r_PTFMLA_Processing FMLA Events

Processing FMLA Events

Employee has requested an FMLA and an FMLA transaction needs to be processed.

Business Process Procedure Overview

Eligible state employees are entitled to Family Medical Leave (FMLA) and Family Illness Leave (FIL). In either situation, an employee can use paid leave time or LWOP to account for absences during the specified periods. While employees are on FMLA or FIL, it is necessary to associate an employee's absences with the FMLA or FIL event in order to track when the allowable leave entitlement has been exhausted. To properly associate an employee's absences with FMLA or FIL leave, a record with the FMLA/FIL entitlement is first created in SAP. The record is then and the employee's applicable absences are attributed to the FMLA/FIL event.

The Family Medical Leave Workbench (transaction PTFMLA) handles all processes related to the management of FMLA and FIL events.

When creating an FMLA/FIL request, the FMLA Workbench will automatically check an employee's eligibility for FMLA or FIL. Based on OSP policy, an employee's eligibility is related to his or her length of State service and hours worked during the previous 12 months.

After an employee has exhausted all of his or her leave entitlement, the FMLA Workbench will also manage his or her eligibility for subsequent leave entitlements.

This BPP will detail:

1) Creating an FMLA/FIL request (or record)

2) Approving an FMLA/FIL request

3) Attributing absences to an approved FMLA/FIL request

Access Transaction:

Via Menu Path	There is no menu path for this transaction code. You must enter transaction code in the command field.
Via Transaction Code	PTFMLA

1. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Command

White alphanumeric box in upper left corner used to input transaction codes

Enter value in Command.

Example: PTFMLA

2. Click Enter button.

3. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Personnel No.

Unique employee identifier

Enter value in Personnel No..

Example: 5001234

Information: An employee may have multiple approved FMLA/FIL requests. If the employee has previous FMLA/FIL requests, they will be listed under the screen heading FMLA Requests. The FMLA Workbench will manage any concurrent events in an entitlement period and deduct absences attributed to concurrent events from the same entitlement.

4. Select one of the following options:

If:	Then:
You wish to create a FMLA/FIL request,	Proceed with step 4.
You wish to associate absences with an approved request	Proceed to step 13.

5. Click Create Request button.

Create FMLA Request

6. Click the FMLA Reason dropdown.

Reference: There are five reasons recognized as applicable for FMLA leave according to the Federal law and OSP policy.

- Birth

- Adoption

- Foster Care

- Illness of Child, Spouse, Parent

- Employee's Illness

There is one reason recognized as applicable for FIL according to OSP policy.

- Illness of Child, Spouse, Parent

An employee is only entitled to FIL after he or she has exhausted the leave entitlement provided by FMLA.

Information: If an employee is requesting FIL leave, be sure to specify Illness of Child, Spouse, Parent as the reason for the FMLA/FIL request.

7. Select Birth in the list box.

8. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Valid From

Beginning date of the specified date range

Enter value in Valid From.

Example: 4/30/07

Ending date of the specified date range

Enter value in to.

Example: 4/29/08

Information: The Valid From and to dates should correspond with the period for which the employee is eligible for the leave entitlement - one year for FMLA requests and 5 years for FIL requests. If the employee has an existing FMLA/FIL event, the to date will be automatically adjusted to the end date of the previous request. This functionality ensures that the employee does not receive entitlement in excess of that allowed by Federal law or OSP policy.

9. Click Medical Certificate Provided checkbox.

10. Click Check Request button.

Information: The FMLA Workbench will perform the applicable eligibility checks against the request. If the employee is eligible, the request will have a green check mark in the Elgblty column as shown in the example that follows. If the employee is not eligible, a red 'X' will display in the Elgblty column. If the employee is ineligible the Service and/or Credit Hrs columns will provide additional information related to the employee's ineligibility.

Create FMLA Request

11. Click the Status dropdown.

Information: FMLA requests can be approved or rejected. If an employee is deemed ineligible, the request should be rejected. In the following example, the request is approved.

12. Select Approved in the list box.

Information: The FMLA/FIL request must be approved before absences can be associated with the event.

13. Click Save (Ctrl+S) button.

Information: After approving and saving a request, you are returned to the initial FMLA Workbench screen. The new requests now displays under the FMLA Requests heading. The following steps detail how to associate absences to an existing FMLA/FIL event.

14. Update the following required and optional fields:

Field Name

Description

R/O/C

Values

Personnel No.

Unique employee identifier

Enter value in Personnel No..

Example: 50001234

15. Click Absences button .

Tip: Check that the desired request is highlighted when clicking the Absences button to ensure the absences are associated with the correct FMLA/FIL event.

16. Click checkbox for applicable absences .

Information: All of the employee's recorded absences in the validity period of the request are displayed on the Absences tab. If an absence is related to the FMLA/FIL event, select the box in the FMLA column. The hours of the checked absences will be deducted for the employee's leave entitlement.

17. Click Save (Ctrl+S) button.

18. Click the Applicable Rules tab button.

19. Click Assign Absences .

Information: On the Applicable Rules tab, the employee's remaining entitlement will reflect the absences attributed to the event.

20. The system task is complete.