FMLA Administration

FMLA Tracker

An FMLA Tracker is located in the X Drive:  X:/HR/Tracker/FMLA Tracker.  This file tracks the status of all employees currently out on FMLA.

FMLA Admin Process 

• Once an employee notifies ES the need for FMLA, the first step is to have them complete and return the FMLA request form located on the ADP homepage under Benefits Information
• Once the FMLA request form is returned to ES, the following paperwork should be completed/sent to the employee within 5 business days of receiving the form:
  1. Employee FMLA Guide (nothing needs to be filled in)
  2. Notice of Eligibility & Rights under FMLA – complete all 4 pages
     • If not eligible for FMLA, no further documentation needed
  3. If the FMLA is for own medical condition, complete the employer section – Section 1 - of the Certification of Health Care Provider for Employee’s Serious Health Condition under the Family and Medical Leave Act
  4. If the FMLA is to care for a family member, complete the employer section – Section 1 – of the Certification of Health Care Provider for U.S. Department of Labor Family Member’s Serious Health Condition Wage Hour Division under the Family and Medical Leave Act
  5. If the FMLA is related to military/service member caregiving or qualifying exigencies, complete the appropriate form for that type of leave
  6. Benefit Repayment Agreement
• Email the employee the above 4 documents. They have at least 15 calendar days to return the appropriate documentation to approve or deny the FMLA leave. Use this email template when sending the documents as this includes information on how to file for Short Term Disability if the FMLA is for their own medical condition:

• Add the employee to the FMLA tracker and update status until the employee returns to work.
• Once the employee has returned the signed benefit repayment agreement and certificates to HR, the next step is to determine if the FMLA is approved or denied. Complete the Designation Notice to send to the employee
  1. If the certification has all of the details needed, approve the FMLA and complete Section 2 of the designation notice
  2. If the certification is missing information, complete Section 2 of the designation notice
  3. If the employee has no more FMLA available or the reason for leave is not an FMLA-qualifying reason, deny the FMLA
  4. Have the employee confirm if they will be pre-paying their benefits before the start of leave or will call the AR Manager to make payments periodically while out on leave
• Add the employee information on the New Hire Term Report under the Leave section
• File all of the paperwork in the employee’s medical file
• Put the employee on leave status in ADP from the start of the leave through the expected return to work date
• Notify Payroll of the employee name and leave start date
• When employee is ready to return to work, must provide a doctor’s release before can start working
  1. Change to Active in ADP
  2. Notify Payroll of the employee name and return to work date