Family and Medical Leave Act

Responsible administrators will review and respond to employees FMLA requests within a reasonable time after notice of the need for leave is given by the employee—within five business days, if feasible. This response provides the specific obligations and expectations of a FMLA leave and any consequences of failure to meet the obligations.

The employee requesting leave:

• Is responsible for informing their supervisors when an absence is FMLA-related at time of absence, otherwise such absence will be considered regular time off.
• Must give the department at least 30 days notice of the leave, whenever possible.
• Must attempt to schedule a foreseeable leave so as not to unduly disrupt the department's operation.
• In the case of unexpected disability, must make a request as soon as practical.
• Create an FMLA time off request with their respective time record systems (Ecotime for HSC; Workforce for Norman)
• Obtains medical certification or other documentation needed to support request for FMLA absence.

Supervisors:

• Send employee FMLA requests or otherwise notify FMLA Administrator of employee absences that may be qualifying.
• Track and report FMLA qualifying absences.

FMLA Administrator:

• Review and respond to requests for leave that may be FMLA qualifying.
• Maintain University records of FMLA requests and action taken pursuant to those requests, including but not limited to initial requests, certifications, employer responses to requests.

Human Resources:

• Advises supervisors on how to inform employees about FMLA leaves and/or approves requests for leave.
• Advises supervisors on how to document all leaves appropriately.
• Informs employees of FMLA leave requirements.

Eligible employees interested in FMLA should:

• Request from FMLA information and forms from their supervisor or the FMLA administrator.
• Complete the form as appropriate and return the signed form to the FMLA administrator. If the leave is 'foreseeable', a 30-day advance notice is requested along with the completed forms. If such a notice is not provided, the leave could be denied.

• Supervisors or the campus FMLA administrator should provide FMLA certification forms to employees within five business days of a request.
• FMLA forms are to be returned directly to the FMLA administrator.
• All documentation to support or deny a leave request shall be maintained by the FMLA administrator. 
• All documentation shall be considered confidential and should only be reviewed by the FMLA administrator. 
• Any documentation received by supervisors should be sent directly to the FMLA administrator; copies of FMLA certification forms should not be retained within the departmental file.  
• Require the employee to use, concurrently with the FMLA leave, paid leave, extended sick leave, and compensatory time.

• In addition to approving an employee request for leave under FMLA, the Act allows an employer to place an employee on FMLA leave without a specific request. This can occur when the employer has cause to believe that the period of absence is FMLA-qualifying.
• In such situations, the supervisors or responsible administrators should:
  • Notify the employee that they are being placed on a FMLA leave when appropriate and provide them with the FMLA information and forms.
  • Inform the employee how their accrued leave will be used: An employee is required to use concurrently with the FMLA leave, the following paid leaves in the order listed:
    • paid time off, followed by
    • extended sick leave to which the employee is entitled.
• Employees should:
  • Complete the form as appropriate and return the signed form to the FMLA administrator for processing.

• Leave lasting five consecutive days or more is to be documented in HR PeopleSoft Human Capital management via ePAF. Leave approved on an intermittent, or reduced-scheduled basis is to be recorded in each campuses respective time, attendance, and leave system. (Norman: Workforce, OUHSC: EcoTime).
• FMLA leave must be recorded on the employee time report.
• Paid and unpaid FMLA leave are to be documented in HR PeopleSoft Human Capital Management. Payroll Coordinators can find information about recording leave here. 

To be eligible for leave under FMLA the individual must have been employed by the university for 12 months or a total of 52 weeks and have worked at least 1,250 hours during the 12-month period preceding the FMLA qualifying event.

1. The birth and care of a newborn child
2. The placement of a child for adoption or foster care and to care for the newly placed child
3. Care of the employee’s spouse, son, daughter, or parent with a serious health condition
4. The employee’s own serious health condition
5. Certain qualifying exigencies arising out of a covered military member's active duty status, or notification of an impending call or order to active duty status, in support of a contingency operation. Qualifying exigency leave is only available to a family member of a military member in the National Guard or Reserves.

Additionally, eligible employees may qualify for up to 26 weeks of leave in a single 12-month period to care for a covered service member recovering from a serious injury or illness incurred in the line of duty on active duty. 

The university designates the FMLA calendar year as a 12-month period measured forward from the date of an employee's first FMLA event.

FMLA only requires unpaid leave. However, employees may apply any accrued leave to cover the FMLA absence. Employees on paid Workers Compensation will receive pay as provided under current university policy. All paid time off runs concurrently with FMLA.

The university will continue to pay the cost of the university provided insurance coverage for employees for the 12 weeks of FMLA protected leave. The employee will continue to be responsible for payment of premiums for any elective coverage. It is the employee's responsibility to contact their campus Benefits office to determine premium payment requirements.

Yes, as long as you have not exhausted your 480 hours of FMLA for your qualifying event year, you would still be covered under FMLA.

The employee will be required to obtain a medical release from the attending physician, and possibly a Fitness For Duty certificate before returning to the workplace. An employee returning from FMLA job-protected leave is restored to the same benefits eligibility, seniority, position or equal position including the same shift, skill level, effort requirements, and responsibility.

No, the university does not count a holiday towards an employee’s FMLA leave entitlement. This includes all of the days during winter break when the university is scheduled to be closed.