Case Study

This client was facing significant challenges with their previous leave management technology vendor. Technical problems prevented the client from reaching stabilization on the previous system – employees’ FMLA hours tracked were inaccurate and incorrect notices were being generated and sent. Also, the platform proved not to be user-friendly as the client’s HR administrators struggled with creating cases and the system’s state leave policies were not kept up to date with regulatory changes. Ultimately, this vendor demonstrated poor follow-up in resolving the tech issues reported by the client. The issues were severe enough that this client’s leave team temporarily reverted to manual spreadsheet leave tracking.

Through months of frustration, the client reached out to Qcera for help. The Qcera team was given the list of leave-related issues the client was experiencing. Qcera quickly demonstrated how the LeaveSource® platform can resolve each challenge that their incumbent vendor could not.

In short order, the client made the decision to switch vendors and engaged with Qcera | LeaveSource®. They received comprehensive implementation support customized to address each pain point.

By design, LeaveSource® is intuitive with efficient workflows that streamline case management ensuring faster processing times for leave cases and job accommodations.

Unlike the prior platform where leave policies remained outdated, the LeaveSource compliance engine applies the latest state leave policies. The system reliably generates the appropriate FMLA and/or CFRA letters and attachments with accurate entitlement calculations. Full data validation was completed before go-live to ensure a seamless transition.

In addition, LeaveSource addressed the client’s specific operational needs through intelligent platform configurations.

• Payroll integration: API from the client’s HRIS and payroll system automatically enters employee reported intermittent leave dates into LeaveSource, eliminating duplicate hour tracking between multiple platforms.
• Union specific compliance: For union employees, correspondence was configured with union-specific language including proper return-to-work processes aligned with collective bargaining agreements.
• ADA compliance: Through the ADA/Job Accommodations capability, the leave team tracks job accommodation documentation, the interactive process, and follow-up for regulatory compliance. The system handles “ADA leave as an accommodation” after FMLA denial for ineligibility or exhaust.
• Document management: In Que Docs, the client securely stores employee medical certifications that automatically link to each leave or accommodation case.
• Single sign-on: The leave administrators access the platform through their organization’s existing login, eliminating the friction of separate account credentials.
• Multi-state support: The client’s environment was configured to administer leave for employees in California and New York with remote workers in other states, ensuring compliance consistency across all jurisdictions.

The challenges this client was experiencing with their previous leave technology vendor were pain-point by pain-point alleviated by Qcera | LeaveSource®. Some of the efficiency gains included:

• Reduced manual intermittent leave tracking
• Automation such as date feeds from the client’s payroll system into LeaveSource®
• Accurate leave counting and tracking eliminated the need for manual administrative checking
• Access to automated leave-related reports to assess absenteeism by location
• Availability of data for HR teams to identify trends, improve workplace conditions, and enhance the company’s overall leave management program.

These are just some of the benefits this client gained by switching its leave management platform to Qcera | LeaveSource®.