Let’s Walk Through One Leave Request.
Instead of explaining FLARE™ as a checklist, this example shows how one ordinary employee leave request can reveal hidden gaps across HR, payroll, benefits, managers, vendors, and employee communication.
Illustrative Example: Mitch's Mega Gym Reaches 50 Employees
Mitch's Mega Gym has grown quickly and recently reached 50 employees. The company has good people, a payroll system, a broker relationship, managers who care, and basic HR processes.
Then one employee tells their manager they need time away for a serious medical condition.
Nothing about the request seems unusual at first. But as the leave moves through the organization, small handoffs begin creating bigger questions.
The Employee Starts With Their Manager
The employee tells their manager they need time off for a medical reason. The manager wants to help, but is not sure whether the absence may trigger FMLA, disability, ADA, workers' compensation, or regular attendance procedures.
- The manager handles the request informally.
- HR is notified late or not at all.
- No one documents the first date the employer had notice.
- Reviews manager escalation practices.
- Identifies whether qualifying absence triggers are clearly defined.
- Checks whether intake documentation is consistent.
HR Begins the Leave Process
HR receives the information and tries to determine what notices, forms, timelines, and documentation may be required. But the process depends on who received the request, what was documented, and whether the employee has worked enough hours.
- Eligibility is checked inconsistently.
- Notices are delayed or missed.
- Documentation is stored in multiple places.
- Reviews intake forms, eligibility checks, and notice workflows.
- Looks for inconsistent documentation practices.
- Identifies whether HR has a repeatable leave checklist.
Payroll Needs Accurate Leave Status
Once the employee is out, payroll needs to know whether regular wages should continue, stop, reduce, or coordinate with disability benefits. If leave status is unclear, payroll may keep processing pay based on old information.
- Payroll is not notified when leave status changes.
- Pay continues longer than intended.
- Short-term disability and regular payroll are not coordinated.
- Maps the communication between HR, payroll, and disability processes.
- Checks whether pay status changes have approval checkpoints.
- Identifies overpayment and delayed transition risks.
Benefits Need Premiums and Eligibility Tracked
While the employee is on leave, benefits may continue. But if the employee moves into unpaid leave, premium collection and benefit deductions need to be tracked clearly.
- Employee premium obligations are not communicated.
- Benefit deductions are missed during unpaid leave.
- COBRA or continuation questions are handled late.
- Reviews benefit continuation and premium tracking practices.
- Looks for reconciliation gaps between leave, payroll, and invoices.
- Identifies where unrecovered premiums may occur.
The Vendor May Be Waiting on Information
If a disability carrier, TPA, PEO, broker partner, or leave vendor is involved, the process depends on timely communication. One missing form or unclear status update can slow down the entire leave.
- The vendor is waiting for employer information.
- HR assumes the vendor has contacted the employee.
- Disability transition dates are not monitored internally.
- Reviews vendor handoffs and internal follow-up checkpoints.
- Identifies where employer ownership becomes unclear.
- Checks whether disability and leave timelines are being monitored.
The Employee Receives Conflicting Information
The employee may hear one thing from their manager, another from HR, and something different from a vendor. Even when everyone is trying to help, inconsistent communication can create confusion and frustration.
- The employee does not know who owns the next step.
- Return-to-work expectations are unclear.
- Updates are reactive instead of proactive.
- Reviews employee communication touchpoints.
- Identifies where messages become inconsistent.
- Recommends clearer ownership and communication templates.
Return to Work Creates Another Handoff
When the employee is ready to return, HR, the manager, payroll, benefits, and possibly medical documentation all need to align again. If the process is not clear, the return can create just as much confusion as the original leave.
- Return-to-work documentation is incomplete.
- Payroll or benefits are not updated timely.
- ADA accommodation needs are missed or delayed.
- Reviews return-to-work procedures and documentation checkpoints.
- Identifies gaps between leave closure, payroll updates, and benefit status.
- Looks for ADA coordination opportunities.
Find
Uncover the hidden gaps inside the leave request.
Locate
Identify where the process breaks between people and systems.
Analyze
Connect each breakdown to risk, cost, and employee experience.
Recommend
Turn findings into practical improvements leadership can act on.
Elevate
Build a stronger, repeatable leave administration process.
Explore Everything Included in a FLARE™ Assessment
You have now seen how one leave request can reveal hidden gaps across HR, payroll, benefits, vendors, managers, and employee communication. Next, review the full list of executive deliverables included with every FLARE™ Comprehensive Assessment.
View FLARE™ Assessment Deliverables →