Completing the FMLA Screen in the Employee File

Note: The FMLA screen is only available in the Employee File if the school district has the Human Resources module.

From within the Employee File, click the FMLA tab.
All the family or medical leaves currently tracked (entered) for the employee appear in the FMLA Leaves List. To view (and edit or delete) an entry, double-click on the desired record, or to add a new FMLA leave record for the employee, complete Steps 3-6 below.

Tip: For organizations that have licensed the Web Link and Human Resources modules and have the system set up to use FMLA leave requests (the Allow FMLA Leave Requests field is selected on the FMLA tab within the Leave Request Options option), the approved FMLA leave requests that have not yet been added to the FMLA screen, in addition to the FMLA leave requests pending approval, for the employee appear in the FMLA Leave Request Entries List. The approved FMLA leave requests can be added as a new FMLA leave record or added to existing FMLA leave records as needed. The FMLA Leave Request Entries List only appears if there are approved FMLA leave requests that have not yet been added, or FMLA leave requests pending approval, for the employee.

Steps to Process Approved FMLA Leave Requests on FMLA Screen in Employee File

To add a new family or medical leave for the employee, complete the following:

Click the New Record button.
Enter the date the initial request was made for the leave by the employee in the Initial Requested Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.

Enter the reason for the leave (for example, Birth of a Child, Care of a Family Member, etc.) in the FMLA Reason field, or click the down-arrow button to select the correct one.
If the leave is tied to a workers' compensation claim (as entered on the Work Comp screen in the Employee File for the particular employee), enter the appropriate claim number for the workers' compensation claim for this leave in the Workers' Compensation Claim Number field, or click the down-arrow button to select the correct one.
If applicable, enter the ID of the employee who initially approved the request in the Initial Approver ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
If applicable, enter the date the leave was initially approved in the Initial Approval Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If desired, enter any additional information to track for the leave in the Comments field. The comment can be up to 1,000 characters long.
If desired, enter the date the verbal or written notice for the request was received from the employee in the FMLA Notice Received Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If desired, enter the date the written notice for the response to the request from the employer was given to the employee in the FMLA Notice Sent Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date the medical certification was received from the employee in the Medical Certification Received Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If applicable, enter the date the leave was denied in the Denial Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Click the Save button.

Complete the FMLA Leave Details section to track when the employee will be (or was) absent while on the specified leave. For each period of time, enter the following:

Enter the date the leave will start (or started) in the Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
If desired, enter the starting time for when the employee will be (or was) absent on the specified date in the Start Time field. Use the hh:mm AMPM format (or hh:mm if military time is used). This field is disabled if the All Day field is selected.

Note: The colon does not have to be entered between the hour and the minutes; for example, enter 8 o’clock as 800 or 0800. Also, the AM or PM does not have to be entered; if using regular time (not military time), the hours from 7:00 to 11:59 will default to AM while the other hours will default to PM, or for organizations that have licensed the Web Link module, the hours specified in the AM Range field in the Leave Request Options option will default to AM while the other hours will default to PM. After advancing from the field, the time will be formatted to regular time (for example, if 1400 (or 14:00) is entered, the system will convert it to 2:00 PM), or for organizations that have licensed the Web Link module, the time will be formatted to regular or military time as specified in the Time Display field in the Leave Request Options option.

If known, enter the date the leave will end (or ended) in the End Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.

Note: The date entered in the End Date field must be on or after the date entered in the Start Date field.

If desired, enter the ending time for when the employee will be (or was) absent on the specified date in the End Time field. Use the hh:mm AMPM format (or hh:mm if military time is used). This field is disabled if the All Day field is selected.

Note: The colon does not have to be entered between the hour and the minutes; for example, enter 8 o’clock as 800 or 0800. Also, the AM or PM does not have to be entered; if using regular time (not military time), the system will default to use AM or PM based on the nearest one within a 12-hour period from the specified Start Time. After advancing from the field, the time will be formatted to regular time (for example, if 1400 (or 14:00) is entered, the system will convert it to 2:00 PM), or for organizations that have licensed the Web Link module, the time will be formatted to regular or military time as specified in the Time Display field in the Leave Request Options option.

If the employee will be (or was) absent for the full day on the specified date(s), select the All Day field. A checkmark will appear in the box if the field is selected.
If desired, enter the total number of hours the employee will be (or was) absent during the specified period in the Number of Hours field. The number can be up to 14 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
If desired, enter the total number of days the employee will be (or was) absent during the specified period in the Number of Days field. The number can be up to 14 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
If desired, enter the ID of the leave the employee will use (or used) while on leave in the Leave ID field, or click the down-arrow button to select the correct one. Only active leaves set up for the employee can be entered here.

Tip: If this field is completed, it will not affect the balances for the specified leave; if needed, the appropriate absence entries would need to be manually entered in Employee Absences or Pay Period Entries to be processed as part of a Payroll calculation.

If desired, enter the number of units of leave the employee will use (or used) in the Units field. The number entered here must be a positive number, and can be up to 14 digits long (including the decimal point and comma(s) if applicable) and will be rounded to 4 decimal places by the system if capable.

Tip: If this field is completed, it will not affect the balances for leave; if needed, the appropriate absence entries would need to be manually entered in Employee Absences or Pay Period Entries to be processed as part of a Payroll calculation.

The Leave Request field is disabled and cannot be changed. A checkmark appears in the Leave Request field for entries created from processing an approved FMLA leave request.
The Requested Date field is disabled and cannot be changed. The date an FMLA leave request was submitted appears in the Requested Date field for entries created from processing an approved FMLA leave request.
The Cancelled field is disabled and cannot be changed. A checkmark appears in the Cancelled field for entries created from processing an approved FMLA leave request that has since been cancelled.

Note: If an entry with the Cancelled field selected is deleted from the FMLA Leave Details List, it will not show as an unprocessed FMLA leave request entry.

Click the Save button.

If desired, complete the Payments section to track any payments made by the employee, such as for benefits, while on the specified leave. For each payment, enter the following:

Enter the date the payment was made in the Payment Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the desired date.
Enter the amount of the payment in the Payment Amount field. The amount can be up to 14 digits (including the decimal point) and will be rounded to 2 decimal places by the system.
If desired, enter any additional information to track for the payment in the Comments field. The comment can be up to 1,000 characters long.
If the payment was made for a specific benefit, enter the ID of the benefit associated with the payment in the Benefit ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.

Note: If a benefit is tied to the payment, the payment will also display on the Benefits screen in the Employee File (in Human Resources) for the specified benefit.

Click the Save button.

If applicable, repeat Steps 3-5 until all the leaves and/or payments have been added for the specified employee.
Continue adding the remaining information for the employee if needed.

Steps to Add an Employee