• Home
• Contact Us

• Resources
  • Careers at WMU
  • CEDRS
  • Electronic Workflow
  • Employee Handbook
  • Form I-9 Information
  • HelpNet EAP
  • Holiday Schedule
  • HR Forms
  • HR Reporting
  • Professional Development
  • Recognition Programs
  • Self Service
  • Student Employment Online Transactions
  • Western Wellness
  • WMU Make a Difference

<back	next>
PPM Topics

 

PPM Section 13 - Family and Medical Leave of Absence: Procedure

 

Requesting a Family and Medical Leave

An employee or employee's spokesperson requesting a Family and Medical Leave should contact Human Resources. Employees may also provide notice of a Family and Medical Leave request (or notice of a potential Family and Medical Leave qualifying event) to their supervisor or other University administrative staff. Supervisors and administrative staff who receive such notice should immediately inform Human Resources.

Step 1: An employee should contact Human Resources to receive guidance on leave options and benefits.

Step 2: An employee must call the Interactive Voice Response (IVR) call-in line at 1-866-985-7597 to request or notify BASIC of the FMLA condition or need.

Note: In addition to calling the IVR, an employee is responsible for reporting absence(s) to the supervisor in accordance with the department's established procedures.

Step 3: An employee must answer all questions asked during the call.

Step 4: An employee should write down the claim number provided for a new FMLA claim.

Step 5: An employee should write down the confirmation number for the call.

Step 6: For continuous leave, an employee must call the IVR call-in line at the beginning of the leave. An employee does not have to call the IVR line during a continuous leave unless the FMLA leave or reason for leave changes.

Step 7: For a reduced work schedule, an employee must call the IVR call-in line at the beginning of the leave. If the employee's schedule changes or the employee must take leave that is during the reduced work schedule, the employee is required to call the IVR line AND report the absence to the supervisor in accordance with the department's established procedures.

Step 8: For intermittent leave, an employee must call the IVR call-in line AND report the absence to the supervisor in accordance with the department's established procedures every time the employee is absent, departs early, or is tardy.

Upon completion of the FMLA request and notification call to the IVR, BASIC will send to the employee's home all documents and information needed to apply for or continue the FMLA leave. The employee must follow all instructions in the documents provided by the stated deadlines. The employee must return all FMLA documents and certification to BASIC.

Consent to Release Leave of Absence Information

The Consent to Release Leave of Absence Information is an optional form. When completed and returned to Human Resources, this form allows the Human Resources staff to release leave of absence information on the employee's behalf to specific, relevant parties (e.g., the employee's personal spokesperson, WMU Workers' Compensation-Early Return to Work office, bargaining unit, etc.).

Departmental responsibility: transaction form and time reporting

1. Upon receipt of an approved Family and Medical Leave Request Form (new or extension) from Human Resources, the supervisor or designee will count the absence as Family and Medical Leave.
   
   
2. If the approved Family and Medical Leave is unpaid, the department is to prepare a Transaction form indicating the employee is on an unpaid Family and Medical Leave. The department is to fax the prepared Transaction form to Human Resources and then process the original form.
   
   Note: If an extension to an unpaid Family and Medical Leave is approved, a Transaction form is not necessary.
   

Return to work

An Employee returning to work from a Family and Medical Leave will be returned to his/her former position or equivalent position in accordance with federal law.

1. An employee on a Family and Medical Leave for his/her own serious health condition is to bring a certification from his/her health care provider authorizing return to work (return to work certification) to Human Resources prior to the return date. Human Resources will communicate the return to work date to the supervisor. This certification is not required for return to work from an intermittent or reduced-schedule leave. If the employee fails to provide a return to work certification, restoration to the employee's last-held position or an equivalent position will be delayed until the University receives the certification. If an employee can return to work earlier than anticipated, the employee shall provide notice to Human Resources at least two (2) business days prior to his/her planned return.
   
   
2. When the employee returns to work after a Family and Medical Leave, the supervisor or designee is to complete a Transaction form indicating the return to work date. The supervisor is to fax the Transaction form to Human Resources by the end of the next business day; the supervisor should then process the original Transaction form, with the return to work certification attached.
   
   
3. Should an employee decide not to return to work at the conclusion of the leave, the employee shall advise his/her supervisor in writing of his/her intent not to return to work. When the employment relationship terminates, the employee's entitlement to continued leave and/or other benefits, and restoration to a position ceases. The supervisor/designee completes a Transaction form indicating separation. The supervisor is to fax the Transaction to Human Resources and then process the original Transaction form.

This policy is intended to comply with the Family and Medical Leave Act of 1993. To the extent that any provision in this policy is ambiguous and/or contradicts the Act, the language of the Act will prevail.

<back

next>