FMLA Supervisor Desk Reference
What to do when an employee inquires about a family or medical leave of absence…
Direct employee to the FMLA Information Packet (on the Benefits web page) containing the following:
- Official Department of Labor Notice,
- Employee Roles and Responsibilities,
- Frequently asked questions, and;
- Request for Family or Medical Leave Form.
- FML Employee Checklist
If you have questions when an employee presents you with the Request for Family or Medical Leave, especially if the request is for intermittent or reduced schedule leave, you should consult with HR Benefits (ex 82255, opt. 2-leaves) before taking further action. Forms related to Family and Medical Leave are located on the Leave Forms web page.
Sign the Request for Family or Medical Leave form acknowledging commencement of FML process. (this is not an FML approval which can only be given by HR)
Return to HR Benefits by hand delivery, FAX (713) 718-8599, or US Mail: P. O. Box 667517, Houston, TX 77266-7517.
Receive copy of Employer Response to Employee, notifying employee of eligibility for family or medical leave, pending medical certification (if required).
(The completed medical certification form is returned directly to HR-Benefits by the employee and is not to be received or reviewed by supervisor.)
Receive copy of FMLA Approval Letter to employee, confirming start and end dates of leave.
Complete a Personnel Action Form (HR-105), necessary approvals, and return to HR Benefits Representative.
Discuss any job related transition issues with employee (i.e. project turnover, assigned equipment, accounts, etc.)
Gain agreement with employee about how you will be communicating and the frequency of contact during the leave of absence. Document this agreement.
What to do while an employee is on a family or medical leave…
Using the agreed upon communication method, contact employee at the agreed upon times.
Purpose is to show concern for employee’s well being and to monitor leave status and plans to return to work, NOT to ask about work related topics.
After each contact with employee, send HR-Generalist an email with updates about the leave status.
Each pay period, insure that leave time is properly submitted to time entry personnel using Application for Leave form, HR-102.
What to do when an employee returns to work after family or medical leave…
Verify that HR Benefits Representative has received employee’s medical release (fitness for duty certificate), if required.
Notify HR when employee returns to work, by telephone or email and by completing a Personnel Action Form (PAF) noting a change in status.
Familiarize employee with work assignments, if necessary.
What to do when an employee does NOT return to work after family or medical leave…
Notify your HR Generalist (or the HR Benefits Representative) of the employee’s failure to return to work on the expected date.
Any further action is based on the reason for not returning to work.
