Fmla 2011 public


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  • Not additional type of leave
  • Fmla 2011 public

    1. 1. FAMILY AND MEDICAL LEAVE ACT (FMLA) Michelle Anderson & Matthew Levitt Supervisors’ Academy March, 2011
    2. 2. Objectives <ul><li>At the close of this session, you will be able to: </li></ul><ul><li>State what the FMLA is </li></ul><ul><li>Be aware of your responsibilities as a Supervisor as required by the law and TSD policy </li></ul><ul><li>Avoid actions prohibited by the law and other common errors </li></ul>
    3. 3. What is the FMLA? <ul><li>The Family and Medical Leave Act (FMLA) is a Federal Law passed in 1993 and expanded in 2009 to grant job protection for absences related to certain family medical circumstances or military related absences. </li></ul>
    4. 4. Basic Provisions - Who is Eligible <ul><li>An employee who has worked: </li></ul><ul><li>For the State of Texas for at least 12 months AND </li></ul><ul><li>At least 1250 hours for the State of Texas in previous 12 months </li></ul>
    5. 5. Basic Provisions - Qualifying Events <ul><li>Birth </li></ul><ul><li>Adoption or foster care placement </li></ul><ul><li>Employee’s serious health condition </li></ul><ul><li>Employee’s family member with serious health condition </li></ul>
    6. 6. Basic Provisions - Qualifying Events <ul><li>AND…recently added </li></ul><ul><li>Employee’s family member called up to active duty in Armed Forces </li></ul><ul><li>An employee’s injured or ill service family member </li></ul>
    7. 7. Basic Provisions - Serious Health Condition <ul><li>An illness, injury, impairment or physical/ mental condition that involves inpatient care or continuing treatment by a health care provider </li></ul>
    8. 8. Basic Provisions - Serious Health Condition Examples <ul><li>YES </li></ul><ul><li>Pregnancy and childbirth </li></ul><ul><li>Cancer </li></ul><ul><li>Alzheimer's Disease </li></ul><ul><li>Epilepsy </li></ul><ul><li>Bipolar disorder </li></ul><ul><li>Depression </li></ul><ul><li>NO* </li></ul><ul><li>Common cold </li></ul><ul><li>Poison ivy </li></ul><ul><li>Eczema </li></ul><ul><li>Upset stomach </li></ul><ul><li>Routine dental work </li></ul><ul><li>Ear ache </li></ul><ul><li>Remember to look for continuing treatment </li></ul>
    9. 9. Basic Provisions - Employee Benefits <ul><li>Up to 12 weeks of job protected leave for reasons 1-5 </li></ul><ul><li>Up to 26 weeks of job protected leave to care for an employee’s injured or ill service family member </li></ul><ul><li>Continuation of health insurance </li></ul><ul><li>Reinstatement to same or equivalent position </li></ul>
    10. 10. Basic Provisions - Job Protected Leave <ul><li>FMLA is not a type of leave </li></ul><ul><li>☂ </li></ul><ul><ul><li>sick leave, annual leave, sick leave pool, FLSA overtime, compensatory time, holiday time, LWOP </li></ul></ul>
    11. 11. Basic Provisions - Job Protected Leave <ul><li>FMLA may be paid or unpaid - depending on employee leave balances </li></ul><ul><li>TSD requires use of all paid leave before going on unpaid leave </li></ul>
    12. 12. Basic Provisions - Job Protected Leave <ul><li>Time off only for time that is medically necessary or for bonding time with new baby or adopted child </li></ul><ul><li>Military exigencies; time off for: </li></ul><ul><ul><li>Short notice deployment, </li></ul></ul><ul><ul><li>military events and related activities, </li></ul></ul><ul><ul><li>childcare and school activities, </li></ul></ul><ul><ul><li>financial and legal arrangements, </li></ul></ul><ul><ul><li>counseling, </li></ul></ul><ul><ul><li>rest and recuperation, </li></ul></ul><ul><ul><li>post-deployment activities, and </li></ul></ul><ul><ul><li>additional activities. </li></ul></ul>
    13. 13. Basic Provisions - Job Protected Leave <ul><li>Leave may be: </li></ul><ul><li>Continual </li></ul><ul><li>Intermittent </li></ul><ul><li>Reduced work schedule </li></ul>
    14. 14. Basic provisions - Health Insurance <ul><li>State continues to pay State’s share of health insurance </li></ul><ul><li>Employee continues to pay employee share, including optional coverages </li></ul><ul><li>Optional coverage may be dropped at start of FML and reinstated without EOI at end of FML </li></ul>
    15. 15. Basic Provisions - Job Protection <ul><li>Employee returns to same or equivalent position, if return within FMLA protected time </li></ul><ul><li>FMLA protected leave is not considered an absence for disciplinary action </li></ul>
    16. 16. Employee Responsibilities <ul><li>At least 30 days advance notice (when possible) </li></ul><ul><li>Provide documentation within 15 days </li></ul><ul><li>Keep HR informed of status </li></ul><ul><li>Return to work medical certification </li></ul>
    17. 17. Supervisor Responsibilities <ul><li>Refer employees to Human Resources, if potential qualifying condition </li></ul><ul><li>Inform timekeeper of potential FML time </li></ul><ul><li>Contact HR if any employee misses four continuous work shifts </li></ul>
    18. 18. HR Responsibilities <ul><li>Inform staff of FMLA rights </li></ul><ul><li>Make preliminary FMLA designations </li></ul><ul><li>Ask employees to provide status update </li></ul><ul><li>Restore employees to same or equivalent position </li></ul>
