Leave Request Dilemma: How Should HR Handle Conflicting Approvals from MD and Manager?

Scenario Analysis: Leave Request Conflict

One of the production team members sent me (HR) an email about a leave request for two weeks. The email was forwarded to the Reporting Manager with a cc to the MD for approval. The MD disapproved, but the Reporting Manager approved.

Whose Decision Stands?

The situation is that the employee is working on an on-site assignment at a crucial stage (assignment to be completed and closed in a month's time). Hence, the leave request cannot be honored according to the MD. According to the RM, there have been no prior leave requests, so the request needs to be considered and hence approved.

Because of the clash in their views, I asked the RM to discuss the matter with the MD (since it was a Saturday and the leave request was for a period commencing the following Monday) and update as soon as possible so I could inform the employee accordingly. However, this did not happen. Meanwhile, I informed the employee that his leave request is yet not confirmed and that he should communicate with the RM directly before leaving as the next day was a Sunday.

However, the employee went off on leave, and the RM says I should have informed the employee that the leave was not approved by the MD.

Please advise, what should I have done? I look forward to your suggestions.

Thanks & Best Regards

Location: Hyderabad, India

communication process, Country-India, City-India-Hyderabad,

In this scenario, the decision-making process regarding the approval of the leave request can be complex due to conflicting approvals from the MD and the Reporting Manager. Here are the steps you could have taken to handle this situation effectively:

1. Clarify Approval Hierarchy: It is essential to have a clear understanding of the approval hierarchy within the organization. If there is a defined policy or process for leave approvals, follow that structure to determine whose decision holds more weight.

2. Consult with Both Parties: In cases of conflicting approvals, it is advisable to facilitate a discussion between the MD and the Reporting Manager to reach a consensus. Encourage open communication to understand the reasons behind each decision.

3. Seek Written Confirmation: Request both the MD and the Reporting Manager to provide written confirmation of their decisions regarding the leave request. This documentation can serve as a reference in case of any disputes or misunderstandings in the future.

4. Communicate Clearly: Ensure that the employee is informed transparently about the status of their leave request. Clearly communicate the conflicting approvals and advise the employee to wait for a final decision before proceeding with their leave plans.

5. Document the Process: Maintain detailed records of the communication between the parties involved, including email exchanges, meeting minutes, and any other relevant documentation. This documentation can be valuable for future reference and compliance purposes.

6. Follow Up: After the discussion between the MD and the Reporting Manager, follow up with both parties to confirm the final decision on the leave request. Once a consensus is reached, communicate the decision promptly to the employee.

7. Review Policies: Take this opportunity to review the organization's leave approval policies and processes. If there are ambiguities or gaps that led to this situation, consider revising the policies to prevent similar conflicts in the future.

By following these steps, you can navigate conflicting approvals effectively and ensure a fair and transparent decision-making process regarding leave requests within the organization.