Paternity Leave Application

Paternity leave applications managed through email or informal requests leave HR teams without a consistent record of the leave period, the child's details, the employee's eligibility status, and who should be contacted during the absence. Without a structured, centralized application form, processing paternity leave accurately and maintaining a complete audit trail for compliance purposes requires more administrative effort than it should.

The Paternity Leave Application template for SharePoint, built with Infowise Ultimate Forms, provides a formal leave application form that captures the employee's personal and employment details, the leave start and end dates, the child's full name, gender, date of birth, and relationship to the employee, the reason for leave, policy eligibility confirmation, emergency contact details, and dual sign-off from the employee and their manager. Every application is stored as a complete, auditable record in SharePoint.

How it works

Employee and employment details

The form captures the employee's first and last name, employee ID, job title, department, National Insurance number, email address, phone number, and full home address. Capturing the National Insurance number within the leave application record supports payroll processing and statutory leave entitlement verification without requiring a separate document request.

Leave period and scheduling

The form captures the paternity leave start and end dates alongside an optional column for any specific time-of-day requirements during the leave period. Capturing the full leave period in structured date columns allows HR to record and report on paternity leave accurately, identify any scheduling conflicts, and plan cover arrangements without additional follow-up to confirm the dates.

Child information and relationship

A dedicated child information section captures the child's full name, gender, date of birth, and the employee's relationship to the child. Capturing these details in structured columns within the leave record ensures the application contains the information needed to verify entitlement under the organization's paternity leave policy and any applicable statutory requirements, without requiring supporting documentation to be submitted separately.

Reason for leave and eligibility confirmation

A reason for paternity leave column gives the employee the space to provide any relevant context. A dedicated eligibility column captures whether the employee considers themselves eligible for paternity leave under the organization's policy, providing HR with a self-assessment that can be verified against the policy criteria before the application is approved.

Emergency contact details

The form captures the name, phone number, and email address of a contact person during the employee's absence. Capturing emergency contact details within the leave application record ensures the HR and management team have a point of contact for urgent matters without needing to request this information separately at the start of the leave period.

Accuracy declaration and dual sign-off

The form closes with a confirmation statement through which the employee declares that all information provided is accurate and true, alongside the submission date, the employee's e-signature, and the manager's e-signature. The dual sign-off is stored within the same SharePoint record as the leave application, creating a formally endorsed, auditable leave record without any paper-based process.

What you get

• A formal paternity leave application capturing employee name, ID, job title, department, National Insurance number, and full home address
• Leave start and end dates with optional time-of-day scheduling requirements
• Child's full name, gender, date of birth, and relationship to employee for entitlement verification
• Reason for leave and policy eligibility self-assessment columns
• Emergency contact name, phone, and email for absence period coverage
• Employee and manager e-signatures with submission date creating a formally endorsed leave record
• Every application stored as a complete, auditable record in a standard SharePoint list
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Paternity Leave Application system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All leave application records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.