Leave Management¶

This document provides comprehensive guidance on leave management within the Stratpoint Timesheet Application, including leave types, request processes, approval workflows, and policy compliance.

Leave Types and Policies¶

Standard Leave Types¶

graph TB
    A[Leave Types] --> B[Vacation Leave]
    A --> C[Sick Leave]
    A --> D[Personal Leave]
    A --> E[Emergency Leave]
    A --> F[Maternity/Paternity Leave]
    A --> G[Bereavement Leave]
    A --> H[Study Leave]
    A --> I[Compensatory Time Off]

    B --> B1[Annual Allocation: 15-25 days]
    C --> C1[Annual Allocation: 10-15 days]
    D --> D1[Annual Allocation: 5-10 days]
    E --> E1[As needed, unpaid]
    F --> F1[Government mandated]
    G --> G1[3-5 days per incident]
    H --> H1[Approved educational programs]
    I --> I1[Earned overtime compensation]

Leave Allocation by Employment Level¶

Employment Level	Vacation Days	Sick Days	Personal Days	Study Days
Junior (0-2 years)	15	10	5	3
Mid-level (2-5 years)	20	12	7	5
Senior (5-10 years)	25	15	10	7
Principal (10+ years)	30	15	12	10

Leave Accrual System¶

Monthly Accrual Calculation¶

// Leave accrual calculation example
function calculateMonthlyAccrual(employee) {
    const annualAllocations = getAnnualAllocations(employee.level);

    return {
        vacation: annualAllocations.vacation / 12,
        sick: annualAllocations.sick / 12,
        personal: annualAllocations.personal / 12,
        study: annualAllocations.study / 12
    };
}

// Maximum carryover limits
const carryoverLimits = {
    vacation: 5, // days
    sick: 10,    // days
    personal: 0, // no carryover
    study: 2     // days
};

Leave Request Process¶

Submitting Leave Requests¶

Step-by-Step Process¶

Access Leave Management
Navigate to "Leave" section in main menu
Click "Request Leave" or "New Leave Request"
Select Leave Type
Choose appropriate leave category
Review available balance
Check policy requirements
Specify Leave Details
Start Date: First day of leave
End Date: Last day of leave (inclusive)
Duration: Full day or partial day options
Reason: Brief description or justification
Emergency Contact: If required for extended leave
Review and Submit
Verify all details are correct
Check impact on project deadlines
Submit for approval

Leave Request Form Example¶

{
    "leave_request": {
        "employee_id": 123,
        "leave_type": "vacation",
        "start_date": "2024-03-15",
        "end_date": "2024-03-22",
        "total_days": 6,
        "is_half_day": false,
        "reason": "Family vacation to Europe",
        "emergency_contact": {
            "name": "Jane Doe",
            "phone": "+1-555-0123",
            "relationship": "Spouse"
        },
        "work_coverage": {
            "coverage_arranged": true,
            "covering_employee": "John Smith",
            "handover_notes": "All urgent tasks delegated, client meetings rescheduled"
        }
    }
}

Leave Request Guidelines¶

Advance Notice Requirements¶

Leave Type	Minimum Notice	Recommended Notice
Vacation	2 weeks	1 month
Personal	1 week	2 weeks
Study	1 month	2 months
Sick	As soon as possible	N/A
Emergency	Immediate	N/A
Maternity/Paternity	1 month	3 months

Documentation Requirements¶

Medical Leave
Doctor's certificate for sick leave >3 days
Medical documentation for extended medical leave
Return-to-work clearance if required
Study Leave
Course enrollment confirmation
Educational institution details
Learning objectives and business relevance
Emergency Leave
Supporting documentation when available
Explanation of emergency circumstances
Expected duration if known

Approval Workflow¶

Approval Hierarchy¶

graph TB
    A[Employee Submits Request] --> B{Leave Duration}
    B -->|1-3 days| C[Team Lead Approval]
    B -->|4-10 days| D[Manager Approval]
    B -->|>10 days| E[Manager + HR Approval]

    C --> F{Approved?}
    D --> F
    E --> F

    F -->|Yes| G[Leave Approved]
    F -->|No| H[Request Denied with Reason]

    G --> I[Calendar Updated]
    G --> J[Team Notification]
    G --> K[Project Impact Assessment]

    H --> L[Employee Notification]
    H --> M[Resubmission Option]

Approval Criteria¶

Factors Considered¶

Business Impact
Project deadlines and commitments
Client meeting schedules
Team availability and coverage
Critical business periods
Leave Balance
Available leave days
Previous leave usage
Accrual status
Policy compliance
Coverage Arrangements
Work delegation plans
Team member availability
Client communication plans
Emergency contact arrangements

Automatic Approval Conditions¶

Leave requests within policy limits
Adequate advance notice provided
No conflicting business commitments
Sufficient leave balance available
Proper coverage arrangements made

