Employee requests are an integral part of human resource management, and the way they are handled plays a crucial role in the smooth functioning of a company. Traditional paper documents are gradually being replaced by modern electronic solutions that speed up processes and reduce costs. Which form is better for your organization? Check out the pros and cons of both solutions and learn about the V-Desk modules that support the management of employee documentation.
In this article, you will learn:
What are employee requests and why are they important in a company?
Employee requests are official documents submitted by employees to obtain the employer’s consent for specific actions or benefits arising from labor law regulations, company rules, or individual arrangements. Their primary purpose is to formalize communication between the employee and the HR department and ensure compliance with applicable regulations.
The principles for submitting and considering employee requests are primarily outlined in the Labor Code and specific regulations governing employee rights and obligations. The most commonly used requests include:
- Vacation leave request – employees are entitled to annual, uninterrupted leave, which can be granted upon the employee’s request and requires employer approval.
- Emergency leave request – employees can take this leave without prior planning, but they must inform the employer at least by the start of the day they intend to take the leave.
- Parental and maternity leave request – employees can apply for parental or maternity leave, provided they submit the necessary documents.
- Flexible working hours request – starting in 2023, under the Labor Code amendment implementing the EU work-life balance directive, employees can apply for flexible work arrangements, such as remote work or flexible working hours.
What are the employer’s obligations regarding employee requests – what does the law say?
Employee documentation management is an obligation for every employer, which can be carried out either in paper or electronic form. Since January 1, 2019, under the Act of January 10, 2018 (Journal of Laws, item 357), the possibility of storing employee records digitally was introduced, paving the way for greater automation in HR processes.
An important change is that digitizing documentation is not mandatory, but it gives employers full flexibility in choosing how to archive personnel data. In practice, this means that companies can maintain traditional personal files while gradually implementing digital solutions, such as e-personal files or electronic leave requests.
However, regardless of the form of documentation management, the employer must ensure that the archiving system complies with the requirements set out in the ministerial regulation. This includes the integrity of documents, their security, and the identification of individuals with access to the files. Digital archiving of data makes it easier for employers to manage documentation, especially in the context of the increasingly common remote work, where access to files must be fast and secure.
Employers choosing digital solutions should also remember to implement appropriate data protection measures and meet standards for storing and providing documentation at the employee’s request.
Employee paper vs. electronic requests – pros and cons
Employee requests are an important element of human resource management in every company. Until recently, most organizations relied on traditional paper documentation, but with the advent of digitalization, more and more businesses are implementing electronic solutions. Which of these solutions is better?
Paper-based employee requests are easy to implement as they do not require special IT systems—just the preparation of appropriate forms. Their versatility ensures they are available to all employees, regardless of their level of technological proficiency. Additionally, if properly archived, they meet all the formal requirements set by labor regulations.
However, the traditional method of submitting requests comes with several challenges. The process of handling them is much more time-consuming compared to the electronic version, as it requires manual submission, approval, and archiving of documents. There is also a risk of them being lost or misfiled in the archive, which can lead to organizational problems. Furthermore, paper documentation generates higher administrative costs associated with printing, storage, and physical management of records. The lack of automation means that every change or processing of a request requires manual intervention from HR staff, increasing the workload and potentially extending the time required to complete HR processes.
Electronic employee requests are a modern solution that significantly streamlines HR processes in companies. With these, employees can submit requests remotely, and their approval occurs quickly through automation. This approach reduces administrative costs by eliminating the need for printing and physically storing documentation. Additionally, digital documents are much safer—electronic systems protect them from being lost, damaged, or accessed without authorization.
According to the law, since 2019, companies have been able to fully digitize their employee documentation, ensuring compliance with current regulations. An added advantage is the ability to quickly search for documents using metadata and their integration with other HR systems, such as attendance records, leave, e-personal files, or delegations.
