5 tips for automating leave of absence processes

Few things frustrate employees more than inefficient processes. This frustration is compounded when these inefficiencies block access to critical benefits. With a perfect storm of paperwork, federal regulations, and outdated processes, leave of absence (LOA) processes at many companies are standing between employees and the time off they need. It’s time for a change.

The Family and Medical Leave Act (FMLA) exists to ensure that employees can take protected leave during a multitude of circumstances ranging from maternity leave to jury duty leave, bereavement leave, and more. Like any federal regulation, with it comes stacks of paperwork for employees and HR teams to fill out. On top of that, many companies have custom LOA policies, covering additional circumstances and also allowing for LOA requests to be determined on a case by case basis. While flexible in theory, this often means further complications – and further delays – for employees seeking time off.

The challenge

Today, 60% of HR departments are using manual workarounds to process LOA requests. Whether on paper, in MS Excel, or through a payroll system, these workarounds are incredibly inefficient. Companies struggle to gain visibility on personnel availability, requests slip through the cracks, and HR teams spend unnecessary time checking calendars, spreadsheets, and sifting through emails. Not to mention, workarounds make companies vulnerable to non-compliance issues.

In light of the challenges, some companies look to outsource LOA management, however, employee-first companies are increasingly turning to LOA automation solutions to ensure that their employees can easily take the time off they need without being frustrated by inefficient processes.

Want to join the ranks of companies delighting their employees and HR teams with streamlined, automated LOA processes? Here are five tips:

1. No-code, no hassle: HR automation comes in many shapes and sizes. For companies looking for maximum flexibility and minimal technical expertise required, a no-code automation platform might be the best option. While LOA could be automated with custom code, this requires extensive time and expertise that many companies won’t have. However, by using one of the many no-code options on the market today, companies can leverage the power of LOA automation without needing to write a single line of code. Instead, existing processes are drawn out, and then using easy drag-and-drop interfaces, companies can create digital workflows. Pair this with a no-code provider that has templates for LOA, and custom triggers can be set at each stage of the process, ensuring that paperwork is sent and personnel are notified at the right time, every time.
2. Compliance is key: Remember those federal regulations? Ensuring full compliance with FMLA requirements is paramount. As rules and regulations change, it can be difficult for HR teams to update their manual processes. However, with the right LOA automation platform, federal and state regulations will be automatically imported into the system and processes will be updated accordingly. When selecting an automation platform, automatic compliance should be near the top of the wish list.
3. Customization is king (or queen): In addition to complying with federal and state regulations, look for a platform that can provide full customization. Every day, companies are looking to increase their benefits packages, leave options included, and this means that companies are no longer offering the bare minimum required by FMLA. Instead, they’re offering unique, ever-changing packages. Therefore, an automation solution must be customizable enough to fit the unique needs of a business.
4. Integral integrations: Too many businesses have experienced the resource drain of buying one-off software solutions that don’t tie into any existing systems. As a result, none of their systems are realizing their full potential, ROI is diminished, and data is siloed away in disconnected systems. When selecting an LOA solution, think bigger than just LOA and make sure it can tie into existing human resources information system (HRIS) solutions.
5. Seek out specialists: Business Process Automation (BPA) is a booming industry. While many solutions can be retrofitted to the needs of HR or LOA specifically, there’s a broad gap between tailor-made solutions and those seeking to fit round pegs in square holes. By seeking out an automation partner with HR and LOA expertise, companies will be able to get up and running more quickly by utilizing existing templates and automation triggers, while also being able to gain value from their expertise in customizing workflows to individual leave policies.

Related: Approaching paid parental leave in economic uncertainty

Make the right impression

At the end of the day, automating LOA processes isn’t about hopping on the latest HR tech trend. It’s about better serving employees. In times of record-breaking short tenures at jobs, ensuring that employees have hassle free access to the leave they need in times of crisis and joy alike can be the difference between employees singing the praises of a company that did everything they could for them during bereavement, maternity, or any other leave, and those same employees spending their time on leave searching Indeed for their next job because they had to jump through unnecessary hoops and wait too long to take the leave they deserved. Automating LOA isn’t the overnight fix to employee satisfaction, but it is a major step towards making a lasting impression in the moments that matter most.

Romy Malviya is the Founder and VP of Business Development at Pulpstream, an innovative business process management platform that specializes in automating HR processes.