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Family Medical Leave Act (FMLA) Resource Page
- Information about Family Medical Leave
- Documents Needed for Family Medical Leave
- Frequently Asked Questions about Family Medical Leave
- Tracking Family Medical Leave
1. Information about FMLA
2. Documents Needed for Family Medical Leave
Please have your physician complete the Certification of Health Care Provider
Form. Their office can fax the completed form back to Leave Management.
You will need to complete the Designation of Family Medical Leave and the Medical Records Release. Leave management will review your notification
for FMLA after receiving the completed Designation of Family Medical Leave,
the Certification of Health Care Provider and the Medical Records Release.
Check-off List
- To be completed by your physician:
- To be completed by you:
Please forward your Designation of Family Medical Leave and Medical Records Release to Leave Management:
U.S. Mail Address:
The University of Texas at Austin
Human Resource Services, Leave Management
PO Drawer V, Austin, TX 78712
Campus Info:
101 E. 27th Street
Mail Code: J5600
Phone: 512-232-2327
Fax: 512-471-7008
3. Frequently Asked Questions About Family Medical Leave
- How does an employee qualify for Family Medical Leave?
An employee must have been employed by the University or with another
state agency for at least 1 year and have worked a minimum of 1,250 hours
during that year.
- How much time may an employee use under Family Medical Leave?
An employee may use 12 weeks of leave during a year. Family Medical Leave
qualifying events include the birth or adoption of a child, a serious health
condition of an immediate family member, or one's own serious health condition.
- Is Family Medical Leave paid or unpaid?
During the time that an employee is on leave for a FML reason, he/she
must exhaust all APPLICABLE sick leave and vacation. Once that is exhausted,
the employee will be placed on Leave Without Pay for the remaining 12 weeks.
The University of Texas at Austin will be responsible for paying the employee's
premium sharing during that time. Premium sharing is the amount of money
that the University and the State contribute to your insurance coverage.
However, the employee will be responsible for paying the additional insurance
that they normally have deducted from their paychecks (i.e., cost of coverage
for dependents, long-term disability insurance, etc.).
- If an employee has enough sick leave to cover the entire FML qualifying
absence, must he/she designate FML?
Yes. All employees that are taking leave for a period of more than 3
work days for an FML qualifying event must notify his/her supervisor and
Human Resources, 232-2327.
- Are there leave policies for new fathers?
If the employee is eligible for FML, he may use sick leave in conjunction
with the birth of a child if the child is actually ill or to care for his
spouse while she is recovering from labor and delivery. The doctor is required
to provide Human Resource Services with a medical certification statement
indicating the length of time the recovery will take.
After the use of sick leave, the father is entitled to use accrued vacation
and then be placed on Leave Without Pay. The University of Texas at Austin
will be responsible for paying the employee's premium sharing during that
time. Premium sharing is the amount of money that The University and the
State contribute to your insurance coverage. However, the employee will be
responsible for paying the additional insurance that they normally have deducted
from their paychecks. (i.e., cost of coverage for dependents, long-term disability
insurance, etc.) He is entitled to a maximum of 12 weeks of leave.
- Does The University have a Maternity Leave Policy?
Maternity Leave falls under FML. An employee is entitled to 12 weeks
of leave for the birth of a child. During this time, all applicable sick
leave and vacation accruals must be used. Once the accruals are used, the
employee will be placed on Leave Without Pay. The University of Texas at
Austin will be responsible for the premium sharing during the 12 weeks of
leave. Premium sharing is the amount of money that The University and the
State contribute to your insurance coverage. However, the employee will be
responsible for paying the additional cost of insurance that they normally
have deducted from their paychecks. (i.e., coverage for dependents, long-term
disability insurance, etc.) The employee is entitled to a maximum of 12 weeks
of leave.
However, if an employee does not qualify for FML, the University does have
a Parental Leave Policy. It states that an employee is entitled to 12 weeks
of leave. During that time, all applicable vacation and sick leave
accruals must be used, then, the employee will be placed on Leave Without
Pay. However, the employee is required to pay their entire insurance premiums
and will not be entitled to receive any premium sharing, as they would under
FML.
4. Tracking Family Medical Leave
- Seeing Family Medical Leave Balances
The Leave Management section of Human Resource Services(HRS) is responsible
for assigning Family Medical Leave (FML) hours to an employee. After this
is done, an FML balance will appear in the following familiar places:
- *DEFINE ET1, ET2, ET3, and YI6
- Web Timesheet
- Making FML Adjustments
Adjustments to FML balances are made in a similar way to other balances,
through the Web timesheet or through *DEFINE ETA. FML is a bit different
from other leave types in that it is always adjusted along with another leave
type. Vacation, sick leave, sick leave pool, and floating holiday all have
to be used when a person is on FML. If they are exhausted and the person
is still on leave then a leave without pay must be used. Therefore, every
FML adjustment involves an adjustment not only to the FML balance but also
to another leave type or to leave of absence. Fortunately, most of the work
to keep this straight is handled for you behind the scenes.
- Online Timesheet
The timesheet user who wants a particular absence to be used for FML simply selects the appropriate FML option from the absence pull-down that is already in the system.
- *DEFINE ETA
From the ETA screen, select the employee you wish to adjust by placing an 'X' next to the name. On the familiar window that pops up, you will see a new column next to the absence types that should be used during FML, the 'F' column. ETA users should place an 'X' in the 'F' column to designate a particular transaction as being for family medical leave. In the condensed example below you can see the 'F' column associated with vacation, sick leave, sick leave pool, and floating holiday:
The example above in which 8 hours is used from vacation hours for family medical leave will result in 8 hours being deducted from both the employee's vacation balance and family medical leave balance. You would see two transactions in *DEFINE ETB as a result.
If vacation, sick leave, sick leave pool, and floating holiday are exhausted and it becomes necessary for an employee to go on leave of absence due to family medical leave, adjustments to FML balance will still be made in ETA. From the above window, press PF4 and you will see a similar window:
The example adjustment above would result in 8 hours being deducted from the employee's FML balance. Since the employee has already used all accrued leave before this step, there is no corresponding deduction from vacation, sick leave, sick leave pool, or floating holiday. The corresponding transaction you would see on ETB in this case is a leave of absence transaction. You will notice that in the LWOP-FML (Leave Without Pay-FML) section the 'F' column is pre-filled since there is currently no reason to log a leave of absence transaction unless it is FML related.
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