FMLA Leave Setup

Configuring 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.

Select 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:

Eligibility & Entitlement
Paid Time Off
Concurrency
Leave Reasons

Tab – Eligibility & Entitlement

Configuring 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.

Select the checkbox next to “Break in Service Allowed” if minimum service is irrespective of any break 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 (in years)

Enter the break allowed for the employee in years.

For example, If employee is separated within 8 months from original joining date, rehired and then completed another 4 months, however completed overall 12 months of service within 4 years. In this case break is considered allowed up to 4 years.

Configuring 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

Configuring Paid Time Off Applicability:

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

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

Select 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

Configuring 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

Map 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	If there is any specific entitlement for each reason, you could give that. In case any specific entitlement is not given for each reason, system will take the main entitlement into consideration for each reason and ensure that it does not exceed the overall units available.
Units In	This is predefined and system takes the value as given in main entitlement as Days.

Click “Save” to save the details entered.