Before requesting time off, know how much you have available.
Viewing Your Balance
Step 1: Login to MyHTSpace Step 2: Click “Vacation” or “My Time” Step 3: You’ll see:
- Total PTO balance
- Vacation days used
- Vacation days available
- Sick days used
- Personal days available
- YTD accruals
Understanding Your Balance
PTO Days Remaining – How many days you can still take this year
YTD Used – How many days you’ve already taken year-to-date
Accrual Rate – How many days you earn per month/quarter
Carryover – Days you can carry to next year (if allowed)
How to Request Time Off
Step-by-Step Instructions
Step 1: Click “Request Time Off”
- Usually on dashboard or “Vacation” menu
- Click “New Request” or “Request Time Off”
Step 2: Select Start Date
- Calendar appears
- Click the first day you want off
- Date highlights
Step 3: Select End Date
- Click the last day you want off
- The range shows total days requested
- Verify it’s correct
Step 4: Select Request Type
- Vacation
- Sick Leave
- Personal Day
- Unpaid Time
- Choose the one that applies
Step 5: Add Optional Note
- “Doctor’s appointment”
- “Family event”
- “Personal matter”
- Helps manager understand
- Not required but helpful
Step 6: Review Request
- Check dates are correct
- Check type is correct
- Check balance (shows if you have enough days)
- Make sure note is good
Step 7: Submit Request
- Click “Submit” or “Request Time Off”
- You get confirmation message
- Manager gets notified automatically
Important: Approval Timeline
- Submitted: You send request
- Pending: Manager reviewing (usually 24-48 hours)
- Approved: You got the time off
- Denied: Manager said no
- Check MyHTSpace daily to see status
- Also check email for notifications
Request Types Explained
Vacation Days
What it is: Time off for holiday, relaxation, personal travel
How many: Depends on tenure and full/part-time status
- Year 1 full-time: Usually 15 days
- Year 3+: Usually 20+ days
- Part-time: Accrued based on hours
Request it: For trips, vacations, personal time
Sick Leave
What it is: Time off when you’re sick or have medical appointment
How many: Usually same bucket as vacation (PTO combines them)
Request it: Legitimate illness or medical reasons
Tip: Being vague is fine (“Not feeling well”) but “Doctor’s appointment” is also acceptable
Personal Days
What it is: Time for personal matters
How many: Varies (might be included in PTO or separate)
Request it:
- Kid’s school event
- Home repair appointment
- Personal appointment
- Family matter
Unpaid Time
What it is: Time off without pay
How many: Usually unlimited but needs approval
Use when: Out of paid time off but need time off anyway
Important: You don’t get paid, so use sparingly
Tips for Getting Your Request Approved
Submit Early
✅ Best: Request 2-4 weeks in advance
✅ Good: Request 1 week in advance
❌ Risky: Request less than 1 week in advance
❌ Probably denied: Same day or day before
Why: Managers need time to find coverage
Avoid Peak Times
Harder to get approved:
- Week of Thanksgiving
- Christmas to New Year
- Summer weekends
- Day after/before major holiday
- Peak shopping seasons
Easier to get approved:
- Mid-week
- Mid-month
- Off-season (Jan, July, Sept)
- Slow periods
Request Reasonable Amounts
❌ Too much: 3+ weeks consecutive
✅ Reasonable: 1-2 week blocks
✅ Better: 3-5 day requests
Why: Harder to find coverage for long periods
Include Good Reason
✅ Good reasons to note:
- Vacation/travel
- Family event
- Doctor appointment
- Personal matter
❌ Don’t include:
- Nothing (it’s okay to say personal)
- Excessive detail
- Complaints about work
Be Consistent
- Request on different days/times
- Don’t always request same days off
- Mix up vacation timing
- Shows you’re reasonable employee
Talk to Your Manager First
Optional but helpful:
- Ask your manager in person first
- Say: “I’d like to request X dates off”
- Let them give you heads up
- Then submit official request
- Likely to be approved
What Managers Look For
✅ Likely to approve:
- Early request (2+ weeks)
- Reasonable time period (1-2 weeks)
- Off-peak time
- Good coverage available
❌ Likely to deny:
- Last-minute request
- Too many days
- Peak season
- No coverage available
- Too many requests at once
After Your Request is Approved
Confirmation
You’ll receive:
- Email confirmation
- Update in MyHTSpace
- Status shows “Approved”
- Dates reserved for you
Before You Go
Do:
- Confirm with manager day before
- Prepare handoff of work
- Let team know you’re gone
- Set out-of-office email
- Save important work
Don’t:
- Just not show up
- Assume they remember
- Leave work unfinished
- Forget to tell someone
When You Return
- All good (you took your time off)
- Catch up on emails/messages
- See if anything changed
- Resume normal duties
FAQ’S
How far in advance should I request?
At least 2 weeks is ideal. 1 week is okay for short requests. Last-minute rarely gets approved.
Can my request be denied?
Yes, if manager can’t find coverage or it’s peak season. They should explain why if denied.
What if my request was denied?
- Ask manager why (might be coverage issue)
- Propose different dates
- Try again with different timing
- If unfair, contact HR
Can I change my request after submitting?
Usually yes before it’s approved. After approved, might need to cancel and resubmit.
What if I’m sick on a scheduled vacation day?
It usually counts as vacation (you used the day). Some companies might let you change it to sick day. Ask HR.
Do I lose unused PTO?
Depends on company policy. Some companies:
- Let you carry over to next year (with limit)
- Use it or lose it
- Pay you out if you leave
- Check your employee handbook
Can I carry over unused days?
Varies by company. Check your policy. Usually can carry over 5-10 days, rest are lost.
What’s a blackout date?
Time when requests are hard or impossible to approve:
- Week of Thanksgiving
- Christmas/New Year
- Major retail events
- Ask HR for your store’s dates
Can I take a sick day with no notice?
Usually yes for actual illness. Just call out or submit in MyHTSpace login ASAP.
How is PTO calculated for part-time?
Usually based on hours worked. Check your offer letter or ask HR.