow for completing and sending a time off request in BambooHR.
  1. Enter the date(s) of your time off request.
  2. Select a time off category.
  3. Enter an amount of time off. The amount will default to the default number of hours per day or one day if you track a time off category in days instead of hours. If a time off request is during a company holiday, the amount will automatically default to zero for that day.
  4. Enter a note regarding the request.
  5. The future balance list shows your balance amount for each time off category upon the first day of your request. Click the calendar icon to change the date to see your future balance as of a different date.
  6. Send your request for approval.

Click here to learn more about what happens to a request once you submit it.

Expand or collapse content Negative balance warning
Example of a warning message on the employee's Time Off tab showing a negative balance (e.g., “-21 days”) for a time off category. The warning appears when the requested time off exceeds the available balance, alerting the employee and helping prevent overuse of time off.

A warning will display if you attempt to request time off that will result in a negative balance. A warning will let you know what your available balance will be on the request's date and the result of a negative balance if you continue with the request.

Expand or collapse content What if my time off request spans over two calendar years?

The balance that you see on the Time Off tab is a running balance. It does not necessarily pertain to only one year. It looks at the estimated balances and totals at any given point in time. When you request time off before you accrued additional time off, it tells you that you will have a negative balance.

If your time off accruals begin yearly on January 1st and you request time off that spans the new year, it will give you a negative amount for your balance. However, the number subtracts from your balance when you accrue new time off on January 1st. Therefore, if you use all of your allotted time off in the current year, you will have a negative balance until you receive a new accrual.

Time off requests that span over the new year are broken down into the accrual preview and time off calculator. There is a line that shows the total time off taken before the new year, and another line shows the total taken after the new year or carryover date.  In the example below, Charlotte has requested 24 hours of Vacation time off from 12/30/2021 to 01/01/2022. The amount used in the year 2021 has its own line, and the remaining 8 hours used in the new year are also documented.

Screenshot of the Calculate Time Off view showing a projected balance as of a chosen date, with an accrual activity list displayed below. The preview reflects how BambooHR calculates available hours around carryover dates, with details showing when carryover was applied or lost and when new accruals were added.

Negative carryover

BambooHR tracks a carryover into the new calendar year. On the first day of the request, the system will subtract the amount from before the carryover date. Then, the carryover subtraction will have its own line of history. Finally, the system will subtract the remaining amount spanning from the carryover date to the end of the request. 

Screenshot of the Time Off History table showing detailed balance changes for a specific time off category. Numbered annotations highlight (1) the starting balance before the request, (2) the subtraction of requested hours within the previous year, (3) the balance reflecting negative carryover into the new year (hours lost that exceeded the carryover allowance), (4) the subtraction of requested hours within the new year, and (5) the updated balance once new accrual hours are applied. This illustrates how BambooHR documents each step in the balance adjustment process for transparency.
  1. Balance before the request.
  2. Balance subtraction of the requested amount that falls within the previous year.
  3. Balance with the negative carryover from the previous year.
  4. Balance subtraction of the requested amount that falls within the new year.
  5. Balance with the new accrual.