SAP Knowledge Base Article - Public

2088097 - Leave of Absence (LOA) Process Considerations - Platform


  • What considerations are necessary when deciding on a method for managing SuccessFactors users and forms associated with the LOA (leave of absence) process?


  • BizX Platform


  • A primary consideration for deciding on a method for managing SuccessFactors users and form associated with the LOA process is to determine whether the active forms will be meaningful upon the employee's return to work.

When in-progress forms will not be meaningful post-leave

  • If in-progress forms will not be meaningful then you can simply list the user as INACTIVE and delete in progress forms. If this path is chosen, you should reassign all subordinates of the person going on leave prior to making them inactive.

When In-progress forms will be meaningful post-leave

Option 1: 
  • Re-assign subordinates, leave employee as ACTIVE and take no further action.
Option 2:

     a). Create an account for a 'fictitious person' to serve as the “Leave of Absence User' (LOA User). When someone goes on leave - they are reassigned with the LOA User as their manager. The benefit of this strategy is that forms for all on leave employees are in one spot and can be managed via the LOA User. When the employee returns from leave and the manager is updated, the system will auto forward docs correctly.

     b). The above process can also work with an "actual person" i.e. an HR person or someone responsible for managing leaves.
(NOTE: with any of the above scenarios, you should reassign subordinates of the on leave person to someone who is active in the organization to ensure that subordinates are not neglected during the managers leave - see step 2a or 2b)

Reassign Subordinates during leave

  • Assign subordinates to the one over mgr or HR person or whomever is responsible for the employee while their named manager is out. A good way to define who this person should be is to think through who would the employee talk to about a significant job concern or who is responsible for the 'care and feeding of the employee while the manager is away?' That is the person who should be listed as manager to keep things like development planning, goal tracking, interim reviews etc. moving along.


KBA , LOD-SF-PLT , Foundational Capabilities & Tools , How To


SAP SuccessFactors HCM Core all versions