FMLA Leave Setup – A Summary of the Activity

Through this activity, you as a FMLA administrator or the authorized HR user can maintain the FMLA leave eligibility details. You can select the leave type and view the leave rules if it is existing or configure the rules if it is the first time leave is being configured. This is a onetime activity unless there is a change in statutory laws that may impact the FMLA rules.

FMLA Leave Setup Main

ØConfiguring the Leave:

Leave Definition Unit

From the dropdown list box, select the organization unit for which you would like to define the eligibility conditions.

FMLA Leave Type

The FMLA leave types are available for you to choose from. The dropdown is defaulted with “Select” on launch of the page.

Applicable To

From the dropdown, select the State to which the leave type is applicable if you are creating it for the first time. The dropdown is defaulted with “Select” on launch of the page. If the leave types are already configured, you will be able to see the state to which the leave is applicable.

Version

This dropdown will be blank for the first time and shows version dates if there are any existing versions for the leave type chosen.

Note: The previous version is displayed as “01/01/2014 to 31/12/2014”. The latest version is shown as “01/01/2015 Onwards” assuming 2015 is current year.

Allow Intermittent

Select Yes or No. Based on this system will allow the employee or the user to apply for intermittent leave.

ØSelect either “Correct” or “Update” as per requirement. It will be update for the first time by default.

On selecting the radio button next to “Correct”, the “New Effective From” field is disabled and correction is saved for the latest version.

On selecting the radio button next to “Update”, the “New Effective From” field is enabled and new record can be created with the new date.

New Effective From

Enter the effective from date.

The “FMLA Leave Setup” screen consists of the following tabs:

4    Eligibility & Entitlement

4    Paid Time Off

4    Concurrency

4    Leave Reasons

 

Tab – Eligibility & Entitlement

ØConfiguring Eligibility:

Minimum Service

Enter the employee’s minimum service period required in days or months or weeks as per statutory. The dropdown is loaded with “Day(s)”, “Month(s)”, “Week(s)” and Year(s). The system displays “Select” by default on launch of the page.

Gender

From the dropdown, choose the gender if the leave type is gender specific. The dropdown is loaded with “Male”, “Female” and “All” options for you to choose.

Minimum Working Hours

Enter the minimum working hours required to avail the leave.

ØSelect the checkbox next to “Break in Service Allowed” if the employer is allowed to break the service in between. 

Average Working Hours

Enter the average working hours required in days, weeks, months. The system displays “Select” by default on launch of the page.

Break Allowed for

 

ØConfiguring Entitlement:

Year Basis

From the dropdown, select the method of calculating FMLA leave balance “Anniversary Based”, “Calendar Year”, “Rolling Backward” and “Rolling Forward”.

Units of Entitlement

Enter the number of leave units to be available for the leave type in “Day(s)”.

Minimum – Maximum

Enter the minimum and maximum number of leave units in Day(s).  

Maximum Holidays Excluded

Enter the maximum number of leave units for which the holidays are to be excluded in Day(s).

 

Tab – Paid Time Off

ØConfiguring Paid Time Off Applicability:

The following options are listed in “Paid Time Off Applicability” section.

4    Allow – this option allows the employees to apply for FMLA even when they have paid time off available. The choice is employee’s on what type of leave he or she would like to avail.

4    Mandatory – this option mandates the employee to use / exhaust the paid time off balances before the employee could avail FMLA.

4    Disallow – this option will not allow the employee to apply for FMLA when there is available paid time off balance.

Note: Select either “Allow”, “Mandatory” or “Disallow” as per requirement.

ØSelect paid time off type and set priority when paid time off is mandatory or allow. This is to drive the user to apply for the various paid time off as per company policies.

Paid Time Off Type

From the dropdown, select the required paid time off leave type which needs to be exhausted before using FMLA.

Priority

Enter the priority sequence for the paid time of leave. This is a number starting from 1, 2, 3….so on. This priority will ensure the employee uses his paid time off before he could use FMLA if that is the employer’s discretion for FMLA.

Tab – Concurrency

ØConfiguring Concurrency:

Select Time Off

From the dropdown, select the required paid time off or any other Concurrent leave that can go together with the selected FMLA leave type.

Priority

Enter the priority sequence. This is a number starting from 1, 2, 3….so on.

Note: The concurrency rules need to be handled for the project based on company’s requirement.

 

Tab – Leave Reasons

ØMap Leave reasons applicable to the leave type:

Select FMLA Reason

Select the leave reason for which the FMLA leave type can be used or availed.

Document Required

Choose “Yes” or “No” if documentation is required.

Couples Eligibility

Choose “Combined” or “Separated”. The system displays “Select” by default on launch of the page.

4    Combined or Separated eligibility – if the employee and spouse are working in same company and they have a combined or separate eligibility for the specific leave reason.

Units of Entitlement

 

Units In

 

ØClick “Save” to save the details entered.