Requesting, Approving and Placing Employees on FMLA Leave

Notice of Need for FMLA - Qualifying Leave

Faculty and staff members have the obligation to provide timely notice to their supervisors and the FMLA vendor about the need for FMLA-qualifying leave. Where the need for leave is foreseeable, such as for an expected birth or adoption or foster care placement or planned medical treatment, 30 days notice is to be provided before the leave is to begin. If 30 days notice is not feasible, then notice must be given as soon as practicable. The employee should advise the supervisor and the FMLA vendor as soon as practicable if the dates of a scheduled leave change, are extended, or become known.

When planning medical treatment, an employee consults with the supervisor prior to the scheduling the treatment in order to work out a schedule which best meets the needs of the employee and the work unit. If an employee fails to consult regarding scheduling, the responsible administrator/supervisor may require that the employee attempt to make different arrangements subject to health care provider approval.

Where the need for leave is unforeseeable, an employee provides notice as soon as practicable under the facts and circumstances of the particular situation. The employee, absent unusual circumstances, should provide notice of the need for leave in keeping with any unit work rules for calling in sick or reporting an absence. This notice may be given by another responsible person if the employee is unable to do so personally.

If an employee fails to provide proper notice of the need for an FMLA-qualifying need, then FMLA coverage may be delayed for a period of time dependent on the facts and circumstances of the particular situation.

Certification of FMLA-Qualifying Leave

Certification of the FMLA leave is required. The FMLA vendor will request certification of the FMLA-qualifying leave from the employee when notice of the need for leave is given or within five business days thereafter. For unforeseeable leaves, certification should be requested within five business days after the leave commences. Certification may be requested later if any reason arises to question the appropriateness of the leave or its duration.

Employees must provide complete and sufficient certification within the vendors given timeframe after the request unless it is not practicable under the particular circumstances despite the employee’s diligent, good faith efforts. Employee should contact the vendor to advise if they will not be able to get the documentation in by the provided due date.

Designation of FMLA-Qualifying Leave

The FMLA vendor will provide notice to the employee that the leave is designated as FMLA-qualifying leave within five business days after complete, sufficient certification is provided or, where certification is not requested, within five business days after sufficient information is provided indicating an FMLA-qualifying leave is needed.

If the reason for leave is FMLA-qualifying, but the employee does not meet the eligibility requirements to take such a leave, then the FMLA vendor will provide notice to the employee about the anticipated date for FMLA eligibility, if applicable.

Entering FMLA in HRMS

The Leave Administration team will document the use of FMLA leave in the employee’s JOB record in HRMS and absence management. This includes the use of paid and unpaid leave used concurrently with the FMLA leave.

End of FMLA-Qualifying Leave

Before the anticipated end date of a leave, employees should communicate with the supervisor/responsible administrator and the FMLA vendor regarding return to work or the medical necessity of additional leave beyond 12 workweeks.

Employees can consider reaching out to the Disability Resource Center as a resource regarding disabilities and medical conditions beyond.