Human Resources Responsibility, Leave of Absence
How is SMC’s Human Resources Office involved in assisting an employee needing to request leave under FMLA?
Learn about Human Resources’ role in working with employees and supervisors when processing requests for leaves of absence under Family Medical Leave (FMLA). The following section provides guidance on the process as well as your responsibilities:
When Should an Employee Notify the Employer of an Impending Leave?
Employees must provide 30 days’ advance notice for foreseeable leave, or as much advance notice as is practicable. When 30 days’ notice is not possible based upon, for example, an expected birth, placement of a child for adoption or foster care or planned medical treatment for the employee or a family member’s serious health condition, the employee must give notice to the employer on the same day that s/he learns of the need for leave, or the next business day, after the need arises for unforeseeable leave, unless impracticable to do so. An employee who takes a foreseeable leave based on planned medical treatment must make a reasonable effort to schedule planned medical treatment or necessary medical supervision so as to minimize any disruption to campus operations. The employee should provide the anticipated date upon which the leave will commence and the projected duration of the leave to the extent known at the time of providing notice.
Leave of Absence Workflow
- Human Resources provides Leave of Absence Request Form to the employee.
- Upon receiving notification that an employee may need a leave of absence, Human Resources will notify the employee’s manager of employee’s request for a leave of absence via email: Manager Notification for Employee Leave Request.
Review Documentation and Designate the Leave
- Next, the employee should contact AbsencePro to initiate their leave request. AbsencePro will provide guidance on the process, answer any questions, and explain the requirements for job-protected medical or family leave. After the employee submits their leave request through AbsencePro, the system will assess their eligibility for FMLA and inform the employee of any available leave options.
- AbsencePro will provide the employee and Human Resources with a decision of the requested leave within 5 business days. Please note the decisions are based on the certification completed by the health care provider. Notify AbsencePro if your leave was denied and you need clarification on next steps.
- After the employee’s leave request is approved, Human Resources will formally notify the employee and their manager. Human Resources sends Designation Notice to both Employee (via Email & Certified Mail) and Manager (via Email): Designation Notice to Employee and Manager
During the Leave
- Answer any questions the employee or supervisor has regarding the leave.
- Work with the employee and supervisor to ensure that time and leave accruals are reported accurately.
- Communicate with the department if an employee’s leave status changes.
Return to Work
1.) Contact the employee shortly before the expected return to work date to inquire about the employee’s status via email: Employee Notification for RTW Status
- Should the employee’s leave status change, Human Resources will notify the supervisor and department
2.) Remind the employee about the requirement to submit a Family & Medical Leave Act (FMLA) Medical Release form to Human Resources prior to the return to work date.
3.) Upon receipt of a completed Family & Medical Leave Act (FMLA) Medical Release form with no restrictions- Notify the supervisor and department of the employee’s return to work status/date.
4.) Upon receipt of a completed Family & Medical Leave Act (FMLA) Medical Release form with restrictions – the employee will be contacted to discuss the request for an accommodation.
5.) Once the Employee confirms their RTW Status, Human Resources will notify the Manager of the Employee’s RTW Status via email: Manager Notification for Employee RTW Status with/without Restrictions
Should you need to submit a request for leave or have questions about FMLA, please contact Human Resources hr@stmarys-ca.edu.