{"id":6938,"date":"2024-09-24T09:01:00","date_gmt":"2024-09-24T09:01:00","guid":{"rendered":"https:\/\/www.brightmine.com\/us\/?post_type=resources&#038;p=6938"},"modified":"2025-03-26T22:08:32","modified_gmt":"2025-03-26T22:08:32","slug":"hr-ai-tech-leaves-administration","status":"publish","type":"resources","link":"https:\/\/www.brightmine.com\/us\/resources\/hr-compliance\/employee-leaves\/hr-ai-tech-leaves-administration\/","title":{"rendered":"AI and leaves administration: Risks and rewards"},"content":{"rendered":"\n<div class=\"wp-block-cover alignfull\" style=\"padding-top:var(--wp--preset--spacing--40);padding-bottom:var(--wp--preset--spacing--40);min-height:250px;aspect-ratio:unset;\"><span aria-hidden=\"true\" class=\"wp-block-cover__background has-background-dim-0 has-background-dim\"><\/span><img decoding=\"sync\" class=\"wp-block-cover__image-background wp-image-5877\" alt=\"Brightmine background\" src=\"https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/2\/2024\/04\/19110611\/Hero_Header_HP_Background_Desktop.webp\" style=\"object-position:100% 51%\" data-object-fit=\"cover\" data-object-position=\"100% 51%\" \/><div class=\"wp-block-cover__inner-container has-global-padding is-layout-constrained wp-block-cover-is-layout-constrained\">\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-d4010286 wp-block-columns-is-layout-flex\" style=\"padding-top:var(--wp--preset--spacing--40);padding-right:0;padding-bottom:var(--wp--preset--spacing--40);padding-left:0\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<div class=\"wp-block-group has-cararra-gray-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-f90d3be4 wp-block-group-is-layout-constrained\" style=\"border-radius:25px;padding-top:var(--wp--preset--spacing--40);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--40);padding-left:var(--wp--preset--spacing--30)\">\n<h1 class=\"wp-block-heading has-primary-purple-color has-text-color has-link-color wp-elements-0035a27b8e00317026f73821c4557f64\">AI and leaves administration: Risks and rewards<\/h1>\n\n\n\n<p class=\"has-primary-gray-color has-text-color has-link-color has-medium-font-size wp-elements-f28f9ad03a73151c47a115a93e085dd9\">HR AI tech trends show that leaves administration is ripe for AI support. This resource offers guidance on the risks and rewards involved.<\/p>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<figure class=\"wp-block-image aligncenter size-full has-custom-border\"><img decoding=\"sync\" src=\"https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/2\/2024\/04\/11141301\/resource_page_banner_brightmine.webp\" alt=\"Brightmine resources graphic\" class=\"wp-image-4642\" style=\"border-radius:0px\" \/><\/figure>\n<\/div>\n<\/div>\n<\/div><\/div>\n\n\n\n<div class=\"wp-block-group alignfull has-primary-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-7854952d wp-block-group-is-layout-constrained\" style=\"margin-top:0;margin-bottom:0;padding-top:var(--wp--preset--spacing--40);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--40);padding-left:var(--wp--preset--spacing--30)\">\n<p class=\"\">Published: September 24, 2024 | by <strong>Melissa Stein<\/strong>, <strong>JD<\/strong>, Legal Editor at Brightmine<\/p>\n\n\n\n<p class=\"\">Given the challenges of juggling federal, state and local leave laws, leaves administration is ripe for <a href=\"https:\/\/www.brightmine.com\/us\/solutions\/efficiencies-automation\/\">AI support<\/a>. While employers know that AI is changing the way we work, not everyone has gotten on board with using AI to improve efficiencies in HR processes like leaves. Gartner reports that <a href=\"https:\/\/www.gartner.com\/en\/human-resources\/topics\/artificial-intelligence-in-hr\" target=\"_blank\" rel=\"noreferrer noopener\">&#8220;38% of HR leaders have explored or implemented AI solutions&#8221;<\/a> to improve organizational efficiency.<\/p>\n\n\n\n<div class=\"wp-block-group has-primary-gray-color has-cararra-gray-background-color has-text-color has-background has-link-color wp-elements-cf8b3dc45939261eb645b2a40d8e790d is-layout-flow wp-block-group-is-layout-flow\" style=\"border-top-left-radius:25px;border-top-right-radius:25px;border-bottom-left-radius:25px;border-bottom-right-radius:25px;padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<p class=\"has-text-align-left has-primary-gray-color has-text-color has-link-color wp-elements-ceadbbb4a678dcd15ea394ee9d3a23f8\"><a href=\"https:\/\/www.congress.gov\/116\/crpt\/hrpt617\/CRPT-116hrpt617.pdf#page=1210\" target=\"_blank\" rel=\"noreferrer noopener\">Congress defines AI<\/a> as a &#8220;machine-based system that can, for a given set of human-defined objectives, make predictions, recommendations or decisions influencing real or virtual environments.