LeaveCalc for local government
Leave tracking for counties, cities and school districts
FMLA cases, comp time, PTO and sick leave for public employers, with the live data stored in the USA and a buying path that works by email.
14-day trial for every new company, no card.
Who it is for
Counties, cities, towns and districts
LeaveCalc gives an HR office, or a single department, one place for leave: PTO, sick leave, FMLA cases and comp time, with approvals and reports. It suits counties, cities, towns, school districts and special districts that need a leave record without buying a full HR suite.
Employees do not need accounts. They ask from one request link, and they can open a self-service page with an email link to see their balances and requests.
FMLA
FMLA covers every public agency
The US Department of Labor's Fact Sheet 28 says public agencies, including federal, state and local government employers, are covered by FMLA regardless of the number of employees.
What LeaveCalc does for it
- The FMLA screens appear by themselves for a US company with 50 or more people or an FMLA case. An owner can switch them on for any US company, which a small public agency needs to do.
- Each case keeps the eligibility notice (WH-381) and designation notice (WH-382) dates and deadlines.
- Leave-year methods, a note that FMLA records are kept for 3 years, and a "50 employees within 75 miles" setting for each location.
- Medical certifications and doctor's notes can be attached to the request. They are stored encrypted, apart from the other records, open only to the person, the owners and the managers you allow (never a manager limited to one department, for FMLA and sick leave), logged on every view, and deleted after the time you choose, 3 years by default. There is no virus scanning. Documents and medical notes
State rules too
US state paid sick leave and paid family leave rules come as presets with their sources, so a policy starts from the rule that applies where your people work.
Comp time
Comp time, described exactly
Comp time is tracked with the time off in lieu module. Here is exactly what it does today:
- A manager records extra time worked, or an employee submits it from the self-service page.
- Once approved, the balance grows by the hours worked times a multiplier that you set: 1.0 by default, at most 5.
- Optional expiry in days. The time that expires first is used first, and expired time is removed automatically.
- An optional maximum balance. An approval that would pass the cap is clipped or refused.
- An optional approval step, and expiring time shown on the Today card and in reminders.
- Taking the time off is an ordinary request.
For US state and local governments there is also an FLSA comp time option based on 29 CFR 553. It earns comp time at no less than 1.5 hours per overtime hour, holds at most 240 hours (480 for public safety, emergency response and seasonal work, which an owner sets per person with a written reason), records overtime that does not fit under the limit as hours to pay as overtime, never expires the time, and works out the payout when someone leaves at the higher of their 3-year average regular rate or final regular rate. It does not decide what counts as overtime in your work period, apply state rules, or check for a break in service. The expiry and maximum balance options above are for ordinary time off in lieu only. For US companies the policy form points to the US Department of Labor’s Handy Reference Guide to the FLSA.
Data and accessibility
Where the data lives, and who can use it
Live data stored in the USA
The live customer data is stored on a dedicated server in Manassas, Virginia, USA, rented from netcup GmbH, and nowhere else. The person who runs LeaveCalc is based in Manitoba, Canada, and administers the server remotely. The security overview lists how the data is protected and which sub-processors receive some of it.
A company on the Business or Enterprise plan can also sign in through its own identity provider with SAML 2.0 single sign-on, set up by an owner (see the security overview); there is no SCIM. Some optional features involve other services: Sign in with Google or Microsoft (also used to sign up), a Google or Outlook calendar that an owner can connect, and the Slack app. Google and Microsoft are not sub-processors, because your own people choose to use their own accounts and an owner connects the organisation’s own calendar, and neither is Slack, because an owner connects the organisation’s own workspace; the security overview says what Google, Microsoft and Slack receive. There is no Microsoft Teams app, and the Slack app is not in the Slack Marketplace. The Microsoft app has no verified publisher yet, so an organisation’s IT administrator may have to approve it before staff can connect.
Accessibility
Our target is WCAG 2.1 AA. The US Department of Justice ADA Title II web rule sets WCAG 2.1 AA for the web content of state and local governments, from April 26, 2027 for governments of 50,000 people or more and from April 26, 2028 for smaller ones and special districts. Whether it covers the tools your staff use is a question for your counsel. The accessibility statement shows where LeaveCalc stands.
Buying
A subscription, or a yearly invoice
- Priced by team size, and paid monthly by card or as a yearly invoice. See the plans. Above 100 people: Enterprise, $149 a month with no seat limit, available from the Billing page in the app.
- Pay by card, or by a yearly invoice: an owner on Business or Enterprise asks for it in the app (Settings > Billing > Pay by invoice) with your PO number, or you write to contact@leavecalc.com, and we email a Stripe invoice due in 30 days.
- LeaveCalc is a Canadian vendor, so you get IRS form W-8BEN on request, not a W-9.
- Security questionnaires and vendor registration forms are answered by email.
At these prices a subscription usually falls under small-purchase rules; check your purchasing policy.
Buying LeaveCalcSecurity overviewData Processing AddendumAccessibility statement
Also in the product
Also in the product
Also in the product
Records and onboarding, in the same place
Try it with one department.
A 14-day trial with no card. Read the security overview first if your IT team needs it.