Updated Processes: Reporting Leave and Approving FMLA Leave

Process for Reporting Leave
In order to provide support to staff in the process for reporting leave due to illness or emergency and to ensure accurate and up-to-date leave records, the following procedures will go into effect on October 1, 2011. These changes are reflected as an update to the July 1, 2011 version of the staff handbook.

• When a staff member cannot report for work due to illness or emergency, it is that person’s responsibility to inform (typically a phone call) their supervisor and designated “need to know person” (NTK) before 8:30 a.m. If you are unsure of who your NTK person is, click here.
• In most situations staff are expected to enter their own leave requests using the Leave Online system. In rare situations when circumstances prevent staff from entering a leave request using the online system the support staff (NTK) will initiate the leave request on behalf of the employee. If a NTK initiates a leave for a staff person, the online system immediately generates a notification sent to the staff person via email.
• It is the staff member’s responsibility to complete the request using the Leave Online system upon return to work and within four days following the end of the current pay period (typically the 15th and last day of each month).
• Board Policy 403.2 Abandonment of Position states that it is the responsibility of employees to report to work as scheduled. If an employee is absent, the employee must inform the agency’s designee about the absence. An employee gone from work for more than three consecutive workdays without notification and approval of the absence may be considered to have abandoned his/her position. Heartland AEA may choose to terminate and remove from the payroll an employee who has abandoned his or her position.
• The staff member must also have a process in place to ensure anyone they are scheduled to meet with will be notified of this absence.
• All pre-planned leave requests continue to be the responsibility of the staff member to enter into the Leave Online system.
• Support staff (NTK) will be provided with directions for initiating a leave on behalf of a staff person prior to the October 1 rollout.

Process for Approving FMLA Leave
Eligibility and notification requirements for Family Medical Leave Act (FMLA) purposes are outlined in the staff handbook. In consideration of FMLA leave regulations that require strict adherence to the law, all FMLA leave approval will now be the responsibility of Human Resources.

• Staff will continue to follow the existing leave request process. Staff will use the Leave Online system to request planned leave requests related to FMLA. For illness or emergency leave related to FMLA, staff will use the process outlined above.
• When the employee completes the leave request, and designates it as FMLA leave, it will go directly to HR for approval.
• Supervisors will receive an email notifying them when FMLA leave has been approved for a staff member.
• Any questions on FMLA leave should be directed to Kathy Martin, Benefits Specialist.