As an HR leader, it’s essential to balance supporting your people and maintaining business continuity when team members take a leave of absence. How do you ensure your team gets time off without disrupting operations? What protocols do you follow when people send in their leave requests?
Managing leaves of absence proactively can help reduce workflow disruptions while preserving team productivity and satisfaction. This article will break down the different types of leaves of absence—paid, unpaid, medical, family, and more—how they work, and the legal requirements that guide them. Discover how to streamline the leave management process to foster a positive company culture that encourages wellbeing and performance.
What is a leave of absence (LOA)?
A leave of absence (LOA) is time people can take off from work for extraordinary circumstances. If a company’s policies concerning time off, sick leave, vacation, and holidays cover LOA, then the team member on leave can receive payment. Otherwise, the LOA is unpaid. While companies may not always compensate people for a leave of absence, they do provide protective benefits, and the person on leave can access their health insurance and accrue vacation days.
Why should HR leaders care about leaves of absence?
Handling a leave of absence properly helps your people manage sudden life events while still maintaining job security. Offering clear and supportive leave of absence policies can nurture commitment and morale among team members, ultimately increasing loyalty and employee retention.
Types of leaves of absences
Your organization may offer different types of leaves of absence depending on the size of the company and benefits packages. They’re often broken down into:
- Paid vs unpaid leaves of absence: Whether or not a person gets paid while on leave
- Mandatory vs voluntary leaves of absence: Whether or not an organization is required by law to offer a specific type of leave
Paid leave of absence
A paid LOA allows team members to take time off while receiving their regular paycheck. Paid LOAs typically cover paid time off (PTO) situations like parental leave, which allows parents to take time off for childbirth, adoption, or foster care. Organizations should clearly outline their paid time off policies, including accrual rates, eligibility, and duration.
Unpaid leave of absence
An unpaid leave of absence allows team members to take time off without receiving a paycheck. Depending on company policy and local laws, they may retain access to certain benefits, such as health insurance, during their absence. Common reasons for unpaid leave include:
- Extended personal or family matters
- Long-term illness or recovery
- Parental or family leave
- Education or personal development
- Bereavement leave
Organizations can specify job protection policies, such as whether the team member’s position will be held for their return or how long the leave can last.
Mandatory leave of absence
Some local, state, and federal governments require employers to provide leaves of absence for specific situations.
- Jury duty: Jury duty leave allows people to fulfill their civic obligation of serving on a jury. In many regions, laws prevent companies from penalizing people for taking time off for jury duty. Some employers may also offer paid leave for the duration of the service.
- Military service: Military leave supports people called to active duty or training in the armed forces. Federal laws like the Uniformed Services Employment and Reemployment Rights Act (USERRA) protect their positions. Military teammates can return to their roles once their service concludes.
- Medical leave: People take medical leave for extended illness or surgery recovery. This leave prevents employers from filling or eliminating their positions while they recover. This allows team members to focus on healing without fearing job loss.
United States federal law regulates mandatory LOA through the Family Medical Leave Act (FMLA), which ensures people can take up to 12 weeks off of unpaid leave. Family and medical leave covers time off for serious health conditions, caring for an ill family member, managing adoption or foster care, and giving birth.
Voluntary leave of absence
A voluntary leave of absence may be requested by a team member and granted at the employer’s discretion. This type of leave may be offered for personal reasons, including:
- Moving
- Personal or family upheaval
- Pursuing a passion or higher education
Understanding leaves of absence
Understanding leaves of absence helps you support your team through personal and professional life events.
Who qualifies for a leave of absence?
Qualification for a leave of absence depends on employment duration, part-time or full-time status, and legal requirements. For example, part-time team members may have limited eligibility based on company policies.
Laws like FMLA offer protection for qualified team members taking leaves for specific life events, regardless of company policy.
How people request a leave of absence
Help your team streamline leave requests by:
- Providing a clear attendance policy in the employee handbook.
- Communicating how your people can request a leave of absence and how much notice to give. For example, do they submit a leave request through a self-service portal, or do they need to email HR?
- Requesting documentation like doctors’ notes or jury duty notices as needed.
- Using employee management software to track leave requests and approval workflows.
- Maintaining open communication with people regarding any updates or changes to their leave.
