Presenters:Mary NevillZachary HoxieHeather Riner

FMLA 101

Family and Medical Leave Act (FMLA)

The Family and Medical Leave Act (FMLA) provides eligible employees of covered employers with up to 12 weeks of unpaid, job-protected leave per year for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee has not taken leave

ELIGIBLE EMPLOYEES

Employees must have worked for the employer for at least 12 months (does not have to be consecutive)

Employees must have worked for the employer for at least 1250 hours in the 12 months before you take leave

ELIGIBLE REASONS The birth of a child and to care for the newborn child within one year of birthThe placement with the employee of a child for adoption or foster care and to

care for the newly place child with one year or placementTo care for the employee’s spouse, child, or parent who has a serious health

conditionA serious health condition that makes the employee unable to perform the

essential functions of his or her jobAny qualifying exigency arising out of the fact that the employee’s spouse, son,

daughter, or parent is a covered military member on “covered active duty”Twenty-six workweeks of leave during a single 12-month period to care for a

covered servicemember with a serious injury or illness if the eligible employee is the servicemember’s spouse, daughter, parent, or next of kin (military caregiver leave)

An illness, injury, impairment, or physical or mental condition that involves inpatient care or continuing treatment by a health care provider.

The “continuing treatment” test for a serious health condition under the regulations may be met through

(1) a period of incapacity of more than three consecutive, full calendar days plus treatment by a health care provider twice, or once with a continuing regimen of treatment(2) any period of incapacity related to pregnancy or for prenatal care (3) any period of incapacity or treatment for a chronic serious health condition(4) a period of incapacity for permanent or long-term conditions for which treatment may not be effective(5) any period of incapacity to receive multiple treatments (including recovery from those treatments) for restorative surgery For a 1 condition which would likely result in an incapacity of more than three

consecutive, full calendar days absent medical treatment. The regulations specify that if an employee asserts a serious health condition under

the requirement of a “period of incapacity of more than three consecutive, full calendar days and any subsequent treatment or period of incapacity relating to the same condition,” the employee’s first treatment visit

if coupled with a regimen of continuing treatment) must take place within seven days of the first day of incapacity. Additionally, if an employee asserts that the condition involves “treatment two or

more times,” the two visits to a health care provider must occur within 30 days of the first day of incapacity. Finally, the regulations define “periodic visits” for treatment of a chronic serious health condition as at least twice a year.

A “Serious Health Condition”

BENEFITS OF THE FMLA Up to 12 weeks of job-protected time off if faced

with a health condition that causes you to miss workFMLA leave is unpaid leave. However, employees

can use their leave time along with your FMLA leave to continue to be in paid statusEmployer must continue your health insurance as if

you were not on leave (employee is responsible for employee contributions)As long as you are able to return to work prior to

exhausting your FMLA leave, you will return to the same job or one nearly identical to itFMLA can be taken as either a single block of time or

in multiple, smaller blocks of time if medically necessary

REQUESTING FMLA LEAVE

• Employees will request FMLA Extended Absences in OneUSG Connect ESS (Employee Self Service) in advance of when the FMLA is needed if known

• Employees will need to provide information indicating that the leave request is due to an FMLA-protected condition

Navigator > ESS > Time and Absence > Extended Absence Request

Employee Self Service

Request Extended Absence

Request Extended Absence Con’t

Request Extended Absence Con’t

Administer Extended AbsenceNavigator > Global Payroll and Absence Management > Payee Data > Maintain Absences > Administer Extended Absence

Administer Extended Absence

Validate Total Hours WorkedNavigator > Global Payroll and Absence Management > Payee Data > Maintain Absences > 52 Week FMLA Data

FMLA Continuous Absence EventThe FMLA Continuous Absence Event should be entered and forecasted prior to

any updates to Job Data. The payee needs to be in an “Active” status for the forecasting period to achieve reliable forecasting resultsThe USG FMLA AT absence is used to establish if the payee / requestor has

worked enough hours in the previous one-year period before the start date of the absence, if they have 1 year of service, and has not used more than the full entitlement during the previous one-year period.The UGS FMLA AT absence tracks FMLA hours granted (i.e. 480), used and

remaining.

