FMLA Process Insights MICHELLE JAMBOIS UW-LA CROSSE

Transcription

1 FMLA Process Insights MICHELLE JAMBOIS UW-LA CROSSE

2 Agenda Overview of our FMLA process and procedures Provide samples of communications and forms Leave scenario Questions and discussion 2

3 Process for FMLA Employee notifies HR to request a leave Schedule an appointment to meet or forms Prepare for the meeting For example: complete FMLA worksheet, fill in FMLA forms, print off leave balances and benefit info Enter employees leave on leave log tracking sheet More description and sample starts on slide 5 of this presentation 3

4 4 Sample of FMLA Worksheet

5 Leave Log Basic Info Bi-weekly or Monthly Employee ID Name Title Department name Continuous or Intermittent Start and end date Updated date Comments 5 Additional Info Added Column for status to employment team Type of leave (mat/mom/med ) Non-medical leave Appointment percentage Who is entering leave Pay agreement Employment Class

6 Closed out Leaves Sample of Leave Log Biwkly Person Person Appt Empl Title Dept Division ET - Leave Entering C/I Action Reason ET- RTW Monthly ID Name % Class Name Name Name Sent Start End Updated Leave Date Date Type Date Comments B 100 US I Y 12/11 Paid Leave of Absence FMLA- Intermittent Y 1/11/2018 RTW Med EE Partial-LOA Medical M 100 FA C Y 3/13 Position Change Y 4/23 update Payroll (FMLA) Med M 100 FA I Y 4/23 Paid Leave of Absence FMLA-Intermittent Y 5/17/2018 Med Payroll Pay Agreement M 100 FA C Y 1/10/2018 Position Change Partial-LOA Personal Reasons Mat 100 Partial-LOA Medical Mat M FA C Y 1/10/2018 Position Change (FMLA) Entered in HRS B 100 US C Y 12/11 Paid Leave of Absence FMLA- Continuous Y 1/22 switch to Int Med Payroll B 100 US I Y 12/11 Paid Leave of Absence FMLA- Intermittent Y 5/17/2018 Med EE Current Leaves Biwk or Person Person Appt Title Dept Division ET- Leave Entering Class C/I Action Reason ET- RTW Month ID Name % Name Name Name Sent Start End Updated Leave Date Date Type Date Comments B 100 US I Y 7/12 Paid Leave of Absence FMLA-Intermittent Med EE M 100 FA Mat M 100 FA 9/11/2017 Leave of Absence Professional LOA B 100 US C Send July Paid Leave of Absence FMLA-Continuous Med EE/Payroll Pay Agreement 100 FA M I Y 1/4/2018 Paid Leave of Absence FMLA-Intermittent Med-dad EE M 100 AS C/I Y 1/22/2018 Med- Paid Leave of Absence FMLA-Intermittent Y 6/1 Update Spouse EE M 100 AS C Send in Aug Paid Leave of Absence FMLA-Continuous Pat EE B 100 US I Y 7/12 Paid Leave of Absence FMLA-Intermittent Med EE M 100 AS C Y 6/1 Paid Leave of Absence FMLA-Intermittent Mat HR B 100 US C Y 6/1 Unpaid LOA/Paid LOA Personal Reasons LOA EE B 100 US I Y 5/18 Paid Leave of Absence FMLA-Intermittent Med EE 100 Medmom B US I Y 1/4/2018 Paid Leave of Absence FMLA- Intermittent EE M 100 AS C Y 6/13 Leave of Absence FMLA-Continuous Mat HR M 100 AS C Y 6/13 Position Change Partial-LOA Mat HR/Payroll M 100 AS C Y 7/3 Paid Leave of Absence FMLA-Continuous Pat EE M 100 AS C Y 5/29 Paid Leave of Absence FMLA-Continuous Mat EE M 90 AS C Y 6/18 Paid Leave of Absence Personal Reasons LOA EE 6 Personal LOA Active Upcoming Need info LOA - Non Medical

7 Meeting With Employee When meeting with employee go over the following: Give overview of FMLA Intermittent leaves do not begin until paperwork is received Review forms to be completed: Employee Request, Certification, Notice of Eligibility and Return to Work form Review leave balances Review benefits and give any necessary forms Check if enrolled in ICI, determine eligibility and possibility of needing Discuss leave reports to determine if employee or HR will be completing 7

8 Timing Considerations Determine if employee is eligible for FMLA We allow employees with less than 1 year of service to take personal leave with supervisor/department approval If employee will exceed more than 480 hours (12 weeks) Approved on case by case basis Physician Supervisor/department Faculty is allowed to take entire semesters off due to student learning consistently 8

9 Reviewing Forms Review completed forms to determine eligibility May need to get clarification from doctor or ask to have form updated if not completely filled out Examples of things to look for: Does reason for request qualify under FMLA Beginning and end date for leave If leave is continuous or intermittent If intermittent leave how frequent does employee need off 9

