dag: What type of leave should this absence be classified as?
version: 1.0.0
image: https://images.unsplash.com/photo-1506784983877-45594efa4cbe?w=1200&q=80
description: Guides HR professionals and managers in classifying an employee leave request into the correct leave category. Accurate classification ensures compliance with employment law, correct payroll treatment, and fair application of entitlements. Work through the questions in order using the information provided by the employee at the time of request.
tags: hr, leave management, absence, people operations
entry: Q1

Q1: What is the primary reason the employee is requesting leave?
  hint: Ask the employee directly and record their stated reason. The reason drives the classification and determines which entitlement applies. If the employee is unwilling to share details, default to the most privacy-protective classification and seek HR guidance before proceeding. Do not make assumptions based on rumour or observation — the employee's own explanation is always the starting point for any classification decision.
  A: Personal holiday, rest, or recreation -> Q2
  B: Illness, injury, or medical appointment -> Q3
  C: Birth, adoption, or care of a new child -> [PARENTAL]
  D: Death or serious illness of a close family member -> [COMPASSIONATE]

Q2: Has the employee accrued sufficient annual leave balance to cover the requested period?
  hint: Check the HR system or payroll records for the employee's current accrued leave balance before answering. Some organisations permit employees to take leave in advance of accrual — check your policy carefully. If the balance is insufficient and advance leave is not permitted under policy, the request may need to be classified as unpaid leave or deferred until sufficient balance accrues. Never approve leave that draws a negative balance without explicit policy authority to do so.
  yes -> [ANNUAL]
  no  -> [UNPAID]

Q3: Is the absence expected to last longer than five consecutive working days?
  hint: Short-term sick leave of five days or fewer is typically self-certified in most jurisdictions and covered by the standard sick leave entitlement. Absences extending beyond five consecutive days generally require a medical certificate from a registered healthcare provider and may trigger a separate entitlement such as statutory sick pay, income protection, or long-term medical leave. Check your organisation's sick leave policy for the specific certification threshold that applies in your location.
  yes -> Q4
  no  -> [SICK]

Q4: Has the employee provided, or committed to providing within 48 to 72 hours, a medical certificate from a registered healthcare provider?
  hint: A medical certificate — also called a fit note, doctor's note, or medical clearance depending on jurisdiction — is typically required for absences exceeding the self-certification period. Without a valid certificate, the absence may not qualify for paid sick leave entitlements or income protection benefits. Allow a reasonable window of 48 to 72 hours for the employee to obtain certification before reclassifying the leave as unpaid, and communicate this deadline clearly and in writing.
  yes -> [MEDICAL]
  no  -> [UNPAID]

[ANNUAL]: Annual Leave
  color: #4ade80
  description: The request qualifies as annual leave and should be approved subject to manager discretion and operational coverage requirements. Record the leave in the HR system and deduct from the employee's accrued leave balance on the correct dates. Confirm the approval in writing to the employee, including the exact dates and the balance remaining after the leave is taken. If the request conflicts with a busy operational period or overlaps with other approved team absences, discuss alternatives with the employee before making a final decision. Ensure leave approval is captured before the employee's absence begins.
  code: HR_LV_01

[SICK]: Sick Leave
  color: #60a5fa
  description: The absence qualifies as short-term sick leave and should be recorded accordingly in the HR system. For absences of one to two days, self-certification is typically sufficient — remind the employee of the self-certification process and timeline upon their return. If the employee has reached the organisation's absence notification threshold (commonly three or more separate absences in a rolling 12-month period), a return-to-work conversation should be scheduled on the first day back. Monitor absence patterns and flag any concerning trends to HR for guidance on whether a formal attendance review is warranted.
  code: HR_LV_02

[PARENTAL]: Parental Leave
  color: #a78bfa
  description: The request relates to a qualifying parental event and must be assessed against the organisation's parental leave policy and all applicable statutory entitlements. Engage HR immediately — parental leave carries specific eligibility criteria, minimum notice requirements, and documentation obligations that vary significantly by jurisdiction and by leave type (maternity, paternity, shared parental, or adoption leave). Provide the employee with the relevant policy documents, a leave plan template, and contact details for the HR team who will manage the leave. Confirm the classification, agreed start date, expected duration, and applicable pay entitlement in writing as soon as possible to protect all parties.
  code: HR_LV_03

[COMPASSIONATE]: Compassionate / Bereavement Leave
  color: #f472b6
  description: The request qualifies as compassionate or bereavement leave and must be handled with care and sensitivity. Do not require the employee to justify or prove their relationship to the deceased or seriously ill person beyond a reasonable personal statement. Apply the entitlement specified in the organisation's policy, which typically ranges from one to five paid days for the death of an immediate family member. Confirm the approved days in writing and proactively remind the employee of the Employee Assistance Programme (EAP) if one is available. Check whether additional unpaid leave or annual leave can be offered if the policy entitlement does not meet the employee's needs, and offer this option without requiring the employee to ask.
  code: HR_LV_04

[MEDICAL]: Medical / Long-term Leave
  color: #f97316
  description: The absence qualifies as long-term medical leave and requires structured management to support the employee while protecting the organisation. Ensure the medical certificate is received promptly and filed securely in accordance with data protection and privacy obligations. Review the employee's eligibility for income protection insurance, statutory sick pay, or other income-replacement benefits and communicate entitlements clearly. Establish a proportionate stay-in-touch arrangement with the employee's consent, and schedule formal reviews at four weeks and eight weeks involving HR and occupational health where available. Begin developing a return-to-work plan well ahead of the anticipated return date to ensure a safe and sustainable reintegration.
  code: HR_LV_05

[UNPAID]: Unpaid Leave
  color: #94a3b8
  description: The request does not meet the criteria for a paid leave entitlement, or the employee's paid balance is exhausted — unpaid leave is the appropriate classification. Confirm with the employee in writing that they understand the leave will be unpaid and obtain their explicit agreement before processing the request. Update payroll in advance of the leave period to prevent incorrect salary payments from being issued. Assess and communicate any impact of the unpaid period on pension contributions, benefits accrual, service continuity, or other entitlements under your organisation's policies. Where possible, explore whether alternative options such as annual leave advance or a phased return might meet the employee's needs within a paid framework.
  code: HR_LV_06