To speak about vacation policy in companies, you need the appropriate vocabulary.
 
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Time off policies - rules about your holiday in a company;
 
In advance - before a particular time;
 
Supervisor - someone who supervises;
 
Sick time - time when you can’t work because you are ill;
 
Payroll - the total amount of money paid to the people employed by a particular company;
 
Confusion - when people do not understand what is happening or what they should do;
 
Review - the process of considering something again in order to make changes to it;
 
Make arrangements with - get an agreement between two people or groups.

Examples:
  
I should make arrangements with my supervisor.

There’s some confusion about our time off policy.

You should prepare files in advance.