Leave of Absence

Use this workflow to process all mandatory and voluntary leaves of absence

Introduction:

Check employee details:

Review employee job description

Gather more details:

Note the type of leave

Be specific:

Send the email:

Arrange the interview

Sources:

Relevant checklists:

Introduction:

8.7% of payroll costs are related to absenteeism. It’s not just illness that causes absence. 65% are due to other issues. These could include:

The birth of a baby
Caring for a sick family member
The result of a natural disaster

Yet, all of the above would come under a leave of absence. This process permits an employee to be away from work. The length of time they are absent will depend on their circumstances and your policies.

This workflow helps you log all leaves of absence and their different categories. Think of it as a single organized point of tasks that can be run through one by one.

It’s your leave of absence template. It’s what will make your daily HR process so much easier.

Forget duplicating work and ending up with stacks of disorganized paperwork. Everything you need is right here.

Everything is easier on Process Street.

Check employee details:

Before you begin the leave of absence process, ensure all your employee records are up to date. In the case of an employee caring for another, we’ve added extra form fields for alternative contact addresses and phone numbers.

Employee name

Employee’s address

Alternative contact address

Employee’s phone number

Alternative phone number

Employee’s position

Employee’s department

Employee’s grade/level

HR reference number

Review employee job description

This section collects information that may be helpful later on with the FMLA (Family and Medical Leave Act).

Has the employee worked over 12 months at the company?

Have they worked 1250 hours in that 12 months?

Have you reviewed their job description?

Additional comments section

Gather more details:

This section will note if the employee has previously requested a leave of absence. There are also upload fields. The first is for any medical information paperwork the employee might have sent in a letter.

Also, if you noted previous requests on paper or in Excel sheets – you can upload those documents here. That way, other HR staff can quickly check any previous records.

Has the employee previously requested a leave of absence?

When did they previously request an absence of leave?

Comments section

Upload any medical information

Upload any previous paperwork

Upload previous Excel sheets etc

Note the type of leave

This task uses conditional logic to determine the process for mandatory or voluntary leave. You can use subtasks to note what type of leave the employee requested.

Is the leave mandatory or voluntary?

What is the reason for the mandatory leave?

What is the reason for the voluntary leave?

More detail on the absence if needed

Please attach any other important information

Be specific:

The following task collects information to check if there should be an HR meeting about the leave of absence or an interview with the employee. You will use this to clarify if the leave should be approved or denied.

Is the leave regarding a medical condition?

Does the employee know how long it may last?

Any further supporting documentation to be added?

Has the employee already taken time off work this year?

How many days/weeks have they had off?

Is the leave paid or unpaid?

How long would the leave be for?

Date the leave begins?

Date the leave ends? (if known)

Should there be an HR meeting?

Does the employee need to be interviewed?

Send the email:

This task is for your HR section to decide if the employee’s leave of absence will be approved or denied. It uses conditional logic to use one of two leaves of absence email templates. You can use the templates to contact the employee.