1. FAMILY MEDICAL LEAVE ACT - FMLA
Ben Anderson, Leave Administration Manager
Robert Guarneri , Associate Director

2. GOALS
IMPROVE COMMUNICATIONS BETWEEN HR AND UNIVERSITY DEPARTMENTS REGARDING FMLA
INCREASE EMPLOYEE AWARENESS CONCERNING THEIR RIGHTS AND RESPONSIBILITIES IN REGARDS TO FMLA
IMPROVE THE NUMBER OF LEAVE REQUESTS SUBMITTED WITHIN THE REQUIRED TIMELINES
REDUCE THE ISSUES THAT CAN CONTRIBUTE TO DELAYS AND HARDSHIPS THAT THE EMPLOYEE MAY EXPERIENCE.

3. The Purpose of FMLA Our objective for today is to
Assist employees in balancing work demands and family needs under certain circumstances.
Allow leaves to be granted on a gender-neutral basis.
Promote the national interest of preserving family integrity.
Allow employees to take such leave in a manner which accommodates the legitimate BEST interests of the employer.
Our objective for today is to
1.) understand the purpose of FMLA,
2.) understand the types of FMLA leave available,
3.) understand the department/supervisor’s liability and responsibility,
4.) understand the possible penalties and,
5.) understand how to make a Request for a Leave of Absence – 3 steps - from the employee to the department to HR Leave Coordinator

4. What is FMLA Federal Law first instituted in 1993
All UCF employees who have been employed for one year and have worked a minimum of 1250 hours are eligible
Provides employees up to 12 weeks or 480 hours of unpaid, job protected leave per fiscal year
Designed to be used for specific serious health conditions.
Fiscal year – runs from July 1 – June 30

5. FMLA
Also includes Military Family Leave for qualifying exigencies and Injured Service Member Care Leave
Anything directly arising from the military member’s deployment, such as:
1. Official ceremonies,
2. Family Support and Assistance Program
Activities
3. Military Informational meetings/briefings
4. Pre-deployment briefings and events.

6. FMLA DEADLINES
There are two mandatory federal deadlines required for employers to meet regarding FMLA Processing:
1. The “Notice” days
FMLA Notification of Eligibility
Notify HR by Phone or
2. The “Request” - 5 days
Approval or Denial of Leave Request

7. First Five Day Notice Period
EE provides NOTICE to Department
Day One
Department must notify HR within 24 hours
Day Two
HR must determine eligibility and send notification letter and forms
Day Three, Four, Five
This completes the First Five Day “Notice” Period
EE has 15 days from date of letter to provide supervisor the Medical or Parental Leave request and Certification of HealthCare Provider, Deadline date is in the letter.

8. Second Five Day Request Period
EE must complete a Request for Leave & provide a Certification of HealthCare Provider form to Supervisor
Day One
Department must review, obtain signatures & submit forms to HR within hours of receipt from employee
Day Two, Three
HR must review, calculate benefits, deal with any issues, approve or deny & send approval or denial letter
Day Four, Five
This completes the Second Five Day “Request” Period
EE and Department are given all details and requirements to fulfill in the Approval letter and should adhere to deadline dates provided.
Please make sure to emphasize that if an employee wants their medical information to remain confidential, they can forward their Certification of Health Care Provider directly to Human Resources.

9. How can UCF be Liable for Failure to Meet FMLA Guidelines?
Failure to notify employee of rights
Poor recordkeeping
Denying or interfering with leave
Failure to restore to a similar position
Discipline/Discharge in retaliation for requesting leave
Monetary Penalties can be imposed for failure to
meet FMLA guidelines.

10. FMLA Protection for the Employee
FMLA absences CANNOT be counted against the employee for attendance or disciplinary purposes.

11. FMLA Protection for UCF
The University is not required to grant more than 12 weeks or 480 hours of unpaid leave per fiscal year.

12. Who Represents UCF as the Employer?
The employer is defined as one who acts, directly or indirectly, in the interest of the employer.
UCF Specific: Vice Presidents, Deans, Chairs, Directors, Supervisors, Department Managers, Payroll Processors, Office Managers, et al.
If not properly managed, there is potential exposure for litigation.
Nearly anyone can be considered the employer if they have knowledge of an employee’s leave stuff.

13. When Should an Employee Request a Medical Leave
University Procedure requires an employee who is out more than 10 days to request a Leave of Absence.

14. QUICK RECAP FMLA Notification of Eligibility
1. The “Notice” days
FMLA Notification of Eligibility
Notify HR by or by phone
2. The “Request” - 5 days
Approval or Denial of Leave Request
3. Required Forms
Medical or Parental Leave Request Form
Certification of Health Care Provider Form
Intent to Return to Work and Medical Release Form

15. FMLA SEMINARS FMLA TOOLKIT FOR SUCCESS MOM AND ME SEMINARS
ONE HOUR SEMINAR FOR SUPERVISORS AND PROCESSORS
ONE HOUR SEMINAR FOR MANAGERS
MOM AND ME SEMINARS
PARENTAL LEAVE SEMINAR

16. FMLA Toolkit Employee Rights and Responsibilities
Medical or Parental Leave Request Form
Certification of Health Care Provider for Employee’s Serious Health Condition
Certification of Health Care Provider Form for a Family Member with a Serious Health Condition
Intent to Return to Work and Medical Release Form
Medical Leave Checklist
Parental Leave Checklist
FMLA Tracking Log
Leave Audit Form
Military Leave Procedures
Once you receive the Approval/Denial Letter, you should have all the information you need for your employee during and when returning from you leave! We include Payroll Processing information, Return from leave instructions, and any paperwork necessary to extend the leave.

17. Questions?