> ## Documentation Index > Fetch the complete documentation index at: https://docs.filexpress.app/llms.txt > Use this file to discover all available pages before exploring further. # Leave and Vacation > Absence requests, approval, and vacation accrual ## Absence requests The **Human Resources → Absence and Vacation Requests** inbox gathers staff leave requests and their approval. ### Leave types | Type | Effect on payroll | | - | - | | **Vacation** | Deducts days from the employee's vacation balance when approved. | | **Disability / Sick leave** | Justifies the absence (it is not counted as an absence). | | **Personal Leave** | Justifies the absence. | | **Unpaid Leave** | Automatically deducted from salary in the period's payroll. | | **Other** | Justifies the absence. | ### Create a request **1. Click New Request** **2. Select the employee, type, and date range** If the request is for a single day, you can check **Half day**. **3. Write the reason and save** The request stays **Pending** and the system calculates the days to deduct. Requests also arrive from: * The [mobile app](https://docs.filexpress.app/en/docs/app/permisos.md), where each employee requests their own leave and vacation. * External systems (for example, an employee portal) through the [External API](https://docs.filexpress.app/en/docs/api/rrhh/permisos.md). * The branch clock or the linked personal phone of the [time clock](https://docs.filexpress.app/en/docs/rrhh/marcaje.md): the employee identifies themselves with their **PIN**, without a user or session in FileXpress, and can create a request, see their requests with their vacation balance, and cancel pending ones. The PIN only works on an [authorized device](https://docs.filexpress.app/en/docs/rrhh/marcaje.md#authorized-devices) and the same lockout for incorrect PINs as in the time clock applies. In every case they arrive as pending. Requests are not registered for inactive employees. ### Validations A new or edited request is not saved if: | Validation | Message | | - | - | | It overlaps another **pending** or **approved** request from the same employee. | *Ya existe una solicitud pendiente o aprobada que se solapa con estas fechas.* | | It is a vacation request and asks for more days than the **available** balance (balance minus vacation days already pending approval). | *Saldo de vacaciones insuficiente: solicita X días y tiene Y disponibles.* | | It starts before the employee's hire date. | *La fecha de inicio es anterior a la fecha de contratación del empleado.* | | The range has no days to deduct (for example, only a weekend with business-day counting). | *El rango no tiene días hábiles a descontar.* | | Half day was checked on a range of more than one day. | *El medio día solo aplica a solicitudes de un día.* | ### How days are counted The **Days** column shows the days the request deducts. They are calculated when it is created according to the counting configured in the country's [labor rules](https://docs.filexpress.app/en/docs/rrhh/reglas-laborales.md#what-is-configured): | Counting | What it counts | Default use | | - | - | - | | **Calendar** | All days in the range, including weekends and holidays. | Vacation in El Salvador and all other leave types. | | **Business days** | Only the days the employee works according to their current schedule (or the rules' default rest days if they have no schedule), not counting full-day holidays. | Vacation in Guatemala and Colombia. | **Example**: vacation from Monday, December 21 to Monday, December 28, 2026 (Friday the 25th is a holiday). > [tab] El Salvador > > Calendar-day counting: from the 21st to the 28th is **8 days**, even though it includes the weekend and Christmas. > [tab] Guatemala > > Business-day counting with a Monday to Friday schedule: 21, 22, 23, 24, and 28 = **5 days**. The holiday on the 25th and Saturday 26th and Sunday 27th are not counted. > [tab] Colombia > > Business-day counting with a Monday to Saturday schedule: 21, 22, 23, 24, 26, and 28 = **6 days**. Saturday counts because it is a workday in the schedule; the holiday on the 25th and Sunday the 27th are not counted. > [!NOTE] > > Requests created before this calculation show the calendar days of the range. ### Half day On single-day requests you can check **Half day**: it deducts 0.5 days and *(half day)* is shown next to the dates. With business-day counting, the day must be a workday for the employee. ### Approve or reject | Action | Result | | - | - | | **Approve** | The request becomes *Approved*. If it is a vacation request, the request's calculated days are deducted from the balance; if the balance is not enough, it cannot be approved. | | **Reject** | Asks for the rejection reason and the request becomes *Rejected*. | | **Cancel** | Voids a request. | **Who approves** * The company's administrators. * The employee's **direct manager** (*Manager* field in their [record](https://docs.filexpress.app/en/docs/rrhh/empleados.md)). * No one can approve or reject their own request, even if they are an administrator. Each user only sees and manages requests from the companies they have access to. ### Notifications FileXpress notifies through system notifications (web bell and app notifications): | When | Who receives it | Title | | - | - | - | | A request is created (web, app, PIN device, or External API) | The company's administrators and the employee's direct manager (if they have a user). Never the requester. It arrives in the web bell and as a push notification in the app. | *Nueva solicitud de permiso* | | It is approved | The employee (if they have a linked user). | *Solicitud aprobada* | | It is rejected | The employee, with the rejection reason. | *Solicitud rechazada* | ## Vacation policies In **Human Resources → Vacation Policies** you define how many vacation days each employee accrues per month. | Field | Description | | - | - | | **Policy Name** | Policy identifier. | | **Monthly Accrual Days** | Days added to the balance each month. The standard policy accrues 1.25 days/month (15 days per year). | The system accrues the days automatically each month. The **Run Accrual Now** button forces the accrual for the current month (it does not duplicate if it was already run). > [!NOTE] > > Vacation pay at the end of the employment relationship is calculated in the [Final settlement](https://docs.filexpress.app/en/docs/rrhh/finiquitos.md), according to the Labor Code and not according to the accumulated balance. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.