Leave management concerns the processes involved when an employee in an organization requests for leave and managers deny or approve these requests based on existing laws and company policies. There are various federal, state and municipal laws that require employers to provide time away from work for instances of injury, illness, pregnancy, military and more. Each of these laws has its own eligibility criteria, entitlement, deadlines, and employee notice and documentation requirements – all of which must be adhered to for the employer to be compliant.
Introduced by Congress in 1993, the Family & Medical Leave Act (FMLA) was designed to provide job security while offering employees up to 12 work weeks of unpaid excused absence annually for qualified medical and family reasons, including personal or family illness, family military leave, pregnancy, adoption, or the foster care placement of a child. The FMLA is administered by the Wage and Hour Division of the United States Department of Labor.
The Americans with Disabilities Act of 1990 (ADA) and subsequently the ADA Amendments Act of 2008 (ADAAA) is a wide-ranging civil rights law that applies to employers with 15 or more employees and prohibits, under certain circumstances, discrimination based on disability. Disability is defined by the ADA as “a physical or mental impairment that substantially limits a major life activity.”
Under the ADA, an employer must provide reasonable accommodations to employees to allow them to perform the essential functions of their jobs, unless such change or modification would cause “undue hardship” to the employer.
An employer may also be required to make adjustments in leave policy as a reasonable accommodation, including modifying the employee’s schedule or providing unpaid leave.
There are more than 450 U.S. state regulations that impact leave and a growing number of municipal regulations. There are also close to 200 regulations that are currently under review within city and state legislatures.
The importance of leave management in this day and age is significant because legal compliance has become extremely challenging for employers. Leave legislation is constantly changing and laws often overlap or run concurrently with each other. Without an integrated software solution, employers risk failing to manage leave properly, which can harm their organization in two ways:
1) Granting too much leave results in lost productivity and associated costs.
2) Granting too little leave can result in costly litigation and decreased employee satisfaction.
Yes. The system includes a set of standard dashboards that provide authorized users with an overview of data in real time, such as a breakdown of cases by leave type or diagnoses or a list of absences by day of week. Custom dashboards can also be created.
Yes. While Presagia includes a set of standard reports, authorized users can also create and save their own report templates using the embedded ad-hoc reporting tool. Reports can be generated either in HTML format for viewing within the browser, opened directly into Excel or as a CSV or XML file for import into other reporting or analytic tools. HTML reports include links which allow users to open the source records to see more information.
The system includes a lot of decision support and is designed to be used by HR generalists without significant training in leave regulations.
Despite not having a dedicated internal Time and Attendance interface, the system creates an absence schedule which can be used to predict absences for an employee and erode the employee’s leave balance accordingly. The absence schedule can be modified during the leave process as needed. Absences can also be manually added for a particular day or for a period of time.
The integration is done via secure, automated file feeds that pass employee demographic, attendance and absence information required for leave management to Presagia.
The integration is done via ongoing interfaces that pass employee demographic information and attendance/absence information to the Presagia solution. The information is used to validate which specific leave policies (e.g. FMLA, state legislated or employer leave) are applicable to an employee’s request for time off, and to determine if the employee is eligible for the applicable leaves.
The T&A information flows to Presagia and will be matched up with those leaves that are being managed within Presagia, and are used to calculate and deduct leave entitlement in the units required by law and/or policy. If an employer does not have a Time & Attendance system for part or all of its employee population, or cannot provide an interface to their HRIS/Payroll information, employee demographic and attendance/absence information can be manually entered into the application.
Presagia’s system can include Manager and HR Self-Service. Should this be implemented, the software will notify managers and HR within the platform seamlessly. As well, managers and HR can specify an external email to which they will receive alerts when there are new notifications waiting for them in the system.
Yes. Presagia’s system has a leave policy configuration tool that lets us configure company and union policies using approximately 75 different parameters, more than any other vendor. The configuration of customized policies is charged on a time and materials basis.
Yes. An employer can decide exactly what functionality to offer to employees and managers including self-service. Employees are typically provided with the right to request leaves, view leave balances, view documents, messages and alerts, upload medical certifications and other documentation, and see summary leave case information. Managers can typically complete requests on behalf of their employees, see when employees are expected to be absent, and review summary leave case information.
Presagia Leave and ADA systems are extremely configurable. Some of the items that can be configured on a per-customer basis include:
- Organizational structures
- User Roles and Groups
- Leave policies
- Page layouts or the creation of brand new screens
- System generated documents
- Display columns
- Statistical reports
Yes. Presagia has a standard set of best practice leave letters and forms that have been designed in consultation with employment law firms in order to protect customers. However, these letters can be modified both in wording and format, on a time and materials basis.
Rules are updated within the Compliance Engine on a continuous basis. Presagia’s Compliance Team works with leaders in employment law and a number of other sources to stay up to date on upcoming leave regulatory changes at the state and federal levels and to prepare for changes that are pending.
Yes. Presagia supports all 50 U.S. state leave rules as well as the District of Columbia and Puerto Rico, meaning companies with multiple work sites are covered.
Presagia provides Software as a Service (SaaS) solutions that help employers manage the Family Medical & Family Leave Act (FMLA), military, state, municipal and employer leave programs as well as the Americans with Disabilities Act (ADA) and Return to Work programs.
The system automates leave calculations and processes for leave under FMLA, military, state and employer policies. At its core is Presagia’s proprietary Compliance Engine that manages 450 pieces of federal and state leave legislation across 53 jurisdictions and an automated workflow that manages timelines and employee communications based on legal best practices.