Reminder: 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 have been put in place.

• 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.
• In most situations staff are expected to enter their own leave requests using the Leave Online system. In rare situations when circumstances prevent a staff member 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 request for a co-worker, the online system immediately generates a notification that is sent to the staff person via email.
• It is the staff member’s responsibility to complete the request using the Leave Online system upon his or her return to work and within four days following the end of the current pay period (typically the 15th and last day of each month).
• The staff member must also have a process in place to ensure anyone he or she is 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.

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 is the responsibility of Human Resources (HR).

• Staff members 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 about FMLA leave should be directed to Kathy Martin, Benefits Specialist.