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Medical College of Georgia |
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THE MEDICAL COLLEGE OF GEORGIA ADMINISTRATIVE PROCEDURES Office of Primary Responsibility - Human Resources - Benefits Subject: Leave of Absence & FMLA
1.0 Purpose: To present the procedures for processing/administering a leave of absence (LOA), FMLA, and return form LOA for an employee.
2.0 Note: LOA may be requested when a qualifying event is made known to the institution. As required by federal law, all employees are entitled to 12 weeks per year of FMLA in the event of the birth or adoption of a child; serious health condition of the employee which renders them unable to perform the duties of their position; a serious health condition of the employee’s child, spouse, parent, or spouse’s parent requiring the employee’s presence. Annual leave and sick leave must be used for a LOA. The 12 weeks of FMLA runs concurrently with the LOA. A LOA can last until AL and sick leave are exhausted or until 12 weeks of FMLA is exhausted, whichever is greater.
Qualification of an employee for FMLA may be recognized by the employee, supervisor, Division of Human Resources or other source.
3.0 Procedure: Processing Leave of Absence/FMLA 3.1 Responsibility: Employee 3.1.1 Employee requests LOA. This LOA may qualify for FMLA. 3.1.2 Requests family leave by submitting in writing to their immediate supervisor a completed FMLA Notification form accompanied with a Healthcare Provider Certification form, if applicable. 3.2 Responsibility: Department 3.2.1 Reviews request, signs FMLA Notification form and completes a PAR. 3.2.2 Forwards PAR, FMLA Notification form, and Healthcare Provider Certification form to Employment. 3.3 Responsibility: Employment 3.3.1 Receives PAR, FMLA Notification form, and Healthcare Provider Certification form. 3.3.2 Logs receipt of documents. 3.3.3 Sends a letter to employee stating that LOA and FMLA will run concurrently. 3.3.4 Forwards PAR to benefits counselor. 3.4 Responsibility: Benefits Office 3.4.1 Places employee on leave without pay status in PeopleSoft. (Note: This includes, updating employee position, job data, benefits, and payroll information). 3.4.2 Forwards all forms to Records for scanning. 3.4.3 Continues to monitor all employees on LOA. (Note: This is to ensure time limits are imposed and consistency exists for administering LOA). 3.4.4 When approaching 12 weeks of leave, communicates with the department and/or employee may be necessary to determine if a continuance of leave is necessary or if a notice of separation is necessary. 3.4.4.1 If an extension of leave is needed by the employee, the employee must furnish a physician’s statement to support such. 3.4.4.2 If the department and/or employee wants to terminate employment, a separation notice is necessary. 3.4.4.2.1 Department submits terminating PAR to Employment. 3.4.4.2.2
Employment processes 3.4.4.2.3 Forwards PAR to Benefits Office. 3.4.4.2.4 Benefits Office terminates benefits. 3.4.4.2.5 Determines if any billing is required and notifies Financials if necessary. 3.5 Responsibility: Employee 3.5.1 Arranges payment of benefits as they continue during LOA.
4.0 Procedure: Return from LOA 4.1 Responsibility: Employee 4.1.1 Notifies department of return to work accompanied with a physician’s statement. 4.1.2 Returns to work. 4.2 Responsibility: Department 4.2.1 Completes PAR selecting return from leave. 4.2.2 Submits PAR to Employment with attached physician’s statement. 4.3 Responsibility: Employment 4.3.1 Receives PAR and statement. 4.3.2 Logs receipt of PAR. 4.3.3 Gives PAR to benefits counselor. 4.4 Responsibility: Benefits Office 4.4.1 Logs receipt of PAR. 4.4.2 Processes return in PeopleSoft—returns employee in system from leave without pay status. (Note: This includes updating employee position, job data, benefits, and payroll information). 4.4.3 Notifies Financials of return status. 4.5 Responsibility: Financials 4.5.1 Views customer payment panels. 4.5.2 Notifies Benefits Office of any non-payment of benefits. 4.6 Responsibility: Benefits Office 4.6.1 Writes up an adjustment sheet if necessary to capture unpaid premiums from employee’s paycheck. 4.6.2 Records adjustment on internal benefits adjustments spreadsheet. 4.6.3 Sends a copy to Payroll to ensure adjustments are reflected prior to payroll.
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