&#8221;<\/p>\n<\/div>\n\n\n\n<p class=\"\">Whether your HR team is begging you for AI support for leaves administration or if you already have an AI system in place, it is essential to understand the risks and rewards involved.<\/p>\n\n\n\n<div class=\"wp-block-group has-global-padding is-content-justification-left is-layout-constrained wp-container-core-group-is-layout-d5209ea4 wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-group has-cararra-gray-background-color has-background is-vertical is-layout-flex wp-container-core-group-is-layout-79d58207 wp-block-group-is-layout-flex\" style=\"border-bottom-left-radius:25px;border-bottom-right-radius:25px;padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<h2 class=\"wp-block-heading\" style=\"font-size:clamp(15.747px, 0.984rem + ((1vw - 3.2px) * 1.131), 24px);\">In this resource:<\/h2>\n\n\n\n<ul style=\"padding-right:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\" class=\"wp-block-list\">\n<li style=\"font-size:clamp(14px, 0.875rem + ((1vw - 3.2px) * 0.548), 18px);line-height:1.7\" class=\"\"><a href=\"#Leverage-AI-to-Save-Time-and-Money\">Leverage AI to save time and money<\/a><\/li>\n\n\n\n<li style=\"font-size:clamp(14px, 0.875rem + ((1vw - 3.2px) * 0.548), 18px);line-height:1.7\" class=\"\"><a href=\"#Know-AI-Can-Be-Risky\">Know AI can be risky<\/a><\/li>\n\n\n\n<li style=\"font-size:clamp(14px, 0.875rem + ((1vw - 3.2px) * 0.548), 18px);line-height:1.7\" class=\"\"><a href=\"#Follow-the-Rules-to-Reap-the-Rewards\">Follow the rules to reap the rewards<\/a><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Leverage-AI-to-Save-Time-and-Money\">Leverage AI to save time and money<\/h2>\n\n\n\n<p class=\"\">AI can support employers with leaves administration in many ways, including reducing bias, inconsistencies and mistakes. AI doesn&#8217;t hold a grudge against a particular employee, cannot follow one rule for one employee&#8217;s request but not another&#8217;s or make a fluke mistake because it&#8217;s had a long day, potentially costing the company significant civil penalties. Instead, every decision it makes is based on the same set of rules implanted via machine learning.<\/p>\n\n\n\n<p class=\"\">Plus, relying on AI in the leaves administration process gives HR teams their time back to focus on tasks that require human analysis and decision-making. As HR teams juggle an increasingly complex patchwork of state and local leave laws, smart companies are leaping at the chance to lighten the load of leaves administration with AI.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Know-AI-Can-Be-Risky\">Know AI can be risky<\/h2>\n\n\n\n<p class=\"\">At the same time, relying too heavily on AI for leaves administration puts an organization at risk.<\/p>\n\n\n\n<div class=\"wp-block-group has-primary-gray-color has-cararra-gray-background-color has-text-color has-background has-link-color wp-elements-85c8aec1504135442a7713d9f779e442 is-layout-flow wp-block-group-is-layout-flow\" style=\"border-top-left-radius:25px;border-top-right-radius:25px;border-bottom-left-radius:25px;border-bottom-right-radius:25px;padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<p class=\"has-text-align-left has-primary-gray-color has-text-color has-link-color wp-elements-3f0a8a7f3477c77fc9debcd4973f9ffe\">As the <a href=\"https:\/\/dmec.org\/resources\/work-magazine\/boon-or-bane-wading-into-ai-waters-and-defining-risk-in-idam-circles\/\" target=\"_blank\" rel=\"noreferrer noopener\">Disability Management Employer Coalition has noted<\/a>, if employers wouldn&#8217;t let a new associate make absence-related decisions without supervision, why would they let AI do so?<\/p>\n<\/div>\n\n\n\n<p class=\"\">If an organization either (1) uses AI for leave process steps meant to be subjective or (2) does not appropriately oversee the AI function, it risks civil penalties and harm to their hard-earned reputation.<\/p>\n\n\n\n<p class=\"\">Government agencies are keeping an eye out for organizations that make these mistakes. The Department of Labor issued a <a href=\"https:\/\/www.dol.gov\/sites\/dolgov\/files\/WHD\/fab\/fab2024_1.pdf\" target=\"_blank\" rel=\"noreferrer noopener\">Field Assistance Bulletin<\/a> warning employers of the risk involved in using AI under the federal Family and Medical Leave Act (FMLA). If an employer does not implement appropriate guardrails and oversight when it comes to administering the FMLA, the DOL says, the employer will be held responsible for any issues caused by the automated system.