The Federal Family and Medical Leave Act (FMLA)
requires the University to notify employees who have a serious health condition
or a seriously ill spouse, child or parent whether or not they qualify for FMLA
benefits. The University uses the following procedures.
When an employee has (1) an absence of more than 5
days for medical reasons, (2) a pending surgery, and regimen of treatment for
chronic or non-chronic conditions, (3) a sudden accident or illness, or (4) a
spouse, child or parent with a serious health condition for whom he/she is
required to care, he/she may qualify for FMLA benefits. Here are the steps to be taken:
1. Once aware of the employees need for a
medical absence, the supervisor will refer him/her to the HR Leave
Administrator or FMLA Coordinator (see list below) to determine eligibility for
FMLA benefits. If the employee is too
ill to make this contact, the supervisor will do so as soon as possible.
2. The supervisor will ask the employee to
provide a Medical Certification Form to the Leave
Administrator.
3. The supervisor will ensure that employees
are aware of their departmental requirements for calling in sick, providing
updates and notifying the department of the date of return to work. Supervisors will review time cards to ensure
that the correct FMLA codes (FMS, FMV, FML) have been used.
1. The HR Leave Administrator or FMLA
Coordinator will prepare a letter entitled - Response to Employees Request for
Federal and/or State FMLA after talking with the employee or supervisor. The letter will confirm the employees
Federal FMLA eligibility (worked 1250 hours in the preceding 12 months) and
State FMLA eligibility (permanent employee).
The supervisor will receive a copy to ensure that FMLA codes for sick
time are on the time card.
2. After reviewing the Medical Certification
Form, the HR Leave Administrator will e-mail the supervisor
verifying whether the medical condition of the employee or family member
qualifies as FMLA under Federal law. The
e-mail will verify dates out of work and prognosis for return to work, as noted
on the certificate. No medical facts will
be shared with supervisors, in compliance with the confidentiality regulations
of FMLA legislation.
3. The HR Leave Administrator will provide
additional information and services, upon request.
Contact
information:
HR Leave
Administrators: Vicki Fry, vicki.fry@uconn.edu, 486-0411
Jeanne
Germain, jeanne.germain@uconn.edu,
486-2432
FMLA Procedures
for Supervisors & Staff
Reviewed 4/2006