However, implementing electronic requests also comes with certain challenges. Proper IT infrastructure and employee training are required, which can generate initial costs. The system also requires constant internet access, which in some industries may pose a challenge. Despite this, in the long run, investing in the digitalization of employee requests translates into greater efficiency, time savings, and a reduction in operational costs.
If a company values traditional methods and lacks the necessary IT infrastructure, paper requests may be a convenient solution. However, in organizations focused on process optimization, automation, and compliance with modern standards, electronic employee requests represent a far more efficient solution.
With systems like V-Desk offered by Primesoft Polska, requests can be integrated with other HR modules, such as attendance records, leave, delegations, and e-personal files, which streamlines management and enables full digitization of processes within the company. As a result, switching to electronic documentation not only increases convenience and security but also significantly reduces administrative costs.
V-Desk modules supporting the management of employee requests
Effective management of employee requests requires the right tools to streamline the entire process—from submission and approval to archiving. The V-Desk system enables full automation of these actions, eliminating administrative errors and saving time for both employees and the HR department.
Thanks to the integration of the following modules in the V-Desk system, organizations can easily monitor employee attendance, manage leave and delegations, and maintain electronic personnel files:
Attendance records – this module replaces traditional methods of monitoring working hours and allows for efficient management of employee requests, enabling accurate attendance tracking, automating processes, and eliminating the need for manual data processing. The system allows for storing all collected data in a secure cloud, eliminating the problem of lack of space for archiving documentation.
Automatic alerts remind users to update records, preventing delays, and HR departments can continuously monitor data accuracy. The electronic document flow means that at the end of the month, there is no need to process piles of paper forms – all requests go directly to the manager’s virtual desk, where they can be approved with just one click. Implementing the attendance module in the V-Desk system is not only convenient but also ensures the security of stored information and full legal compliance.
This solution is flexible and tailored to different types of contracts, allowing for the creation of detailed reports for HR and personnel departments. As a result, managing work time and employee requests becomes more efficient, and the organization can focus on optimizing processes and increasing team productivity.
Holidays and business trips – thanks to the digital holiday file, employers can easily monitor employee availability, quickly approve requests, and make adjustments to schedules when needed. All holiday requests are submitted online and go directly to those responsible for approval, significantly reducing processing time. The system eliminates the need to store documentation in paper form, while ensuring easy access to all collected data. Each employee can easily check their holiday balance, and the employer gains full control over managing time off within the company.
Managing business trips also becomes much simpler. The “Delegations” module in V-Desk allows for instant approval of requests and automatic settlement of business trips, even international ones, considering currency exchange rates. The electronic handling of delegations eliminates the problem of collecting and processing paper documents – all forms are digital, and their circulation can be tracked in real time. Additionally, the system generates reports for business trips, enabling detailed cost analysis and optimization of the company’s expenses.
Using the V-Desk system not only saves time and resources but also provides greater transparency and security of documentation.
e-Employee Files – the module streamlines the management of personnel records, ensuring quick access to documentation, process automation, and compliance with current legal regulations. Thanks to the e-File, all employee documents are stored in one secure system. Advanced search mechanisms allow for instant retrieval of needed information based on any metadata, significantly reducing the time spent by the HR department. Additionally, the system monitors the completeness of documentation, sending automatic notifications about missing signatures or the need to complete records.
Digital archiving eliminates the need to store paper documents, which not only reduces administrative costs but also increases data security. Traditional files can be destroyed due to flooding, fire, or other unforeseen events – with V-Desk e-File, all documentation is secured in the cloud and accessible only to authorized users. The module also enables electronic signing of documents, including bulk approval of records with a qualified digital signature, which greatly speeds up document circulation and minimizes the need for physical contact with paper documentation.
The e-File module also allows for the creation of summaries and reports, making data analysis and the ongoing monitoring of document status easier. Thanks to V-Desk e-File, migration of documentation between companies is also efficient – the entire record collection can be transferred in an organized format, along with a full set of metadata.
This solution ensures full compliance with labor law regulations and optimizes HR processes, eliminating unnecessary bureaucracy and increasing the efficiency of HR teams.