    19. 19. TSD Process - Notification <ul><li>HR provides employee with necessary forms and information </li></ul><ul><ul><li>A copy of the TSD FMLA procedure </li></ul></ul><ul><ul><li>The request for FMLA leave </li></ul></ul><ul><ul><li>The Certification of Health Care Provider </li></ul></ul><ul><ul><li>The Return to Work Status Report, including a copy of the job description </li></ul></ul>
    20. 20. TSD Process - Designation <ul><li>Based on medical documentation, HR determines if qualifying event </li></ul>
    21. 21. TSD Process - Timekeeping <ul><li>Indicate on the timesheet that the employee is out on FML </li></ul><ul><li>Use all paid leave prior to LWOP </li></ul>
    22. 22. TSD Process - Return to Work <ul><li>Employee serious medical condition - medical provider release to full duty </li></ul><ul><li>Family member serious medical condition - family member does not require employee care </li></ul><ul><li>Birth - end of 12 weeks </li></ul>
    23. 23. TSD Process - Return to Work <ul><li>Employee’s medical provider completes “Return to Work” form </li></ul><ul><li>Medical provider FAXes or employee hand delivers “Return to Work” form to HR </li></ul><ul><li>Employee may not return to work if HR does not have “Return to Work” form </li></ul>
    24. 24. TSD Process - Return to Work with Restrictions <ul><li>HR coordinates with department </li></ul><ul><ul><li>If able to accommodate, employee returns to work </li></ul></ul><ul><ul><li>If unable to accommodate, employee must stay home until a full release is obtained </li></ul></ul>
    25. 25. TSD Process - Unable to Return to Work <ul><li>NOT Business Necessity - position is held for his/her return </li></ul><ul><li>Business Necessity; Superintendent reviews for concurrence with legal and HR </li></ul><ul><ul><li>If agrees, employee is terminated and position filled </li></ul></ul><ul><ul><li>If disagrees, position is held for his/her return </li></ul></ul>
    26. 26. TSD Process - Instructional Staff, End of Semester <ul><li>Leave taken at the end of the school year which continues into the next school year is considered continual leave </li></ul><ul><li>Summer break time not counted against FMLA time </li></ul><ul><li>Special rules apply to “instructional employees” </li></ul>
    27. 27. TSD Process - Instructional Staff, End of Semester <ul><li>“ Instructional employees” are those whose principal function is to teach and instruct students in a class </li></ul><ul><ul><li>Included: teachers, athletic coaches driving instructors, and special ed assistants, such as interpreters </li></ul></ul><ul><ul><li>Not included: teacher aides, counselors, psychologists, curriculum specialist, cafeteria workers, maintenance, or bus drivers </li></ul></ul>
    28. 28. FMLA/ADA Coordination <ul><li>If employee has medical condition which requires change in schedule or position due to not able to perform essential functions of current job, supervisor and employee must work with HR and legal to determine if employee qualifies under ADA for reasonable accommodations </li></ul>
    29. 29. Workers’ Comp/FMLA <ul><li>Worker’s Comp (WC) injury resulting in absences of more than 3 days </li></ul><ul><li>WC medical paperwork (DWC 71) is medical documentation </li></ul><ul><li>NOT required to use paid leave </li></ul>
    30. 30. Tracking FMLA <ul><li>HR records absences </li></ul><ul><li>480 hours (12 weeks X 40 hours per week) per year for classified employees </li></ul><ul><li>420 hours (12 weeks X 35 hours per week) per year for contract employees </li></ul><ul><li>“ Rolling year” - 12 weeks of FML starting with the first day of FML designation </li></ul><ul><li>FML eligible hours “roll back on” after one year </li></ul>
    31. 31. Errors to Avoid <ul><li>Do NOT make a designation of FML eligibility </li></ul><ul><li>Do NOT contact the employee’s medical provider with questions or to request information </li></ul><ul><li>Do NOT ask employees for medical note for each absence of intermittent leave </li></ul><ul><li>Do NOT retaliate against employees who request or use FML </li></ul><ul><li>Do NOT take disciplinary action or terminate an employee who does not return from FML or cannot perform functions; without coordinating with legal and HR </li></ul>
    32. 32. Common Misconceptions <ul><li>FML Leave is always paid </li></ul><ul><li>FML is additional leave time </li></ul><ul><li>Employees do not have to use their own leave while on FML </li></ul><ul><li>An employee on FML will not incur any LWOP </li></ul><ul><li>FML begins after the employee exhausts his/her leave balances </li></ul><ul><li>FML is for consecutive time off only </li></ul><ul><li>FML can be used for the employee only </li></ul>
    33. 33. Common Misconceptions <ul><li>If on FML, an employee doesn’t need to provide status updates </li></ul><ul><li>FML time starts back at 480 hours after 1 year </li></ul><ul><li>Employee does not need medical certification for FML designation </li></ul><ul><li>Employee does not need to complete return to work form to come back after FML leave </li></ul>
    34. 34. <ul><li>Questions </li></ul>