<\/p>\n\n\n\n<p class=\"\">HR professionals know that the FMLA process can be grueling. The lengthy federal law has nuanced requirements at every step (employee request, leave period, employee&#8217;s return). Surely AI can make this process more efficient for HR teams. But steps that require subjective decision-making or instruct an employer to act &#8220;reasonably&#8221; must be based on human analysis, not black-and-white rules.<\/p>\n\n\n\n<p class=\"\">For example, it may seem simple enough to use AI to determine employee eligibility for FMLA leave, as <a href=\"https:\/\/hrcenter.us.brightmine.com\/employment-law-guide\/fmla-federal\/2500\/#determining-employee-eligibility\" target=\"_blank\" rel=\"noreferrer noopener\">the law specifically states the eligibility requirements<\/a>. But the law&#8217;s requirement that employers act &#8220;reasonably&#8221; in gathering this information is a gray area incompatible with machine learning. To determine eligibility, an employer may reasonably clarify or request additional information beyond what the employee initially provides, only to the extent that allows an employer to determine eligibility.<\/p>\n\n\n\n<p class=\"\">Without oversight, AI could request information beyond what is &#8220;reasonable,&#8221; violating a critical aspect of the employer&#8217;s legal obligations. Because the FMLA allows an employer to deny leave if an employee does not cooperate with the employer&#8217;s reasonable eligibility inquiries, AI could unlawfully deny an employee&#8217;s right to FMLA leave if it mistakenly concludes the information is insufficient or finds an employee is uncooperative, without considering the surrounding circumstances.<\/p>\n\n\n\n<p class=\"\">Similar concerns arise when it comes to medical certifications for FMLA leave based on a serious health condition. An AI system could unlawfully request detailed medical information beyond what is necessary or hold an employee to unreasonable time limits for returning information. Plus, an employer must ensure privacy guardrails that maintain FMLA process documentation as confidential, whether or not AI is involved.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\" id=\"Follow-the-Rules-to-Reap-the-Rewards\">Follow the rules to reap the rewards<\/h2>\n\n\n\n<p class=\"\">HR professionals know that leave processes, particularly under the FMLA and state and local family and medical leave laws, create opportunities for risk at every step. Assigning AI responsibility for reasonable decision-making may cause more risk than the time-saving tool is worth.<\/p>\n\n\n\n<p class=\"\">Simply put, employers that use AI for any leaves administration still must follow the law. By carefully implementing guardrails and ensuring human oversight, AI can be the timesaver leaves administrators dream about.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\">Still unsure how to use AI in leaves administration to your advantage, not your detriment?<\/h3>\n\n\n\n<figure class=\"wp-block-embed is-type-rich is-provider-infogram wp-block-embed-infogram\"><div class=\"wp-block-embed__wrapper\">\n<div class=\"infogram-embed\" data-id=\"59d4816d-4015-46c6-8491-66c8f88db1b9\" data-type=\"interactive\" data-title=\"53403-US-ai-and-leaves-administration-risks-and-rewards\"><\/div><script>!function(e,n,i,s){var d=\"InfogramEmbeds\";var o=e.getElementsByTagName(n)[0];if(window[d]&&window[d].initialized)window[d].process&&window[d].process();else if(!e.getElementById(i)){var r=e.createElement(n);r.async=1,r.id=i,r.src=s,o.parentNode.insertBefore(r,o)}}(document,\"script\",\"infogram-async\",\"https:\/\/e.infogram.com\/js\/dist\/embed-loader-min.js\");<\/script>\n<\/div><figcaption class=\"wp-element-caption\">Source: Brightmine<\/figcaption><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-group alignfull has-alabaster-gray-background-color has-background has-global-padding is-layout-constrained wp-block-group-is-layout-constrained\">\n<div class=\"wp-block-group alignfull has-primary-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-bbb7e64f wp-block-group-is-layout-constrained\" style=\"padding-top:var(--wp--preset--spacing--40);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--40);padding-left:var(--wp--preset--spacing--30)\">\n<h2 class=\"wp-block-heading has-text-align-center has-large-font-size\">Start your free trial today<\/h2>\n\n\n\n<p class=\"has-text-align-center has-medium-font-size\">Register today to gain free 7-day access to the Brightmine HR &amp; Compliance Center and stay up to date, compliant and save valuable time.