FMLA Process

  1. Supervisor notifies HR that an employee has been out for 3 days
  2. Supervisor refers employee to the Benefits Specialist to discuss FMLA and/or parental leave
  3. HR contacts the employee to determine the nature of the absence – if they plan to be out consistently or on an intermittent basis. Determines if employee needs to also apply for short term disability (STD)
  4. Within 5 days of the request, HR sends the employee the appropriate paperwork:
    1. FMLA Notice of Eligibility
    2. FMLA Rights and Responsibilities
    3. Parental Leave – if applicable
  5. Once the employee provides documentation an email is sent to the supervisor to let them know that the employee has made an FMLA request as well as general information about their responsibilities.
  6. HR notifies the supervisor of when/how they are to complete leave reports or timesheets.
  7. Supervisor is automatically notified by email when timesheets are due. If employee is unable to complete and submit their timesheet to the supervisor for approval, the supervisor should notify and make arrangements for submission with the payroll department.
  8. If the employee is using their leave balances, the supervisor completes the timesheet and enters applicable leave or holiday time.  (Employee may do this if able)
  9. If the employee is having their income replaced by STD, the time is recorded by the HR office.
  10. If employee is also applying for STD, HR sends the supervisor notifications of approvals as they are received.
  11. When the employee returns to work, the supervisor (or employee) must provide HR with a copy of the return to work notice. If the notice requires restrictions, then HR notifys Health and Wellness, who with the supervisor make the accomations assessment. The supervisor should not allow the employee to work without a sufficient return to work notice as this could be a liability for the University.
  12. If an employee is out on intermittent leave, HR will send the supervisor information that indicates how frequently the employee will need to be out of work and for what duration. Example, flare ups occur 2 times every 2 months for 2 days each. The supervisor needs to monitor this and if the absences are greater than what was initially indicated then they should contact HR. In this instance, HR sends a request for re-certification as the conditions for FMLA have now changed.
  13. If the employee is out intermittently then the supervisor needs to ensure that HR is provided dates of those absences so they can be recorded accurately.