FREE 10+ Leave Plan Samples [Sick, Parental, Personal]

1. Create Leave Policies

When making your leave plan, you also need to implement leave policies (if there isn’t a leave policy established yet) that everyone will refer and observe to do consistently. Review your local, state, and federal labor laws and make sure your leave policies must comply with the law. Following the law will lessen complications of legal trouble. Make sure your policies are written clearly. Refer to your legal advisor if you’re not sure how policies will be written properly.

When making your leave policy, be sure to include the following details below:

• Include the holiday dates that will be observed in your organization
• How the leave days are accrued
• The systematic process for requesting time off
• What happens to unused leave days (e.g., use it or lose it vs. roll-over)
• The different types of leave you offer

Make sure to relay this information to your fellow managers and your human resource staff and conduct training to properly implement your leave policies.

2. Outline Your Leave Plan

The next thing to do is to outline your leave plan for your employees. Create two documents for your leave plan; one is for HR staff and managers for tracking leaves, and one is for employees to file their leaves.

For tracking leaves, create an annual calendar and title it as your leave plan for tracking. Create a symbol or legend to distinguish the different types of leaves that the employees will file. Make sure to mark the dates for holidays and important dates for your organization.

To make the document for your employees to file their leaves, include the following details:

1. Employee’s name and their ID number
2. Position title and the department they belong in
3. Annual leave balance
4. The type of leave the employee is filing
5. The dates when the leave will take place
6. The total number of leave days
7. The remaining balance of their leave
8. Signature line for supervisors approving the leave

The filing of leave document varies for every organization.

3. Discuss Your Leave Policies and Plan to Your Employees

When your policies and plan are complete, gather your employees and orient them about those. Communicating your leave policies and plan is a great step for them to be aware of the policies they need to follow and how to file their leaves correctly. This will also lessen complications and confusion regarding your leave process. Communicate any changes or adjustments with your policies and plan. Make sure to centralize your plan and policies to make it easier for your employees to access them.