hitchVA

Leave Application Procedure

Vacation Leave
Sick Leave

Vacation Leave

Application Procedure – For Requestors

  1. Communicate your leave plan with your client (or internal stakeholders if you don’t have a client) at least 10 working days prior to the start of the leave and obtain written approval (approval via WhatsApp will suffice).
  2. Notify your Team Lead about your leave application and:
    1. send proof of approval from your client or stakeholder(s);
    2. discuss a coverage plan while you are on leave; if this is not required, seek management confirmation.
  3. Fill in the Leave Application form and notify your Team Lead after you have submitted the request:HOW TO USE HITCHVA LEAVE FORM SYSTEM – For Employee
    Leave Form Link:
    hitchva.com/leaveform
  4. Await notification from your Team Lead on the status of your request.

Review Procedure – For Team Leads and other Approvers (HR/Payroll)

  1. Check your email on the leave application (HR/Admin/Payroll and Team Lead automatically receive an email on the leave request). If you do not receive an email, please notify Admin (Joan Crujido).
  2. Update the status of the Leave Request. Ensure that approval from the client or stakeholder(s) is given and a coverage plan is in place at least 5 working days before approving the leave. Absence of either the approval or a coverage plan (or management approval) is ground for rejection.
    HOW TO USE HITCHVA LEAVE FORM SYSTEM – For Employee
    Leave Form Link: hitchva.com/leaveform
  3. Inform the VA regarding the status of her/his leave request.

Sick Leave

Application Procedure – For Requestors

  1. Communicate your day off with your client (or internal stakeholders if you don’t have a client) and Team Lead and obtain written acknowledgement (acknowledgement via WhatsApp will suffice).
  2. Notify your Team Lead about your day off and send proof of acknowledgement from your client or stakeholder(s).
  3. When you have obtained a medical certificate, fill in the Leave Application form and notify your Team Lead after you have submitted the form. Do not submit the form if there is no medical certificate attachment as the leave will only be rejected.

    HOW TO USE HITCHVA LEAVE FORM SYSTEM

    For Employee

    Leave Form Link:

    https://hitchva.com/leaveform


  4. Keep your Team Lead informed of your situation so that the client and management will be made aware in case you will need a longer time off than anticipated.
  5. When able to work again, notify your Team Lead and client.

Review Procedure – For Team Leads and other Approvers (HR/Payroll)

  1. Notify the Payroll and HR through the group chat as soon as you are notified of your team member’s leave. Do not wait for the leave application to be submitted as this may be done at a later time after your team member has obtain a medical certificate.
  2. Check your email on the leave application (HR/Admin/Payroll and Team Lead automatically receive an email on the leave request). If you do not receive an email, please notify Admin (Joan Crujido).
  3. Review the leave request. Ensure that the leave dates coincide with the medical certificate. Absence of a medical certificate is a ground for rejection. Clarify any inconsistencies with the team member.How to Approve or Deny Leave Application – For TL, HR, and AccountingLeave Form Link: hitchva.com/leaveform
  4. Inform the VA regarding the status of her/his leave request.