Why did a leave request expire? (Leave Expiration Rules)

An Expired status means the request was never approved or denied in time. Vacation Tracker auto-expires requests under two specific conditions — knowing which one applies makes it easy to fix.

The Two Expiration Triggers

A leave request expires if either of these is true:

• The end date of the requested leave has passed without approval or denial.
• 7 business days have gone by since the request was sent, with no approval or denial.

Whichever happens first wins. Once expired, the request can't be re-opened — the User has to submit a fresh request.

Example 1 — The Leave's End Date Has Passed

Example 2 — 7 Business Days Have Passed

Vacation Tracker also sends automatic reminders to keep Approvers in the loop before the request hits the cutoff:

Past-Dated Requests Follow the Same Flow

If your workspace allows past-dated leave requests, those follow the same 7-business-day reminder and expiration cycle from the date they're submitted, not the leave's start date.

What to Do When a Request Expires

• User: submit a new request for the same dates and notify your Approver directly.
• Admin or Approver: add the leave on the User's behalf instead of asking them to re-submit. See How Do I Add a Leave for a User?
• To prevent it next time: turn off the 7-business-day rule, or assign a Substitute Approver so requests don't pile up while someone is away.