FMLA Continuous Absence EventNavigator > Global Payroll and Absence Management > Payee Data > Maintain Absences > Absence Event

FMLA Continuous Absence Event

FMLA Continuous Absence Event

FMLA Continuous Absence EventAdding the EA -FMLA concurrent event: paid absences are taken along with a USG

FMLA AT event per the BOR cascading rules. Note: the begin date must have value in order to properly grant the FMLA

entitlement.

FMLA Continuous Absence Event

FMLA Continuous Absence EventBPM 5.1.2.2 Leave Usage – “The OneUSG Connect system will use cascading

leave rules, which allow leave requests to access multiple leave balances prior to the leave becoming uncompensated. Cascading leave rules determine the order in which the available leave balances are utilized when an employee requests an absence from a leave category with no available balance.”

FMLA Continuous Absence EventNavigator > Global Payroll and Absence Management > Absence and Payroll Processing > Review

Absence/Payroll Info > Results by Calendar Group

Accumulator’s Tab in Results by Calendar Group

Supporting Element Tab in Results by Calendar Group

FMLA Continuous Absence EventProcessing notes:Absence events need to begin on a day with value, i.e. begin day should not be

an “OFF” day.Schedules that are not a standard 40 hours per week should be changed to the

default USG 40.00 (i.e. Floating 12 hours)USG FMLA Unpaid absence event will be used when the employee is still eligible

for FMLA but are on LOA, STD, LTD, or Workers CompThe 52 Week FMLA process is run to update the table after each biweekly payroll

confirmation

FMLA Intermittent Absence Event• Requesting Intermittent FMLA – Intermittent FMLA will require an

Extended Absence Case request and approval. Employee will request via ESS > Request Extended Absence

• The Absence Type is FMLA / Absence Name is EA – FMLA Continuous / Intermitt. The employee / practitioner should use the comments box noting “Intermittent Leave” and any other pertinent information related to the intermittent hours needed.

FMLA Intermittent Absence Event• Assigning Eligibility for FMLA Intermittent Leave – Global Payroll &

Absence Management > Payee Data > Maintain Absences > Assign Entitlements and Takes

• Assign eligibility for full pay periods that encompass the actual dates of desired eligibility. Begin and end dates need to correspond to absence calendar begin and end dates.

FMLA Intermittent Absence Event• Adding the USG FMLA Intermittent event – Global Payroll & Absence

Mgmt > Payee Data > Maintain Absences > Absence Event

FMLA Intermittent Absence Event

FMLA Intermittent Absence Event

FMLA Intermittent Absence Event

Original Begin Date: If the FMLA Intermittent absence event being entered is the first event since approval was granted, then the Original Begin Date will equal the Absence Event Begin Date.

FMLA Intermittent Absence Event

Original begin date will keep all FMLA Intermittent events linked to the Absence Begin date of the original event

FMLA Intermittent Absence Event• View forecasting results: The first column, labeled “Secondary

Element” is returning results for Absence Take FMLA INTERMITTENT, followed by USG FMLA AT.

FMLA Intermittent Absence Event

FMLA Additional Notes• Absence Forecasting Results Data Dictionary for Absence USG FMLA AT:

Element Name DescriptionUSG FMLA AE_ENT The FMLA hours granted (usually 480, less FMLA hours already granted

in the previous 52 weeks).

USG FMLA AE_TAKE The FMLA hours taken during the Accumulator period specified.USG FMLA AE_ADJ The FMLA hours adjusted during the Accumulator period.USG FMLA AE_BAL The remaining FMLA balance once the event being forecast has ended.

USG DR ANNIV YEARS The calculated anniversary years since the benefits service date until the end of the period containing the event’s original begin date.

USG HRS WKD PVS YR Hours worked in the 52 week period prior to the event’s original begin date.

USG 1ST FML INELDT If the event is ruled INELIGIBLE, the first date of ineligibility will display in the “Date Value” column. If ineligible due to hours worked or service, the event begin date will equal the first ineligible date.

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