What is a leave of absence?

A leave of absence (LOA) is a period of time when team members take time off work for extraordinary circumstances while maintaining job security.

People sometimes need extended time away from work to care for their health, support their family, or manage major life events. A clear leave of absence process gives them the time and space they need while helping HR teams plan ahead and keep work moving.

That support matters more than ever. In HiBob’s recent HR study, almost 50 percent of HR professionals said burnout and lack of wellbeing would be the biggest business risks of the year. Proactive leave management can reduce workflow disruption, support productivity, and improve employee satisfaction.

This article explains the main types of leave of absence, including paid, unpaid, medical, and family leave, how they work, and the legal requirements HR teams need to consider.

Key insights

• A leave of absence (LOA) is a period when team members take time off work for extraordinary circumstances while maintaining job security
• HR professionals play a crucial role in managing leaves to ensure business continuity and support team members during life events
• Different types of LOA include paid, unpaid, mandatory, and voluntary, each with unique legal and policy considerations
• Understanding LOA policies and legal requirements, such as the Family Medical Leave Act (FMLA), helps HR leaders ensure compliance and fairness
• Effective leave management involves clear policies, communication, and technology solutions like HiBob to streamline the process and support a positive workplace culture

What is a leave of absence (LOA)?

A leave of absence (LOA) is time people can take off from work for extraordinary circumstances. If a company’s policies concerning time off, sick leave, vacation, and holidays cover LOA, then the team member on leave can receive payment. Otherwise, the LOA is unpaid. 

While companies may not always compensate people for a leave of absence, they do provide protective benefits, and the person on leave can access their health insurance and accrue vacation days.

<<Download our PTO policy template to create a fair and transparent policy today.>>

Leave of absence vs paid time off

Leave of absence and paid time off (PTO) both mean time away from work, but they aren’t the same. Here’s how they compare: 

Dimension	Leave of absence	Paid time off
Purpose	Extended time away for a qualifying life event, such as a serious illness, caregiving, or military service	Short, routine breaks like vacation, personal days, or sick days
Legal protection	Often protected by law, for example FMLA, ADA, or state programs	Usually a company benefit, not legally required
Length	Weeks to months	Hours to multiple days
Payment	Paid or unpaid, depending on policy and law	Paid
Approval	Tied to eligibility rules and documentation	Approved at the manager’s discretion
Job security	Position is typically held or protected during qualifying leave	Role continues as normal

Standard vacation days, sick days, and public holidays fall under PTO. They’re routine, scheduled time off rather than the extended, event-driven absences covered by LOA policies. 

Time off in lieu (TOIL) is another form of time away from work that generally isn’t considered a leave of absence. With TOIL, team members take paid time off in exchange for overtime hours they’ve already worked, rather than receiving additional overtime pay.

Types of leaves of absences

Your organization may offer different types of leaves of absence depending on the size of the company and benefits packages. They’re often broken down into: 

• Paid vs unpaid leaves of absence: Whether or not a person gets paid while on leave 
• Mandatory vs voluntary leaves of absence: Whether or not an organization is required by law to offer a specific type of leave  

Paid leave of absence

A paid LOA allows team members to take time off while receiving their regular paycheck. Paid LOAs typically cover situations like parental leave, which allows parents to take time off for childbirth, adoption, or foster care. Organizations should clearly outline their paid time off policies, including accrual rates, eligibility, and duration.

Unpaid leave of absence

An unpaid leave of absence allows team members to take time off without receiving a paycheck. Depending on company policy and local laws, they may retain access to certain benefits, such as health insurance, during their absence. Common reasons for unpaid leave include:

• Personal leave for extended personal or family matters
• Long-term illness or recovery 
• Parental or family leave 
• Education or personal development 
• Bereavement leave

Organizations can specify job protection policies, such as whether the team member’s position will be held for their return or how long the leave can last.

Mandatory leave of absence

Some local, state, and federal governments require employers to provide leaves of absence for specific situations. 

