Specialized solutions for preventing leave administration pitfalls
In a recent article, we examined 6 common leave administration mistakes to avoid. Keeping these potential mistakes front-of-mind is a good first step. But what about implementing solutions to prevent them? Leave management software systems can help you avoid these pitfalls by providing specialized tools and features that make it easy to access and update data, track leave balances in real-time, and stay within compliance every step of the way. Here are some ways leave management software can help your team avoid common pitfalls throughout the leave process.
1. Inconsistent leave measurement
Employers and HR departments may fail to measure leave consistently from one employee request to the next. While many employers know that a leave year needs to be established and applied consistently, it can be challenging to track and calculate leave usage for scenarios where FMLA and state leave laws are in play.
Leave year logic and automated tracking: Effective leave management software includes the logic and tracking functionality necessary to consistently apply leave measurement for all employee leave case scenarios. In Stiira, employers are able to configure leave year settings and leave hour banks for FMLA and state. The rest of the work is automated by the system. Hours are applied and calculated based on leave year and leave type, so employers can measure leave consistently and accurately for all cases.
2. Failing to comply with state-level protections
As of January 1, 2023, 13 states and the District of Columbia have enacted state-level family leave laws. States also may have their own sick leave programs or require other types of leave, such as for a death in the family. For organizations taking on new location-based regulations, the effort and resources for maintaining compliance continue to complicate internal processes.
Policy configuration: Technology solutions provide configuration for leave policies within the leave management system based on state and local laws. Depending on the system, state laws may already be set up and maintained, or software providers will work with you during implementation to customize policy rules and parameters to ensure that your workflows align with legal requirements, minimizing non-compliance risk.
3. Miscalculating consecutive versus concurrent leaves
Some state-level leave regulations contain provisions that must be calculated concurrently with intersecting laws or types of leave, while others must be calculated consecutively. It can be easy to confuse these standards, but doing so puts the company at risk and may violate the employee’s rights.
Leave type logic and automated calculation: Implementing a leave management system incorporating specific rules and algorithms for consecutive and concurrent leaves can prevent miscalculations. The software can track and differentiate between consecutive and concurrent leave periods based on leave type with defined parameters and automatically calculate the correct leave duration.
4. Failure to comply with specific recordkeeping requirements
Precise recordkeeping is essential to the leave administration process. While recordkeeping can be done with a standard spreadsheet and file storage method, this requires substantial effort to maintain and does not guarantee that updates to requirements will be considered.
Secure data storage and recordkeeping: Leave administration systems eliminate the need for paperwork and enable the creation of centralized repositories or databases for leave-related records. Case records, documentation, and communication can all be stored in one location. Most systems offer dynamic options for easy access to historical records and audit trails and access controls to ensure confidentiality and privacy. Stiira and other software solutions configure role-based authorizations so organizations can operate with increased visibility while controlling who can view, edit, or download specific data.
5. Missing mandatory communication requirements
Many leave administration compliance failures come down to simple gaps in communication and documentation. Federal and state laws require employers to provide notices and related documentation to the employee throughout the leave process, and without proper process reminders, these deadlines can easily be missed.
Deadline reminders and notifications: Leave administration software includes safeguards and automation to ensure nothing falls through the cracks. Stiira and other effective software solutions leverage case management logic to establish deadlines, provide visibility to relevant users, and generate notifications, updates, and reminders regarding leave policies, entitlements, and documentation requirements. Administrators can leverage customizable templates for communication, and requested documentation can be uploaded by employees, ensuring compliance with mandatory communications requirements. With all tasks completed, tracked, and stored in one system, organizations can assess ongoing alignment with regulations and provide proof of compliance.
6. Making errors during recertifications and releases
Employee leaves may need to be recertified at some point. This process clarifies the limitations of the leave and gives the employer a chance to review opportunities for the employee to continue working in their position. It can be a challenge to handle recertifications consistently and empathetically. In addition, when an employee is ready to return to work after taking leave for a serious health condition, the employer should collect a release to return to work while maintaining compliance with specific medical privacy standards.
Automated recertification reminders: Similar to reminders and notifications for crucial communication points in the leave process, software solutions often include functionality for streamlining the process of sending recertification requests to employees and healthcare providers and facilitating a seamless return-to-work process for employees. Leveraging leave management software ultimately reduces the chances of transcription errors and ensures administrators are equipped to manage scenarios for extending a leave, transitioning to a different leave type, and facilitating an employee’s return from leave.
