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1.5. Administrative Assistants-Entering & Managing FMLA Leave
Entering & Managing FMLA Leave
Important points to remember when entering FMLA leave:
A) Administrative assistant and custodian FMLA leave is tracked through TimeClock not Absence Management.
B) Employees do not have the ability to enter their own FMLA leave because requests for FMLA leave must first be approved through HR. Once the leave is approved, HR will send the administrative assistant an email with dates of the employee’s anticipated leave. The administrative assistant will enter the FMLA leave on behalf of the employee. Until the email from HR is received, FMLA leave is not official – even if you knew of the employee’s intent to take leave before the meeting with HR took place. When you receive the confirmation email, if you have additional information to add or see corrections to be made, please let HR know.
To enter an FMLA leave:
1. Click Create Absence in the upper right corner of the Dashboard. Select the employee needing leave and then choose the Fill out Details button.
2. Enter ILLNESS>LEAVE FMLA as the Absence Reason. Enter the leave dates specified in the email from HR in the calendar on the left side of the screen. Click the Review and Confirm button.
3. Click the Create Absence & Assign Sub button. Click the green Assign button next to the substitute named in the email from HR.
C) FMLA leave must be entered as one continuous absence in order for substitutes to receive the correct long term pay rate. If a long term sub is absent during an FMLA leave, the absence must be “split” to enter the sub for the long term sub. Please contact Human Resources if you need assistance splitting an absence.
To split an absence:
1. Click the confirmation of the absence. This can be found on your Dashboard screen. Click the Split Absence Button in the upper left hand corner.
2. Choose the days you will need a sub for your long term sub by click the check box next to the date. Then choose the Create Split Absence button.
3. Click Remove Substitute from New Absence. Choose the corresponding reason for removing the long term substitute on those selected days. Click the Save Split Absence button.
4. An Absence Split Successful message will appear in the upper right corner of your screen. Click the hyperlinked confirmation number to open the new absence.