How long a leave of absence lasts
The length of a leave of absence depends on the type of leave and company policy. For example, FMLA gives eligible new parents 12 weeks of unpaid, job-protected leave in a
12-month period to bond with a new child, while military leave can last from weeks to years, depending on the military commitment.
How to pay employees during a leave of absence
Team members usually receive full or partial pay during paid leave. During unpaid leave, they don’t receive a salary but may keep benefits like health insurance.
Team members on medical leave due to illness or injury may be entitled to partial wage replacement through short-term or long-term disability insurance, either provided by the company or mandated by local law.
What happens when a leave of absence ends
When a leave of absence concludes, people typically return to their previous role or a comparable one. Before returning, HR teams and managers may conduct a reintegration process for a smooth transition. If the leave involved medical recovery, a team member might need to provide clearance from a healthcare provider before resuming work.
How to manage leaves of absence effectively
HR leaders can incorporate these practices to manage leaves of absence successfully:
- Know the rules: Understand the government rules regarding leaves of absence. Familiarity with these regulations ensures the company can fulfill its obligations, treat people fairly, and avoid lawsuits.
- Create a leave of absence policy. Draft an LOA policy and include it in the employee handbook for easy accessibility. Explain the criteria for taking a leave of absence and the rules of paid and unpaid leave. Include a return to work policy that outlines the procedure for people returning from disability and the accommodations they’ll receive.
- Assess each situation: People taking leave for different reasons will have different needs. By categorizing each type of LOA, the employer can ensure equal and transparent treatment. Documenting all decisions, situation details, procedures, and correspondence with the person taking a leave of absence helps avoid discrimination and favoritism.
- Provide training for supervisors: Train supervisors on the appropriate behavioral conduct for people on a leave of absence, especially for those on bereavement leave. Managing sensitive situations tactfully and compassionately lets your team know you care about them on a personal level.
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Why should leaves of absence be part of modern HR strategy?
A leave of absence policy that adheres to the law and fosters compassion shows people that the company cares about their wellbeing. A positive employee-employer relationship sets the foundation for building a dedicated, productive, and happy workforce.
Leave of absence FAQs
What is a valid reason for a leave of absence?
Valid reasons for a leave of absence include medical issues, family emergencies, and the birth or adoption of a child.
Each company may define specific policies that reflect its commitment to work-life balance and health, making voluntary leave a positive part of the workplace culture.
Can someone take a leave of absence from work due to stress?
Yes, someone can request a leave of absence due to stress if a healthcare provider recommends time off. Stress-related leaves often qualify under medical leave or FML.
Addressing stress early can help your people recover and increase employee engagement. To support your people, offer a clear path for requesting stress-related leave, including:
- Access to mental health resources such as employee assistance programs (EAPs) or counseling services
- Clear guidelines on how to apply for medical or stress-related leave, with an emphasis on maintaining privacy and reducing stigma
- Flexibility to accommodate different recovery times, understanding that stress impacts everyone differently
Foster a workplace culture that promotes mental wellbeing and recognizes the importance of work-life balance. This may include regular check-ins with team members, mental health days, or initiatives focused on reducing workplace stress.
What is the difference between a leave of absence and FMLA?
A leave of absence refers to any time away from work, no matter the conditions. The FMLA specifically grants eligible employees up to 12 weeks of unpaid, job-protected leave for medical and family reasons. While FMLA falls under the broader category of leave, not all leaves qualify for FMLA protection.
What is the difference between time off and leave of absence?
Time off usually refers to short-term breaks from work like vacation days, sick days, or personal days. A leave of absence usually involves a more extended period away from work for specific reasons like medical issues, family care, or legal obligations.
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Can leaves of absence be extended?
Yes, leaves of absence can often be extended depending on the company’s policy and the reason for the leave. Team members typically need to submit a formal request for an extension and provide documentation if needed, like a doctor’s note for medical reasons. Extension approval depends on company policy and any applicable legal requirements.
What do you tell people who use too much time off?
Address excessive time off requests directly and professionally. Review the company’s time-off policy, explain how their absences impact the team, and explore any underlying issues that may contribute to the frequent time off. Offer support, but clearly communicate the need for balancing personal time and work responsibilities.