• Jury duty: Jury duty leave allows people to fulfill their civic obligation of serving on a jury. In many regions, laws prevent companies from penalizing people for taking time off for jury duty. Some employers may also offer paid leave for the duration of the service.
• Military service: Military leave supports people called to active duty or training in the armed forces. Federal laws like the Uniformed Services Employment and Reemployment Rights Act (USERRA) protect their positions. Military teammates can return to their roles once their service concludes.
• Medical and disability leave: People take medical leave, sometimes called sick leave, for extended illness, surgery recovery, or an ongoing disability. This leave prevents employers from filling or eliminating their positions while they recover, so team members can focus on healing without fearing job loss.

The Family Medical Leave Act (FMLA) is the main federal law behind mandatory LOA. It gives eligible people up to 12 weeks of unpaid leave for serious health conditions, caring for a family member, adoption or foster care, and childbirth, or up to 26 weeks for military caregiver leave. To qualify, a team member needs 12 months of employment (not necessarily consecutive) and 1,250 hours worked in the prior year, at a company with 50 or more people within 75 miles.

FMLA isn’t the only law in play. The ADA can require unpaid leave as a reasonable accommodation for a disability, and the Pregnant Workers Fairness Act (PWFA), in effect since June 2023, requires accommodations, including leave, for pregnancy and related conditions. States are adding their own layer too: 14 states plus Washington, D.C. now have mandatory paid family and medical leave programs, with Virginia’s set to begin in 2028. For companies hiring across state lines, that patchwork is now a standing part of leave planning.

Voluntary leave of absence 

A voluntary leave of absence may be requested by a team member and granted at the employer’s discretion. This type of leave may be offered for personal reasons, including:

• Moving
• Personal or family upheaval
• Pursuing a passion or higher education
• Sabbatical, often used for research, study, or personal projects after a set number of years with the organization
• Religious observance, to fulfill religious duties such as holy days or pilgrimages

Understanding leaves of absence

Understanding leaves of absence helps you support your team through personal and professional life events. 

Who qualifies for a leave of absence?

Qualification for a leave of absence depends on employment duration, part-time or full-time status, and legal requirements. For example, part-time team members may have limited eligibility based on company policies. 

Laws like FMLA offer protection for qualified team members taking leaves for specific life events, regardless of company policy.

How people request a leave of absence 

Help your team streamline leave requests by:

1. Providing a clear attendance policy in the employee handbook. 
2. Communicating how your people can request a leave of absence and how much notice to give. For example, do they submit a leave request through a self-service portal, or do they need to email HR? 
3. Requesting documentation like doctors’ notes or jury duty notices as needed. 
4. Using employee management software to track leave requests and approval workflows.  
5. Maintaining open communication with people regarding any updates or changes to their leave. 

How long does a leave of absence last?

The length of a leave of absence depends on the type of leave and company policy. For example, FMLA gives eligible new parents 12 weeks of unpaid, job-protected leave in a 12-month period to bond with a new child, while military leave can last from weeks to years, depending on the military commitment. 

How to pay your people during a leave of absence 

Team members either receive full or partial pay during paid leave. During unpaid leave, they don’t receive a salary but may keep benefits like health insurance. 

Team members on medical leave due to illness or injury may be entitled to partial wage replacement through short-term or long-term disability insurance, either provided by the company or mandated by local law.

What happens when a leave of absence ends

When a leave of absence concludes, people typically return to their previous role or a comparable one. Before returning, HR teams and managers may conduct a reintegration process for a smooth transition. If the leave involved medical recovery, a team member might need to provide clearance from a healthcare provider before resuming work.

