1. What is FMLA? The Family & Medical Leave Act (FMLA) makes available to eligible employees up to 12 weeks of job-protected leave each year for FMLA- qualifying events. The Family & Medical Leave Act (FMLA) makes available to eligible employees up to 12 weeks of job-protected leave each year for FMLA- qualifying events.

2. Who is Eligible? To be eligible for FMLA leave, employees must have been employed by SURA for at least 12 months and for at least 1250 hours of work during the 12-month period immediately preceding the leave. To be eligible for FMLA leave, employees must have been employed by SURA for at least 12 months and for at least 1250 hours of work during the 12-month period immediately preceding the leave. Spouses who are both JLab employees are limited to a combined total of 12 weeks of leave due to the birth or placement of a child. Spouses who are both JLab employees are limited to a combined total of 12 weeks of leave due to the birth or placement of a child.

3. What are FMLA-qualifying events? 1. The birth of an employee’s child and to care for the newborn child 2. The placement of a child with the employee for adoption or foster care 3. When the employee is needed to care for a child, spouse or parent who has a serious health condition 4. When the employee is unable to perform the functions of his/her job due to a serious health condition

4. What Does FMLA do for me? Your job is protected when you are absent from work on FMLA leave. That means that no negative employment actions (e.g., warning, suspension, termination) will be taken against you because of such absences. Your job is protected when you are absent from work on FMLA leave. That means that no negative employment actions (e.g., warning, suspension, termination) will be taken against you because of such absences. FMLA does not protect you from disciplinary action for performance or conduct not related to your FMLA absences. FMLA does not protect you from disciplinary action for performance or conduct not related to your FMLA absences.

5. What if I don’t want to use FMLA? You do not have a choice as to whether or not to use FMLA. This is for your benefit as well as the Lab’s. If the reason for your absence meets the FMLA qualification requirements, your leave will be FMLA-protected. You do not have a choice as to whether or not to use FMLA. This is for your benefit as well as the Lab’s. If the reason for your absence meets the FMLA qualification requirements, your leave will be FMLA-protected.

6. Is FMLA leave paid or unpaid? While FMLA leave is unpaid by definition, the Lab allows employees to continue pay by using Short-Term Disability and/or accrued sick and/or vacation leave during FMLA absences. Unless you are receiving Short-Term Disability benefits, all paid leave must be used prior to going on Leave Without Pay. Unless you are receiving Short-Term Disability benefits, all paid leave must be used prior to going on Leave Without Pay.

7. What do I do if I think I am entitled to FMLA leave? Advise your supervisor and Occupational Health & Safety (OH&S) or Human Resources, and complete a FMLA Request Form, available on the OH&S and Benefits websites. Advise your supervisor and Occupational Health & Safety (OH&S) or Human Resources, and complete a FMLA Request Form, available on the OH&S and Benefits websites. Whenever possible, the designation of leave as FMLA leave should be made “up front” before the leave begins. Whenever possible, the designation of leave as FMLA leave should be made “up front” before the leave begins. If the request appears to be within FMLA guidelines for qualifying events, OH&S will provide a case number and provisional approval within 48 hours of receipt of the request. If the request appears to be within FMLA guidelines for qualifying events, OH&S will provide a case number and provisional approval within 48 hours of receipt of the request.

8. What if I have to take a few hours off each week for doctors’ visits related to a FMLA- approved situation? FMLA allows for “intermittent” leave; i.e., absences of.3 of an hour or more for doctors’ visits, etc. FMLA allows for “intermittent” leave; i.e., absences of.3 of an hour or more for doctors’ visits, etc. FMLA also allows for a reduced work schedule if necessitated by a FMLA-qualifying condition. FMLA also allows for a reduced work schedule if necessitated by a FMLA-qualifying condition. Absences due to intermittent FMLA leave or a reduced work schedule will be tracked along with other FMLA leave. Absences due to intermittent FMLA leave or a reduced work schedule will be tracked along with other FMLA leave.

9. What are my FMLA responsibilities as a supervisor? Ensure that OH&S or Human Resources is advised and a FMLA Request Form is completed when: Ensure that OH&S or Human Resources is advised and a FMLA Request Form is completed when: An employee requests leave An employee requests leave An employee is out on sick leave for 3 days or more for a serious illness An employee is out on sick leave for 3 days or more for a serious illness An employee requests intermittent leave or a reduced/altered work schedule for any of the reasons covered by FMLA. An employee requests intermittent leave or a reduced/altered work schedule for any of the reasons covered by FMLA. Review the timesheet of an employee on FMLA leave for accuracy. Review the timesheet of an employee on FMLA leave for accuracy.

10. Who approves FMLA leave? Who tracks FMLA leave? Based on the documentation provided by the employee’s medical professional on the Certification of Health form (sent to the employee by certified mail), Occupational Health & Safety will make a final determination whether leave is FMLA-qualifying. Based on the documentation provided by the employee’s medical professional on the Certification of Health form (sent to the employee by certified mail), Occupational Health & Safety will make a final determination whether leave is FMLA-qualifying. OH&S and Human Resources track FMLA leave and will use the information entered into the Lab’s time reporting system for tracking after system implementation. OH&S and Human Resources track FMLA leave and will use the information entered into the Lab’s time reporting system for tracking after system implementation.

11. How do I know if my absence was approved for FMLA when I fill out my timesheet? If you have entered FMLA leave on your timesheet and your leave is subsequently not approved as FMLA, you will need to go back into the time reporting system and correct your timesheet. If you have entered FMLA leave on your timesheet and your leave is subsequently not approved as FMLA, you will need to go back into the time reporting system and correct your timesheet. If you did not enter FMLA leave on your timesheet and your leave is subsequently approved as FMLA, you will also need to go back into the time reporting system and correct your timesheet. If you did not enter FMLA leave on your timesheet and your leave is subsequently approved as FMLA, you will also need to go back into the time reporting system and correct your timesheet.

12. Contact Information for Questions About FMLA Occupational Health and Safety (Medical Services) Occupational Health and Safety (Medical Services) --Heather Singleton, x6021, heathers@jlab.org heathers@jlab.org --Johnie Banks, x7539, jbanks@jlab.org jbanks@jlab.org Benefits Office Benefits Office -- Doug Roeder, x7576, roeder@jlab.org -- Doug Roeder, x7576, roeder@jlab.orgroeder@jlab.org --Kisha Owens, x7068, owens@jlab.org owens@jlab.org --Mary Eaton, x7291, eatonm@jlab.org eatonm@jlab.org Employee Relations Manager Employee Relations Manager --Pat Morton, x7232, pmorton@jlab.org pmorton@jlab.org