Introduction
Often there are unforeseen circumstances when an Active Employee needs to be placed on a temporary Leave of Absence. When these instances arise, it is important to address the change in employment status within the employee's Employee Profile.
To place an employee on a leave of absence, navigate to HR section of their Employee Profile and select Employment Status. The Employment Status Card within the Employee Profile is primarily used to confirm or change the current status for an employee.
In the top right of the Employment Status section of the Employee Profile, is a blue "Start Leave" button that will initiate a leave of absence for the employee. Upon clicking this button, the system will first prompt for the leave start date.
After establishing the effective date for the change in status, the system will then prompt for the following fields of information:
- Status Code - In most cases, this will be assigned as the default "Leave (L)" Status Code however if there have been additional Status Codes that have been created under the Leave of Absence Status Type, they will be available here within this dropdown.
- Leave Reason - This indicates the reason for why the employee is taking a leave of absence. The available "Reasons" within this dropdown must first be established on the company level in order to be available within this dropdown. While it is not required to provide a Reason, it can be very beneficial for record-keeping purposes.
- Anticipated Return - If there is a specified date for when the employee will be returning from their leave enter it here, otherwise this field is not required.
- Employment Type - This will populate to the employees assigned Employment Type. This can be adjusted if there is any circumstance where the employee will be coming back from their leave with a different Employment Type, otherwise leave this as is.
- Date of Notice - If desired, enter the date when the employee notified the organization about their leave of absence.
- Notes/Attach Documents - If desired, enter any note or attach any relevant documents associated with the leave of absence.
Once all fields have been attended to, click the blue "Save" button to initiate the change in employment status.
Return To Work
When the employee is on their leave of absence, their Employee Profile display as such.
When the employee has returned from their leave of absence, simply click the "Return To Work" button in the top right corner of the Employment Status section within their Employee Profile. The system will then prompt for the employee's return date.
Click "Next" to move onto the confirmation screen where, there is the option to assign them an Active Status Code. If there is a need to change their Employment Type, or add any relevant notes or documentation, that is also available, otherwise click the blue "Save" button to finalize their return to work.
For guidance on how to terminate and employee, please refer to Empeon's article Terminating An Employee.