10 10 Sample Certification Form (Incomplete)

11 11 Revised Certification Forms

12 Tasks to Complete Once all forms received back the following: Designation Notice send to employee Supervisor Memo send to supervisor, copy to employee, personnel file Benefits information along with forms to make changes, if needed Return to work form (if needed) Benefit Checklist, if unpaid leave of absence, to set up on benefit billing Send Employment Team an to enter the leave into HRS Other campuses may refer to these individuals as HR They make the entry into Job Data 12

13 13 Sample of Supervisor Memo

14 14 Sample of Benefit

15 Sample to Employment Team CC: payroll and benefits team Subject of Paid LOA for Marsha Brady Employment Team, Please enter the Paid LOA for Marsha. Marsha Brady, Empl Rec: 0 Effective: 9/10/2018 Reason: FMLA- Continuous Expected Return Date: 10/17/

16 Leave Reporting Paper leave reports: Complete paper leave reports for employee if needed Example of when HR completes: When an employee is using 25% sick leave (2 hours per day), if the employee would enter their leave it would round it to 4 or 8 hours Electronic leave reports: Employee should complete their leave report electronically if able to Make overrides to employees leave report For example, if an employee is on intermittent and uses 6 hours of sick leave, we need to do an override in HRS so it does not round to 8 hours (Decimal 2 field) Bi-weekly timesheets: Employee or supervisor will complete or if needed payroll will enter the timesheet 16

17 17 Sample Paper Leave Report

18 18 Sample Leave Report- Cypress

19 During and After Leave Follow up with employee and confirm return to work date Send out an updated supervisor memo if needed Complete ICI Employer Statement if needed Once employee returns to work send Employment Team an to return employee from leave in HRS CC: payroll and benefits team ***Sample *** Subject of Return to Work From Paid LOA for Marsha Brady Employment Team, Please enter the return to work from the Paid LOA for Marsha. Marsha Brady, Empl Rec: 0 Effective: 10/17/2018 Reason: Return from Leave 19

20 Leave Scenario Marsha Brady an Academic Staff employee (9 month) Maternity leave, due November 5, 2018 Partial leave the beginning of Fall Semester Using sick leave after baby is born August 27, 2018 through date of birth 25% unpaid leave 75% work Date of birth through January 10, % unpaid leave 25% sick leave 50% work (15% teaching and 35% scholarship/service) 20

21 How We Handled Scenario Meet with employee to go over options Employee needs approval from dept. chair and dean for the reduced work load Copy in HR on the approval Once approved finalize paperwork with employee and go over benefits Explain how taking unpaid affects leave accrual Send Employment Team an to change employees FTE in HRS to 75% By doing this no LWOP entry needed in absence management Send Employment Team another to change FTE back to 100% after baby is born Fill out paper leave reports for sick leave usage for employee and supervisor to sign 21 How would you have handled the scenario differently?

22 Improvements To Our Process One point of contact for employees on leave Leave Coordinator goes over: FMLA/LOA, benefits, ICI, leave reports and also handles all types of leaves which include FMLA, military leaves, non FMLA, work comp, personal LOA Track all leaves in a spreadsheet Weekly meeting to review all open leaves Faculty and IAS workload guidelines for taking a leave 22

23 23 Guidelines for Taking a Leave

24 Improvements in Progress In the process of developing a form to request a leave Tracking of leave usage: Have employee put FMLA in comments on timesheet/leave report Manually track on a calendar or spreadsheet Opportunity for improvement would be to have a FMLA/LOA pay code in HRS for the employee to use to make it easier to track the leave usage especially for intermittent leave 24

25 Benefit impacts Adoption (treated same as birth) Other Agenda Items Expressed in the Survey Interrelation between FMLA and employee relations/performance/discipline- how and when to separate the issues. What happens when an employee runs out of FMLA Working with employees regarding reduced schedules - How/when to discuss with an employee about reducing their FTE permanently when they have been on a reduced schedule for an extended period of time Who does campuses have managing their FMLA- is it one person specifically assigned to FMLA or a team Tracking Is there a tracking tool or additions to HRS that would make it easier to track A summary of how all leaves work together (i.e.. FMLA, ADA, ADA, ICI, Work Comp) What is covered on FMLA, how long can someone be on FMLA, what proof does a person need to have to be qualified for FMLA How FMLA interacts with ADA, discipline and workers comp Would like to learn more on intermittent FMLA How to manage extended leave Understanding of what UW System s stance is related to FMLA policies and sick leave policies for 9 month employees that request to use sick leave for an entire semester (longer than the 12 weeks for FMLA) when the instance is related to birth or an instance when the medical need is complete Best practices in administrating and marketing FMLA 25 All great items to discuss during the Benefits & Payroll User Group monthly calls

26 Thank You!