Lifecycle of a Leave Case

Modified on Wed, 3 May, 2023 at 2:29 PM

Every company is unique, so it makes sense that the types of leave policies and how they are administered at each company are unique, too. Most leave cases, however, follow some variation of the lifecycle outlined below.

Request and Approval

Employee Request

The solution allows employees to easily submit a leave request. Employees can self-serve and provide all the relevant information at this time, such as requested dates, leave reasons, and whether the leave is continuous or intermittent. Employees may also complete an optional leave questionnaire to determine their leave eligibility prior to submitting the request.

Manager's Approval

Once the employee submits their leave request, the designated manager is notified and prompted to approve or reject the request. Managers can view all relevant details provided by the employee within the To Do item. Upon approval, the case's status changes to Open.

Case Management

Once the leave case is approved and open, managers can view and edit case information as well as populate leave entries onto the timesheet and close the case.

Manage Case Information

For open cases, managers can view case details and employee entitlements. They can edit certain information such as dates, case numbers, and leave categories as needed. Managers may also be able to view and modify the leave type, schedule type, and hours type for the case.

Populate Time

Whether it is throughout the employee's leave, at the very beginning, or at the very end, time off and leave entries must be populated on the timesheet to ensure pay, leave balance, and reporting accuracy. Depending on configuration, managers may do this through a workflow or directly from the case page.

Close Case

Once the employee's leave is complete, managers or administrators can close the case and select a resolution type, such as "returned to work without restrictions," "returned to work with restrictions," or "terminated." Additional approvals or submitted documents may be required prior to closing a case.

This lifecycle may look different from company to company. For example, it is common for some leave cases to close before the employee's leave even begins. In these situations, all approvals, documentation, and leave entries are completed and agreed upon up front.