<\/p>\n\n\n\n<div class=\"wp-block-buttons is-content-justification-center is-layout-flex wp-container-core-buttons-is-layout-a89b3969 wp-block-buttons-is-layout-flex\">\n<div class=\"wp-block-button\"><a class=\"wp-block-button__link has-primary-white-color has-secondary-blue-background-color has-text-color has-background has-link-color wp-element-button\" href=\"https:\/\/hrcenter.us.brightmine.com\/freetrial-login\/?loggedInUrl=%2Ffreetrial%2Fnew-user%2F&amp;registrationUrl=%2Ffreetrial%2Fnew-user%2F&amp;intcmp=hrcc-resources|cta-2-col|light|banner|hrcenterus-freetrial|take-a-free-trial\" style=\"border-radius:26px\" target=\"_blank\" rel=\"noreferrer noopener\">Take a free trial<\/a><\/div>\n<\/div>\n<\/div>\n\n\n\n<div class=\"wp-block-group has-primary-white-background-color has-background has-global-padding is-layout-constrained wp-container-core-group-is-layout-c9b5e92c wp-block-group-is-layout-constrained\" style=\"border-radius:25px;margin-top:var(--wp--preset--spacing--30);margin-bottom:var(--wp--preset--spacing--30);padding-top:var(--wp--preset--spacing--30);padding-right:var(--wp--preset--spacing--30);padding-bottom:var(--wp--preset--spacing--30);padding-left:var(--wp--preset--spacing--30)\">\n<h3 class=\"wp-block-heading has-large-font-size\">About the author<\/h3>\n\n\n\n<div class=\"wp-block-columns is-layout-flex wp-container-core-columns-is-layout-28f84493 wp-block-columns-is-layout-flex\">\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\" style=\"flex-basis:100px\">\n<figure class=\"wp-block-image size-full is-resized is-style-rounded\"><img loading=\"lazy\" decoding=\"async\" width=\"100\" height=\"100\" src=\"https:\/\/cdn.brightmine.com\/wp-content\/uploads\/sites\/3\/2025\/07\/23143733\/melissa-stein.webp\" alt=\"Melissa Stein, JD, Legal Editor, Brightmine\" class=\"wp-image-9830\" style=\"object-fit:cover;width:100px;height:100px\"\/><\/figure>\n<\/div>\n\n\n\n<div class=\"wp-block-column is-layout-flow wp-block-column-is-layout-flow\">\n<p class=\"\"><strong>Melissa Stein, JD<\/strong><br>Legal Editor, Brightmine<\/p>\n\n\n\n<p class=\"\">Melissa Stein is a former practicing employment law attorney. As a legal editor at Brightmine, she covers various forms of leave, including paid sick leave and paid family and medical leave. Melissa also works with the Handbook Templates team to craft and update Brightmine handbook statements.<\/p>\n\n\n\n<p class=\"\">Melissa holds a Bachelor of Arts in global studies from Arizona State University and a Juris Doctor from the University of Wisconsin Law School.<\/p>\n\n\n\n<p class=\"\">Before joining Brightmine, Melissa worked as an Equal Employment Opportunity attorney at the American Federation of Government Employees, where she represented union members alleging employment discrimination claims against federal agencies. She also conducted trainings on federal employment discrimination law. Previously, Melissa worked as an associate at a civil rights law firm in Washington, D.C., where she focused on litigation involving employment discrimination, harassment and retaliation.<\/p>\n\n\n\n<p class=\"has-link-color wp-elements-f83131bb0ef5c79bf9dcca3c9e371041\">Connect with Melissa on\u202f<a href=\"https:\/\/www.linkedin.com\/in\/melissastein\">LinkedIn<\/a>.<\/p>\n<\/div>\n<\/div>\n<\/div>\n<\/div>\n","protected":false},"excerpt":{"rendered":"<p>HR AI tech trends show that leaves administration is ripe for AI support. This resource offers guidance on the risks and rewards involved.<\/p>\n","protected":false},"author":24,"featured_media":7965,"comment_status":"closed","ping_status":"closed","template":"resources","categories":[56],"tags":[],"topic":[68,29],"class_list":["post-6938","resources","type-resources","status-publish","has-post-thumbnail","hentry","category-c-and-i","topic-employee-leaves","topic-hr-technology"],"_lnrs_read_more":"","yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.0 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>AI and leaves administration: Risks and rewards | Brightmine<\/title>\n<meta name=\"description\" content=\"HR AI tech trends show that leaves administration is ripe for AI support. 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