Approval Response Times¶

Approver Level	Response Time	Escalation
Team Lead	24 hours	Manager
Manager	48 hours	HR Manager
HR Manager	72 hours	Department Head

Leave Calendar and Scheduling¶

Team Leave Calendar¶

Calendar Features¶

Team View
Visual representation of team leave schedules
Conflict identification
Coverage gap highlighting
Project timeline integration
Department View
Cross-team leave coordination
Resource planning support
Holiday and blackout period display
Capacity planning insights
Individual View
Personal leave history
Upcoming leave plans
Leave balance tracking
Accrual projections

Blackout Periods¶

{
    "blackout_periods": [
        {
            "name": "Year-end Client Deliveries",
            "start_date": "2024-12-15",
            "end_date": "2024-12-31",
            "affected_departments": ["Development", "QA", "Client Services"],
            "exceptions": ["Emergency leave", "Pre-approved vacation"]
        },
        {
            "name": "Q1 Planning Period",
            "start_date": "2024-01-02",
            "end_date": "2024-01-15",
            "affected_departments": ["Management", "Finance", "HR"],
            "exceptions": ["Medical leave", "Emergency leave"]
        }
    ]
}

Leave Balance Management¶

Balance Tracking¶

Real-Time Balance Display¶

// Leave balance calculation
function calculateLeaveBalance(employee, leaveType) {
    const currentYear = new Date().getFullYear();

    const allocated = getAnnualAllocation(employee, leaveType, currentYear);
    const accrued = calculateAccruedLeave(employee, leaveType, currentYear);
    const used = getUsedLeave(employee, leaveType, currentYear);
    const pending = getPendingLeave(employee, leaveType);

    return {
        allocated: allocated,
        accrued: accrued,
        used: used,
        pending: pending,
        available: accrued - used - pending,
        projected_year_end: allocated - used - pending
    };
}

Balance Notifications¶

Low Balance Alerts
Warning when balance drops below 25%
Reminder to plan leave usage
Accrual rate information
Expiration Warnings
60-day notice for expiring leave
30-day final warning
Use-it-or-lose-it policy reminders
Accrual Updates
Monthly accrual notifications
Annual allocation updates
Policy change notifications

Leave History and Reporting¶

Individual Leave Reports¶

Annual Leave Summary
Total leave taken by type
Remaining balances
Accrual and usage patterns
Compliance status
Leave History
Chronological leave record
Approval status and dates
Coverage arrangements
Return-to-work confirmations

Management Reports¶

Team Leave Analytics
Team leave utilization rates
Coverage gap analysis
Leave pattern trends
Policy compliance metrics
Department Reports
Cross-team leave coordination
Resource planning insights
Seasonal leave patterns
Budget impact analysis

Special Leave Scenarios¶

Extended Leave Management¶

Long-Term Leave Process¶

Pre-Leave Planning
Work transition planning
Knowledge transfer sessions
Client communication strategy
Equipment and access arrangements
During Leave
Periodic check-ins (if appropriate)
Emergency contact protocols
Work coverage monitoring
Return preparation planning
Return-to-Work
Gradual reintegration options
Catch-up briefings
Project status updates
Performance support

Medical Leave Compliance¶

FMLA and Local Regulations¶

Eligibility Verification
Employment duration requirements
Hours worked thresholds
Medical certification needs
Family relationship verification
Documentation Management
Medical certification tracking
Periodic recertification
Return-to-work clearances
Accommodation requests
Job Protection
Position holding policies
Equivalent position guarantees
Benefits continuation
Non-retaliation protections

Leave Policy Compliance¶

Policy Enforcement¶

Automated Compliance Checks¶

// Policy compliance validation
function validateLeaveRequest(request) {
    const violations = [];

    // Check advance notice
    if (!meetsAdvanceNotice(request)) {
        violations.push("Insufficient advance notice");
    }

    // Check balance availability
    if (!hasAdequateBalance(request)) {
        violations.push("Insufficient leave balance");
    }

    // Check blackout periods
    if (isBlackoutPeriod(request)) {
        violations.push("Leave requested during blackout period");
    }

    // Check maximum consecutive days
    if (exceedsMaxConsecutive(request)) {
        violations.push("Exceeds maximum consecutive leave days");
    }

    return {
        isValid: violations.length === 0,
        violations: violations
    };
}

Audit and Monitoring¶

Regular Audits
Quarterly policy compliance reviews
Leave pattern analysis
Approval consistency checks
Documentation completeness verification
Exception Reporting
Policy violation alerts
Unusual leave pattern identification
Approval time tracking
Coverage gap notifications

Training and Communication¶

Employee Education¶

New Employee Orientation
Leave policy overview
System usage training
Request process walkthrough
Q&A sessions
Annual Policy Updates
Policy change notifications
Updated procedure training
Best practice sharing
Compliance reminders

This comprehensive leave management system ensures fair, consistent, and compliant leave administration while supporting both employee needs and business operations.