Steps to
Complete the FMLA ScreenFrom 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, while all 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. Only the approved FMLA leave requests can be added as a new FMLA leave record or added to existing FMLA leave records as needed.
Tip: 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; and is only applicable 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).
Note: Unsubmitted, rejected, recalled, and cancelled FMLA leave requests do not show in the FMLA Leave Request Entries List. However, if an approved FMLA leave request was previously added to the FMLA screen for an employee and then cancelled after the fact, the FMLA leave request still shows for the employee (as part of the appropriate FMLA leave record) and the Cancelled field in the FMLA Leave Details List is selected (a checkmark appears in the field) for the applicable line.
To add an approved FMLA leave request for the employee, click the Process Entry button located to the right of the desired entry in the FMLA Leave Request Entries List.
If the employee does not have any existing FMLA leave records, the entry is added as a new FMLA leave record with the date the FMLA leave request was submitted entered in the Initial Requested Date field, the reason for the FMLA leave request entered in the FMLA Reason field, the employee ID of the user who was the last approver for the FMLA leave request in the Initial Approver ID field, and the date the last approver approved the FMLA leave request in the Initial Approval Date field. Also, a line is added in the FMLA Leave Details List with the Start Date, Start Time, End Date, End Time, All Day, Leave ID, and Units fields completed with the appropriate information from the FMLA leave request; and the Leave Request field is selected and the date the FMLA leave request was submitted displays in the Requested Date field. If needed, make any changes and complete the additional fields as necessary.
Steps to
Complete the FMLA Screen
Note: If any of the fields completed with the information from the FMLA leave request are changed, the FMLA leave request entry is also updated with the new information; and if the approved FMLA leave request was already brought into a batch of Employee Absences or Pay Period Entries, the absence and substitute entries (if applicable) will not be updated.
If the employee has existing FMLA leave records, a prompt appears asking to add the entry as a new FMLA leave record or update an existing FMLA leave record; click the Add New button to add it as a new FMLA leave record, or click the Update Existing button to add it to an existing FMLA leave record (and then when prompted, select the desired existing record for which to add the entry).
If the entry was added as a new FMLA leave record, the date the FMLA leave request was submitted is entered in the Initial Requested Date field, the reason for the FMLA leave request is entered in the FMLA Reason field, the employee ID of the user who was the last approver for the FMLA leave request is in the Initial Approver ID field, and the date the last approver approved the FMLA leave request is in the Initial Approval Date field. Also, a line is added in the FMLA Leave Details List with the Start Date, Start Time, End Date, End Time, All Day, Leave ID, and Units fields completed with the appropriate information from the FMLA leave request; and the Leave Request field is selected and the date the FMLA leave request was submitted displays in the Requested Date field. If needed, make any changes and complete the additional fields as necessary.
If the entry was added to an existing FMLA leave record, a line is added in the FMLA Leave Details List with the Start Date, Start Time, End Date, End Time, All Day, Leave ID, and Units fields completed with the appropriate information from the FMLA leave request; and the Leave Request field is selected and the date the FMLA leave request was submitted displays in the Requested Date field. Also, if the Initial Approver ID and Initial Approver Date fields were previously blank for the existing FMLA leave record and this is the first FMLA leave request added to the existing record, the Initial Approver ID and Initial Approver Date fields will be updated with the employee ID of the user who was the last approver for the FMLA leave request and the date the last approver approved the FMLA leave request. If needed, make any changes and complete the additional fields as necessary.
Steps to
Complete the FMLA Screen
Note: If any of the fields completed with the information from the FMLA leave request are changed, the FMLA leave request entry is also updated with the new information; and if the approved FMLA leave request was already brought into a batch of Employee Absences or Pay Period Entries, the absence and substitute entries (if applicable) will not be updated.
Click the Save button.
Tip: If an entry created from an FMLA leave request is deleted from the FMLA screen for an employee, it will go back to being unprocessed and will display again in the FMLA Leave Request Entries List, unless the FMLA leave request was cancelled after being added to the FMLA screen for an employee, then the cancelled FMLA leave request that is deleted will not display again in the FMLA Leave Request Entries List. if the FMLA leave request entry should not ever be processed (added to the FMLA screen), complete the Cancel/Remove Unprocessed Leave Requests/Substitutes option to remove the entry so it no longer appears as unprocessed.