<<Download our PTO policy template to create a fair and transparent policy today.>>

How to manage leaves of absence effectively 

HR leaders can incorporate these practices to manage leaves of absence successfully:

• Know the rules: Understand the government rules regarding leaves of absence. Familiarity with these regulations ensures the company can fulfill its obligations, treat people fairly, and avoid lawsuits.  
• Create a leave of absence policy. Draft an LOA policy and include it in the employee handbook for easy accessibility. Explain the criteria for taking a leave of absence and the rules of paid and unpaid leave. Include a return to work policy that outlines the procedure for people returning from disability and the accommodations they’ll receive.
• Assess each situation: People taking leave for different reasons will have different needs. By categorizing each type of LOA, the employer can ensure equal and transparent treatment. Documenting all decisions, situation details, procedures, and correspondence with the person taking a leave of absence helps avoid discrimination and favoritism.  
• Provide training for supervisors: Train supervisors on appropriate behavioral conduct for people on a leave of absence, especially those on bereavement leave. Managing sensitive situations tactfully and compassionately lets your team know you care about them on a personal level.
• Plan for coverage: Line up backups and cross-train team members for key roles so a single absence doesn’t stall projects or overload the rest of the team. This keeps workflows steady while someone is away. 
• Use your people data: Draw on workforce analytics to spot leave patterns, like which teams see the most absences or which months create the biggest coverage gaps, and staff ahead of those peaks instead of reacting to them. HiBob’s analytics bring that data into one place alongside your headcount and org structure, so HR teams can catch the pattern early and plan coverage before an absence becomes a scramble.

<<Explore how Bob simplifies and streamlines time-off management.>>

How leaves of absence fit into a modern HR strategy

A leave of absence policy that follows the law and leads with compassion shows people the company cares about their wellbeing. That trust is the foundation of a dedicated, productive, and happy workforce. 

Handled well, leaves of absence are more than a compliance task. Clear policies, fair pay practices, and the right technology let you support people through major life events while keeping your business running. When your team knows they can step away and return to a secure role, they bring more energy and loyalty back with them.

Ready to simplify how you manage time off and leave?

Book a free demo to see how Bob helps HR teams support their people at every stage.

Leave of absence FAQs

What is an intermittent leave of absence? 

Intermittent leave is leave taken in separate blocks of time for a single qualifying reason, rather than all at once. Common uses include ongoing conditions like migraines or regular therapy appointments. Because it’s unpredictable, intermittent leave is one of the trickier types for HR teams to track and cover.

What is a valid reason for a leave of absence?

Valid reasons for a leave of absence include medical issues, family emergencies, and the birth or adoption of a child. Each company may define specific policies that reflect its commitment to work-life balance and health, making voluntary leave a positive part of the workplace culture.

Can someone take a leave of absence from work due to stress?

Yes, someone can request a leave of absence due to stress if a healthcare provider recommends time off. Stress-related leaves often qualify under medical leave or FMLA. Addressing stress early can help your people recover and increase employee engagement. To support your people, offer a clear path for requesting stress-related leave, including:

• Access to mental health resources such as employee assistance programs (EAPs) or counseling services
• Clear guidelines on how to apply for medical or stress-related leave, with an emphasis on maintaining privacy and reducing stigma
• Flexibility to accommodate different recovery times, understanding that stress impacts everyone differently

Build a culture that promotes mental wellbeing and recognizes the importance of work-life balance. This may include regular check-ins with team members, mental health days, or initiatives focused on reducing workplace stress.

What is the difference between a leave of absence and FMLA?

A leave of absence refers to any time away from work, no matter the conditions. The FMLA specifically grants eligible team members up to 12 weeks of unpaid, job-protected leave for medical and family reasons. While FMLA falls under the broader category of leave, not all leaves qualify for FMLA protection.

Can leaves of absence be extended?

Yes, leaves of absence can often be extended depending on the company’s policy and the reason for the leave. Team members typically need to submit a formal request for an extension and provide documentation if needed, like a doctor’s note for medical reasons. Extension approval depends on company policy and any applicable legal requirements.

How does leave of absence impact job security? 

For qualifying leave, job security is often protected by law. FMLA gives eligible people the right to return to the same or an equivalent role after up to 12 weeks of leave. The ADA and a growing number of state programs add further protection for medical and family-related absences. 

When leave is planned and documented well, team members can focus on their health or family and step back into a secure role when they’re ready.

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