Case Study: AEGIS Insurance Services centralizes PTO and reduces overhead by $135 per employee with ServiceNow

AEGIS automates time-off processing, resulting in centralized management of PTO requests and tracking, while also lowering costs

AEGIS, a mutual insurance company serving the North American energy industry, lacked a standardized way to manage paid time off—employees submitted requests by email, handwritten notes and phone, while managers used spreadsheets and calendars. This ad hoc process made tracking difficult, produced weak audit trails and left payroll struggling to collect timely, accurate PTO data.

AEGIS built a custom ServiceNow out-of-office application to centralize and automate PTO, travel and contractor requests: employees submit via the Service Portal, managers can approve from email or the app, Outlook invites are created automatically, and HR rules and privacy controls are enforced. The solution gave HR and payroll real‑time, auditable data and reduced overhead by $135 per employee, improving policy compliance, payroll accuracy and overall visibility into staff time off.

AEGIS Insurance Services

Regina Salogiannis

Human Resources Manager