Q. "Can we deny vacation requests?"
Answer:
In general, yes. Organizations are not legally mandated to give vacation time, and therefore have a lot more flexibility in how they handle vacation requests as opposed to sick days. Here are 3 things to consider when denying a vacation request:
Have and document a legitimate reason. Some examples include a key time of year (i.e., Easter or Christmas), other employees already out, or limited coverage during that time.
Be consistent (in both denial and approval) so as not to appear discriminatory or “unfair”. We recommend laying out a clear policy for how vacation requests will be handled (i.e., "first come, first serve") and ensuring you follow it.
Take special consideration before denying a request due to a health issue or taking care of someone with a health issue as it may raise disability discrimination issues.
Stay focused on the fact that rejecting their request isn’t something you want to do—it's something you must do. State the reason you couldn’t approve the request and work with the employee to find an alternative time they can take off.
When you really must deny a request, do so carefully, as it will undoubtedly hurt morale. It’s important to show empathy in these situations. You never know what someone has going on in their life.