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Published by , 2017-05-30 00:02:02

Continuous FML

Continuous FML

Page # PROCESS CONTINOUS SOP #
SOP Owner FAMILY MEDICAL LEAVE
Revision #
1 of 3
Implementation Date
Last Reviewed/Update
Date
Approval

Standard Operating Procedure

OBJECTIVE: Review and process Family Medical Leave Request

Documents:
1. Completed FML/Parental Leave Application
2. Signed Physician's Information Release Form
3. Certification of HealthCare Provider Form (completed by treating
physician)

FAMILY MEDICAL LEAVE OVERVIEW

1. Employee files FML Application, Physician's Release and Certification of
Healthcare Provider forms to HR for Processing

2. FML Reviewer completes FML Checklist form
3. Print PeopleSoft leave accruals which provides sick and vacation leave totals

for the month
4. Review Physician's certification; does the information qualify as serious

illness? Time needed for FML? Estimated time to return to work?
5. Review leave totals and allocate employee sick and vacation leave to FML

period; if leave period extends accrued leave, allocate remaining time as
unpaid leave. Add calculation procedures to process.
6. Generate FML approval and analysis letter according to the type of request.
Letters are found on L/Benefits/FMLA/Letter Templates
7. Review letters for accuracy and save each as a pdf in the L drive. Print a copy
of each for the FML file.
8. Create FML ePAR that will place the employee on FML
9. Enter FML time on timesheet; enter time each month or bi-weekly pay period
(depending on employee's pay status).
10. File in active monthly or Bi-weekly FML file for future entries.

DETAILED FML REVIEW

1. HR REVIEW AND DETERMINATION
a. Once all forms are received, review request:
i. Approval: Condition qualifies for FMLA (Located in the L drive.
L:Benefits_FML_FMLTemplates
1. Generate approval letter for employee
a. Dates of approval will be provided on the
approval E-mail notification sent to the
employee, department and CBA.
b. Letter will include Return to Work date.
2. Create an electronic copy for FMLA file
3. Review all available paid leave and generate analysis
letter for department

Page # PROCESS CONTINOUS SOP #
SOP Owner FAMILY MEDICAL LEAVE
Revision #
2 of 3
Implementation Date
Last Reviewed/Update
Date
Approval

a. Dates of approval (with/without pay) will be
provided on the approval E-mail notification sent
to the employee, department and CBA.

4. Create an electronic copy for FMLA file
5. Send original approval letter and analysis to employee’s

Email address listed on the FML Application with a copy
to manager and CBA/DBA
6. FML leave is recorded by Analyst in TRAM for both
monthly and biweekly employees according to FML
Calendar cycle

ii. Denial: request not approved for FMLA
1. Generate denial letter with appropriate reason indicated
2. Create an electronic copy to place in FMLA file
3. Send original to employee’s Email address
4. Notify supervisor, department and CBA of FML denial.

2. HR COMPLETES FMLA ePARs
a. ePAR required for each type of leave (with and without pay).
i. FMLA with pay:
1. HR will generate PLOA ePAR
2. Benefits will update timesheet and submit hours for
department approval monthly or bi-weekly (according to
employee pay classification)
ii. FMLA without pay:
1. HR will generate LOA ePAR
2. ePAR cannot be created until after paid leave ePAR has
been executed
3. ePAR will cease any pay until the employee is returned
to work
4. Unpaid LOA does not require time entries on the
timesheet.

3. Run a query to extract FML time that has not been approved by department
i. HRMS_PT_NEEDS_APPRVL_FMLA
1. HTML
2. All time before: 1st of the following month
3. BUS UNIT is HR730
4. Click search to extract information needed
5. Email departments if the time has not been approved

4. FML related time entries are made on the 15th of the month for monthly
employees and Thursdays after pay period ends for bi-weekly employees
a. Other benefit related review during this process include:
i. Unpaid LOA - initiate ePAR to place employee on LOA if
employee exhaust paid time during said month

Page # PROCESS CONTINOUS SOP #
SOP Owner FAMILY MEDICAL LEAVE
Revision #
3 of 3
Implementation Date
Last Reviewed/Update
Date
Approval

ii. Benefits Coverage Review - Place employee on unpaid leave in
ERS if employee is in an unpaid status for the entire month(s)
while on FML

iii. Communicate with department any updates to leave or
employee's need for possible extended leave post FML

EXTENDED LEAVE:

Extended leave is approved by department when an employee has exhausted their
12 weeks FML.
Extended leave requests are approved by department. Department approves
extended leave, initiate ePAR and makes extended leave time adjustments.

1. Notify the DBA and manager that the employee has exhausted the 12 week
FML period.

2. The management team has to decide if the employee qualifies for "extended
leave"; if the team agrees, instruct them to initiate an extended leave/Health
Reasons ePAR with effective date.

3. The department now assumes responsibility for monitoring the extended
leave process.


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