FMLA Kronos Reporting At Western Michigan University

What is FMLA?

The Family and Medical Leave Act of 1993 (FMLA) is a United States federal

law requiring covered employers to provide employees job-protected and unpaid leave for qualified medical and

family reasons.

What is FMLA? • Twelve (12) weeks of unpaid (or paid) leave

on a rolling calendar year • Full • Reduced • Intermittent

• Used by the employee for employee’s or employee’s immediate family members serious health condition, the birth/placement of a child and for certain needs connected with military service

• Protects employee’s job

Who is Eligible? • Employees who have worked at the University for

at least twelve (12) months

AND

• Have worked at least 1250 hours at the University in the last twelve (12) months

What is the FMLA Process?

STEP 1

Employee contacts

HR

STEP 2

HR determines employee’s

eligibility

STEP 3

FMLA is approved or

denied

STEP 4

FMLA Tracking

STEP 5

Returning from FMLA

Employee’s Responsibilities

• Must give notice to Employer as soon as possible each time a new leave is needed

• Must contact HR to complete appropriate paperwork • Must provide medical certification if appropriate • Must call in each time if intermittent leave • Contact HR one week prior to returning to work • Must provide a return to work slip if medical • Must contact HR if unable to return to work or if a change

in circumstances

Department’s Responsibilities

• Sends employee to HR for FMLA counseling • Submits hours correctly on KRONOS

• New KRONOS Pay Code—FMLA Taken • Holiday Pay

• Must not use FMLA for disciplinary purposes • Must return employee to the same or equivalent position • Must not let employee return to work unless cleared by

HR

Human Resource’s Responsibilities

• Sends employee and department the ‘Notice of Eligibility’ • Determines FMLA eligibility • Sends employee and department the approval or denial of

FMLA • Monitors FMLA usage • Bills employee for insurances • Reviews ‘Return to Work’ documents for fitness to work • Contacts Department regarding employee’s return

KRONOS Reporting • In Kronos, open employee timecard • Click the drop down arrow in the pay code column. • Select the FMLA Taken pay code and enter amount of hours

to be reported on each actual day. • If also need paid hours, add a row(s) and enter any regular,

sick leave, or annual leave hours. • FMLA Taken MUST be reported on each day used. • Unpaid FMLA for a salaried employee (not hourly) must also

be submitted to Payroll on a KR Correction Sheet each pay period.

KR Timecard with hourly unpaid FMLA Taken hours FMLA Taken Must be Reported on Each day Used.

Unpaid FMLA taken along with paid hourly sick/annual leave FMLA Taken Must be reported On each day Used.

Regular paid hours and unpaid FMLA Taken FMLA Taken Must be Reported on Each day used.

Salaried employee with unpaid FMLA Taken FMLA Taken must be Reported on each day Used. Department must also Submit a Kronos Correction Sheet to Payroll to make sure salaried employee not paid.

Salaried employee with intermittent unpaid FMLA Taken This salaried employee Has 31 FMLA Taken Unpaid hours. Enter FMLA Taken hours On the day they were used. Also submit KR Correction Sheet to Payroll to short Employee 31 hours.

Employees on Unpaid FMLA Employees may appear in KR as “Inactive Employees”.

Click on Timekeeping Tab, Then “Reconcile Timecard”.

In the Show box, click the drop down arrow, then select Inactive Employees. Select the correct pay period. Click on employee & timecard.

Who To Contact Payroll: 387-2935 • KRONOS questions or issues Human Resources: 387-3620 • FMLA policy and procedural questions • Also visit the HR website wmich.edu/hr/employees/benefits/fmla.html