Fmla source processes_and_communications

Copyright © 2013 ComPsych Corporation. All rights reserved.
This document is the confidential and proprietary information of ComPsych Corporation.
1
FMLASource®
Processes and Communications
Durham County Government, November 2013

2
FMLASource®
Processes and Communications
1. Ways in which employees may request leave
2. FMLASource Letters
3. Weekly Reports
4. Return to Work Process
5. Intermittent Trend Review

3
Submitting a Leave Request
Employees may submit a request for
FMLA leave via any of the following
methods:
› Phone: 1-877-462-FMLA (1-877-462-3652)
› Online: www.FMLASource.com
- Employees can also check on the status of
leave requests
› Email: FMLACenter@FMLASource.com
› Fax: 1.877.309.0218
› Smartphone App (coming Q1 2014)

4
FMLASource Letters
• Request Letter – sent after employee requests leave, includes
medical certification and other information related to the leave.
• Includes type of leave employee requested, date range employee
requested and date by which the medical certification is due.
• Also includes information regarding what the employee needs to know
about the FMLA and what the employee needs to do before and during
their leave and prior to returning to work.
• Decision Letter – sent after a decision is made regarding the
employee’s leave.
• Includes type of leave and dates approved and/or denied – if denied, the
denial reason will be provided.
• Also includes information regarding what the employee needs to know
about the FMLA and what the employee needs to do before and during
their leave and prior to returning to work.

5
Weekly Reports
Weekly Leave Reports – Show all new leaves and leaves for which
decisions were made in the previous 7 days. Also show all active leaves
(i.e., previously approved) within the previous 7 days.
Usage Reports – Show all time reported as FMLA time in the last 7 days.
Includes time actually missed in the previous 7 days and time reported in
the last 7 days for future absence(s).
Return toWork Reports – Show when employees are expected to
return work.

6
Return to Work Process
We know it is difficult to manage employees as their
leave comes to an end. We’ve developed a proactive
return to work process to aid with the transition back
to work.
Our Return to Work process includes:
› Proactive instant communication touch points with employees
› New website functionality specific to Return to Work
› Enhanced Weekly Return to Work reporting to HR

7
Return to Work process – Employee Experience
• Employee receives
decision packet with
leave dates,
instructions, and any
forms (return to work
forms, fitness for duty
forms) needed prior to
their return to work.
• Employee receives return-
to-work outreach from
FMLASource.
• Employee replies to e-mail,
uses website or calls in to
confirm leave or
communicate changes.
• If employee has not
replied,
FMLASource sends
additional outreach
at 1 week and 1
day before end of
leave.
• Employee is back at
work and employer
is prepped and ready
for their return.
LOA Decision
2 weeks before
Return-to-Work
date
1 week and 1
day before
Return-to-
Work date
Back atWork
› Clear communication is sent at various points of an employee’s absence, helping them
navigate their return to work
› Employees receive proactive outreach as the end of leave approaches–via e-mail or
robo-call ensuring they get the information when they need it.
› Employees can adjust their end date as well as confirm their intended return date–via
e-mail, the web or a phone call.
› The employee is provided with specific instructions on the return to work process.

8
Return to Work process – Employer Experience
• Employer receives
return to work
reporting–showing all
employees within 4
weeks of their planned
RTW date and for
those with less than 2
weeks or leave left.
• Employee has
received a reminder
and instructions
about the return to
work process from
FMLASource and
replies with status.
• Employer reporting
indicates who has
extended their leave,
confirmed their
return, or is not
following up.
• Employee is back at
work and employer
is prepped and ready
for their return.
4 weeks before
Return-to-Work
date
2 weeks before
Return-to-Work
date
1 day before
Return-to-Work
date
Back atWork
› Proactive instant communication means employees get a reminder before their leave ends
to let us know whether there is a change and employers get updates in advance.
› Enhanced Weekly Return to Work report includes all leaves ending within the next 4 weeks
and indicates whether or not the employees have confirmed their return date.

9
Sample Return to Work Report
Return to Work Report for XYZ
Company
Report Print Date: 7/9/2013
Return to Work Date: 7/9/2013
- 7/16/2013
Last
Name
First
Name
RTW
Preferred
Notification
Method
Phone Email Employee
No
Leave
No
Leave
Frequency
Leave Start
Date
Planned End
Date
End of Leave
Status
Leave
Plans
Primary
Contact
Primary Contact
Email
FMLA Cindy Email 317-431-4410 cfmla@email.com 1234 762962 CLOA 06/13/2013 07/16/2013 End of Leave
Approaching
FMLA Sue Smith ssmith@email.com
Leave Cathy Email 765-481-0516 cleave@email.com 2341 776397 ILOA 06/26/2013 07/09/2013 End of Leave
Confirmed
FMLA John
Brown
jbrown@email.com
Absence Adam Phone 773-297-5555 N/A 3412 789789 CLOA 06/26/2013 07/09/2013 End of Leave
Unconfirmed
FMLA John Brown jbrown@email.com

10
Intermittent Trend Tracking
We know you’re concerned about potential intermittent
abuse and reducing the costs of absence. We’ve
developed a proactive intermittent review process to
identify intermittent leaves that warrant a review and
possible recertification.
Our Intermittent Trend process includes:
› A robust trend review process
› Account management touch points around abuse
› Interactive recertification process

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