To speak about vacation policy in companies, you need the appropriate vocabulary.
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.

I should make arrangements with my supervisor.

There’s some confusion about our time off policy.

You should prepare files in advance.