First and foremost, if an employee is out of the office for 2 – 3 days contact Theresa Dockery, Human Resources at 631-5619 or dockery.4@nd.edu.

Section 1. IS EMPLOYEE ELIGIBLE FOR FMLA?

Employed at least 12 months at Notre Dame? Yes No

Completed 1,250 hours of service in last 12 months?
Yes No

If you answered no to either question above the employee is NOT eligible for FMLA. If you answered yes to both questions above proceed to Section 2.

Section 2. IS TIME OFF FOR FMLA QUALIFYING REASONS?

Birth of Child Yes No

Placement of Child for Adoption Yes No

Placement of Child for Foster Care Yes No

Serious Health Condition, involving one of the following
Yes No
Parent
Spouse
Child under 18 or incapable of self care
Employee

If you answered No to all questions in Section 2, notify employee they are ineligible for FMLA.
If you answered Yes to any question proceed to Section 3. If there are any questions regarding whether a condition is considered “serious” please call Theresa Dockery in Human Resources.

Section 3. DETERMINE HOW FMLA TIME WILL BE CHARGED

Non-exempt employees

a. If an employee is out for their own health condition, they must use their accrued sick bank during FMLA. FMLA and their sick bank will run concurrently. They may elect to use their vacation time to continue receiving pay after their sick bank is exhausted.

b. If an employee is out for another person’s health condition, they may elect to use 5 day of their accrued sick bank and 2 personal days from their sick bank and may elect to use vacation time to remain paid.

c. If an employee remains out of work past their paid time off an Employee Status Form must be completed to put the employee on unpaid time.

Exempt employees

a. Exempt employees have up to six months of short term disability paid time off. FMLA will run concurrently with their short term disability and FMLA will expire at the end of 12 weeks. It is imperative that Human Resources be informed at the end of the 12 week FMLA time.

b. If an employee remains off from work after the six month time period an Employee Status Form placing the employee on unpaid leave needs to be completed to discontinue payroll. When they return to work another status form must be completed to begin the payroll.

IMPORTANT THINGS TO REMEMBER

GIVE NOTICE TO HR– After Human Resources receives notification about the potential leave, we will provide a memo notifying the employee of FMLA option within 2 business days.

RECORD TIME PROPERLY - Use FMLA Tracking Form for paid or unpaid time, submit necessary. Record sick time and vacation time usages properly and avoid overpayments.

FOLLOW UP with monthly tracking forms, getting periodic reports of their intent to return to work, medical release forms, fitness-for-duty certification.

If you have any questions regarding FMLA policy or procedure for staff call Theresa Dockery in the Office of Human Resources at 631-5619 or via email at dockery.4@nd.edu or regarding Provost Office/Faculty - call Maura Ryan in the Provost Office at 631-9488 or via email at ryan.61@nd.edu.

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