Employer's Family / Medical Leave Process
If an employee requests leave, or the University is “on notice” that an employee requires leave due to a qualifying circumstance, it is the University’s obligation to secure any rights/protections to which the employee may be entitled by following the standard leave administration process.
For full detail please reference the Employer's Family / Medical Leave Checklist.
Within 5 business days of being “on notice”, provide the employee:
- The Employee’s Family/Medical Leave Request Checklist, and
- A completed FMLA Notice of Eligibility and Rights & Responsibilities form
- The FMLA Certification form that corresponds to the nature of the leave:
- Certification of Health Care Provider for an Employee's Serious Health Condition
- Certification of Health Care Provider for a Family Member's Serious Health Condition
- Certification for Serious Injury or Illness of a Veteran for Military Caregiver Leave
- Certification for Military Family Leave for Qualifying Exigency
Note - all FMLA forms above are provided on the U.S. Department of Labor FMLA website.
Provide the employee 15 calendar days to return the completed leave application (written request for leave and completed Certification form).
Within 5 business days of receiving a completed Certification form (or other medical/legal documentation) respond to the employee’s request for leave, either:
- Providing written explanation of what about the Certification is incomplete, providing an additional 7 calendar days to provide fully completed Certification, or
- Determine employee’s leave eligibility,
- Issuing notice of denial of permissive leave having consulted with and received approval from Human Resources, or
- Following Leave Approval process or, if leave is not being approved, work with your Business Partner on the process to deny leave.
Leave Approval process
- Provide the employee a leave approval letter including:
- The dates of the approved leave
- Requirements to maintain approved leave (eg, method and frequency that the employee must be in contact with UMass)
- If the leave is due to the employee’s own health condition: the date by which the employee must provide either a medical release to return and perform the essential functions of his/her job, or a written request for extended leave (containing date of intended return to work) with supporting documentation.
- If the leave is not due to the employee’s own health condition: the date by which the employee must confirm intention to return at the end of the approved leave or provide a written request for extended leave (containing date of intended return to work) with supporting documentation.
If applicable, provide the completed FMLA Designation Notice with the leave approval letter (WH-382)
- Submit an ePAF to Human Resources (exception: if employee has an approved Workers’ Compensation claim).
- Submit time & labor for the employee consistent with the employee's written request & as reflected in the leave approval letter. Exceptions, if the employee has an approved:
- Workers’ Compensation claim, consult with Human Resources regarding time/labor
- Sick Leave Bank/SLB application, refer to SLB approval letter for instructions
- MA Paid Family Medical Leave Act (PFML) approval, consult with Human Resources regarding time/labor
- Write to the employee during his/her leave if he/she is not meeting the leave requirements.
- If employee returns to work part-time while transitioning back to a full-time position, submit an ePAF using the action/reason code PLA/IFM (paid leave of absence / intermittent family-medical)
When the employee has returned to their full position:
- Submit an ePAF returning employee from leave (action/reason code RFL/RFL).
- Submit all leave documentation to Human Resources via AskHR/Salesforce.