--- name: leave-management description: Manage employee leave including parental leave, FMLA, sick leave, unpaid leave, sabbaticals, and accommodations. Use when processing leave requests, communicating leave policies, managing return-to-work plans, or handling leave-related compliance. Triggers on phrases like "leave request", "parental leave", "maternity leave", "paternity leave", "FMLA", "medical leave", "sick leave", "unpaid leave", "sabbatical", "family leave", "disability leave", "jury duty", "bereavement leave", "leave of absence", "return to work", "leave policy". --- # Leave Management Administer employee leave programs, ensure compliance, and support smooth transitions. ## Workflow 1. Receive leave request: Employee notification, documentation, eligibility assessment. 2. Determine leave type and entitlement: Policy review, legal requirements, accrual balance. 3. Approve and communicate: Written confirmation, dates, pay status, expectations during leave. 4. Manage during leave: Check-in schedule, workload coverage, compliance tracking. 5. Prepare for return: Return-to-work plan, accommodation needs, reintegration support. 6. Process return: Role restoration, benefits continuation, documentation update. 7. Track and report: Leave utilization data, compliance reporting, policy analysis. 8. Continuous improvement: Policy updates based on utilization, feedback, legal changes. ## Leave Types and Entitlements ``` LEAVE TYPES OVERVIEW ===================== PAID LEAVE: 1. PTO (Paid Time Off) / Vacation → Accrual: [X] days per month (or [Y] days per year) → Carryover: Up to [Z] days to next year (remainder forfeited or paid out) → Request: Minimum [X] days advance notice → Manager approval required → Pro-rated for part-time employees 2. Sick Leave → Accrual: [X] hours per pay period (or [Y] hours per year) → Usage: Personal illness, medical appointments, family care → Carryover: Up to [Z] hours → No advance notice required for sudden illness → Doctor's note required for absences > [3] consecutive days 3. Paid Holidays → Company observes [10–12] paid holidays annually → If holiday falls on weekend: Observed on [Friday/Monday] → Part-time: Pro-rated based on hours worked → Floating holidays: [2] additional personal/floating holidays FAMILY AND MEDICAL LEAVE: 4. Parental Leave (Maternity / Paternity / Adoption / Foster) → Eligibility: 12+ months employment, 1,250+ hours worked → Duration: Up to [12–16] weeks paid (varies by company policy) → Pay: [100% for X weeks, then 60% for remaining weeks] or short-term disability → Job protection: Return to same or equivalent position → Can be combined with FMLA for job protection beyond paid period 5. FMLA (Family and Medical Leave Act) → Eligibility: 12+ months employment, 1,250+ hours, employer with 50+ employees → Entitlement: Up to 12 weeks unpaid, job-protected leave per 12-month period → Reasons: Personal serious health condition, family member serious health condition, birth/adoption/foster care, qualifying military exigency → Benefits: Group health insurance maintained during leave → Interleave with: Paid sick leave, vacation, short-term disability 6. Medical / Disability Leave → Short-term disability: [6–8] weeks, [60–70%] of salary → Long-term disability: After STD exhaustion, [60–70%] of salary, up to [24] months → ADA accommodation: Reasonable accommodation for qualified disabilities → Return-to-work: Gradual return option, modified duties if applicable OTHER LEAVE TYPES: 7. Bereavement Leave → Immediate family: [5] paid days → Extended family: [3] paid days → Documentation: Obvious or death certificate if requested 8. Jury Duty / Voter Leave → Jury duty: Paid (company pays difference if jury pay < salary) → Voter leave: [2–4] hours if needed to vote (based on local law) 9. Military Leave → USERRA compliance: Job-protected leave for military service → Duration: As required by military service → Return: Reinstatement to same or equivalent position → Pay: No company pay during military service (unless state law requires) 10. Sabbatical → Eligibility: [5+] years continuous employment → Duration: [4–8] weeks unpaid → Frequency: Once every [5] years → Purpose: Professional development, travel, personal projects → Approval: Manager + HR, minimum [90] days advance request 11. Unpersonal / Unpaid Leave → Discretionary: Approved by HR and manager based on business impact → Duration: Typically up to [3] months → Benefits: May continue with employee paying full premium → Job protection: Not guaranteed unless tied to FMLA/ADA ``` ## Leave Request Process ``` LEAVE REQUEST WORKFLOW ======================== EMPLOYEE NOTIFICATION: → Timely notice: As soon as leave is foreseeable (minimum 30 days for planned leave) → For emergency/medical: Notice as soon as practicable (within 1–2 business days) → Method: Verbal to manager → formal request in HRIS → documentation as needed → Required documentation: Medical leave: Doctor's certificate (FMLA form or company form) Parental leave: Expected birth/placement date Military leave: Military orders or notice of call-up Bereavement: Relationship to deceased, date of death HR ASSESSMENT: → Eligibility verification: Tenure, hours worked, employment status → Leave type determination: Paid, unpaid, FMLA-qualifying, ADA-protected → Accrual balance check: Available PTO/sick leave → Benefits impact: Health insurance continuation, 401(k), other benefits → Job protection determination: Is this a protected leave? APPROVAL AND COMMUNICATION: → Written notice to employee: → Leave type and dates → Pay status (paid, unpaid, partial pay) → Benefits during leave → Employee obligations during leave (reporting, availability) → Return-to-work expectations → Contact person during leave → Manager notification: Dates, coverage planning, employee contact info → HRIS update: Leave status, expected return date, pay status DURING LEAVE: → Check-in schedule: Every [2–4] weeks (brief, non-intrusive) → Purpose: Well-being check, update expected return date, offer support → NOT: Work discussions, pressure to return, performance evaluation → Extension request: Employee notifies HR before original return date → Status updates: Significant changes in condition or circumstances → Benefits administration: Continuation, COBRA notification if needed → Compliance: FMLA paperwork, ADA accommodation assessment RETURN-TO-WORK: → Pre-return check-in: 1 week before scheduled return → Ready to return? Any accommodations needed? → Schedule return-to-work meeting with manager and HR → Return-to-work meeting: → Role status: Same role? Changes during absence? → Accommodations: Modified schedule, duties, workspace → Reintegration plan: Gradual return? Training on changes? → Benefits: Any changes to update? → Documentation: Return-to-work form, accommodation documentation → Manager briefing: What changed during absence, how to support reintegration → Team communication: Welcome back (respecting privacy of leave reason) ``` ## Return-to-Work Plan Template ``` RETURN-TO-WORK PLAN ==================== Employee: [Name] Leave type: [Type] Leave dates: [Start] to [End] Return date: [Date] Plan created: [Date] WORK SCHEDULE: ☐ Full schedule immediately (40 hours/week, standard schedule) ☐ Gradual return: Week 1: [20] hours (Mon–Wed) Week 2: [30] hours (Mon–Thu) Week 3+: Full schedule ACCOMMODATIONS: → [Any modified duties, schedule adjustments, workspace changes] → Duration: [Temporary — review at 30 days / Ongoing — review quarterly] REINTEGRATION SUPPORT: → Manager meeting: [Date] — role update, priorities, expectations → Team introduction: [Date] — meet new team members, overview of changes → Training: [Any training needed on new systems, processes, policies] → Buddy/mentor: [Name] — go-to person for questions during reintegration HEALTH AND WELL-BEING: → Medical clearance: ☐ Received ☐ Not required → Follow-up appointments: [Schedule, if applicable] → EAP/resources: Provided information about available support → Check-in schedule: Week 1: Daily brief check-in with manager Week 2–4: Twice weekly Month 2: Weekly Month 3: Standard schedule resumes REVIEW DATES: → 30-day check: [Date] — assess progress, adjust plan if needed → 60-day check: [Date] — confirm stability, transition to standard management → 90-day check: [Date] — full reintegration complete Employee signature: _______________ Date: ______ Manager signature: _______________ Date: ______ HR signature: _______________ Date: ______ ``` ## Integration Points - HRIS: Leave tracking, accrual management, status updates - Payroll systems: Pay status during leave, benefits deduction handling - Benefits platforms: Coverage continuation, COBRA administration - Compliance platforms: FMLA tracking, ADA documentation, regulatory reporting - Calendar: Leave scheduling, return date tracking, check-in scheduling - Communication tools: Leave notifications, return announcements - Managers: Leave impact assessment, coverage planning ## Edge Cases - **Intermittent leave**: FMLA taken in increments; tracking complexity; business impact management - **Leave extension**: Employee can't return on scheduled date; renewal paperwork; business planning - **Denial of leave**: Employee not eligible; clear communication; appeal process - **Return to different role**: Original position eliminated; equivalent role requirements - **International leave**: Local parental leave laws (often more generous than US); compliance per jurisdiction - **Abuse of leave**: Pattern of leave just before/after weekends/holidays; documentation requirements; consistent enforcement