iHR FMLA Supplement
Contents
1. Enter the From date Note that the types frame in the right of the window shows the last available day of FMLA Either double click the FMLA Last Available Day to block out all available leave or enter the To date You can also find the last available day in that parent leave entry window by clicking the Totals and Procedures tab In the bottom right corner select FMLA and enter the start date The system will then calculate the last available day Extending Previously Entered FMLA To extend intermittent or continuous leave open the leave tab in the employee s profile Find the leave If you do not see the leave then change the filter to include FMLA and the date in question Double click the leave opening it Then either enter additional days in the Hours Used Each Day tab or enter additional blocks in the Blocks of Leave tab Checking Balances To check FMLA balances for a group of employees click Reports gt Leave Summaries gt Consolidated Leave Summary for One Type of Leave To see the balances for several types of leave on one report click Reports gt Leave Summaries gt Accumulated Leave Summary or Available Leave Summary To check the balance for one employee right click that employee in the list to the left and then click Leave The summary section at the top of the profile shows the balance as of today To see the balance as of a different date click Print at the bottom In the report filter window that opens check th2. employee Used leave taken for group Reports gt Leave Summaries gt Used Leave Summary of employees Shows employee and one column for each type of leave
3. Information Contents How to Open Report Individual FMLA history Reports gt Leave Lists and Calendars gt Leave Itemization and balance and Summary for One Employee Two Sections Detail section with columns showing date of leave type hours or days used hours or days earned hours or days accumulated and note from leave entry window Summary section showing earned used and accumulated totals Balances for group of Reports gt Leave Summaries gt Consolidated Summary for employees One Type of Leave Columns can be added or removed Typically shows leave balance dates most recently used and total used hours or days calendar year or rolling Balances for several leave Reports gt Leave Summaries gt Accumulated Leave types Summary or Available Leave Summary Employee Name and a column for each type of leave Note that the Available Leave Summary considers future scheduled leave while the accumulated summary does not List of FMLA leaves taken Reports gt Leave Lists and Calendars gt Leave Requests across the company or a department Columns can be added or removed Typically shows employee department hours taken date range of leave and status of request FMLA case load Reports gt Leave Summaries gt Incidents per Month Total requests approvals and denials per month for a year FMLA hours taken per Reports gt Timecards gt Timecard Summary month Use filter to select only FMLA Shows hours taken per month for each
4. MLA as the type Select a year date range like Apr 15 2012 through Apr 14 2013 Optionally select additional columns and then click Preview Figure 2 Consolidated Leave Summary for One Type of Leave Report Filter Consolidated Summary for One Type of Leave Include employees where Status Active Type of Leave FMLA v Total leave used between Total all used leave Total leave for payroll including Total leave for Totalleavebetween 3 12 2012 and 3 114 C Exclude employees with no used leave Columns Click here to change columns or sorting Employee ASC Available Hrs Used Hrs 2013 Scheduled Hrs Accumulated Hrs 2013 Note that you see column choices for accumulated leave and available leave The system calculates Available Leave differently than Accumulated Leave Available leave counts future scheduled leave while accumulated does not For example if you are scheduled to use FMLA tomorrow then today s available balance would be one day less than today s accumulated balance Available would account for tomorrow while accumulated would not Entering New FMLA To enter new FMLA request right click the employee in the employee navigation pane and then click Leave In the employee profile that opens click Family Med The leave entry window in Figure 3 will open Click Status of Request and change the status to pending or approved If the leave is approved then select the ty
5. e Itemize detail in leave of absence checkbox and select a year date range Click Preview The report will open showing the rolling balance for each day of used leave The summary section at the bottom shows the balance as of the end of your reporting period You can alternatively open the same report by clicking Reports gt Leave Lists and Calendars gt Leave Itemization for One Employee Managing Alerts To see the alerts click Tasks gt List The system support three categories of alerts 1 reminders that the system automatically generates based on dates entered in the employees leave windows 2 one off ad hoc tasks and 3 standard tasks like Obtain RTW Slip that are created when the leave is created Automatic reminders are controlled by clicking Company gt Settings Reminders You can turn on reminders for medical certification expirations pending requests that have never been approved and employees returning from leave To create a one off ad hoc tasks click Tasks gt Add Or click the Incomplete Tasks tab at the bottom of any employee s profile and then click Add To create a standard list of tasks that are generated whenever FMLA is entered click Tasks gt Standard Tasks You can then add and remove standard tasks as needed tying the due date of the task to the beginning or end of the leave After you create the list of standard tasks when you enter leave you can click the Create New Leave tab and check the chec
6. iHR FMLA Supplement Overview This supplement is written for users who track FMLA on a rolling year basis It assumes that rolling year accrual has already been set up in iHR and describes how to summarize leave balances It explains how to enter new continuous and intermittent leave check balances manage alerts and run FMLA related reports It does not explain mail merging or paperless files Those excluded topics relate to FMLA management but are addressed in the standard iHR User Manual Summarizing Everyone s FMLA To see everyone s available FMLA click Leave gt Leave Matrix The Leave Matrix Window in Figure 1 will open Scroll right to the FMLA column and you will see everyone s available FMLA To quickly see the total used hours click the Summarize Used Leave tab and enter a date range Click List Used Leave to filter out individual leaves of absence by type and date range Figure 1 Leave Matrix Window fi Leave Matrix Show employees where Status Active Available Leave Summarize Used Leave List Used Leave Leave Analysis Available Leave as of Today tk Leave Personal Leave Sector Prosecutor Administrative Leave FMLA Scott Rebecca 431 00 Smith Mary 456 00 Stewart Alice 533 00 Taylor Dorothy B 903 90 Thompson Donna 752 50 lt gt v To print balances click Reports gt Leave Summaries gt Consolidated Leave Summary for One Type of Leave The report filter in Figure 2 will open Select F
7. kboxes next to the tasks that apply Note a service can be installed that e mails these alerts See http ihrsoftware com ftp installTaskEmailerService html for installation instructions Common Problems When Entering FMLA Table 1 lists common problems and how to resolve them Table 1 Common Problems Employee s FMLA balance is always 0 or negative When blocking out leave the system includes weekends skips weekdays or shows the wrong number of hours each day FMLA balance shows 480 hours but the employee does not work full 40 hour weeks and should receive less Resolution Assign a leave accrual plan Go to the leave tab on the employee s profile and click Change Accrual Select a plan and save Check the employee s shift Go to the general tab on the employee s profile Verify the shift setting Click the button next to the shift and open the list of shifts Open the employee s shift and confirm the shift s settings Standard weekday shifts should show 8 hours day starting on a Monday with 5 days on and 2 days off Assign a full time equivalency less than 1 Go to the leave tab on the employee s profile and click Change Accrual Click the Advanced button Change the FTE to a fraction The system will multiply the 480 by whatever FTE you enter Running Reports Table 2 lists the FMLA related reports explains how to open them and describes their contents Table 2 FMLA Related Reports
8. pe of approval intermittent or continuous Figure 3 Leave Entry Window Leave of Absence Departing Employee ANDERSON JANE v Requested 3477203 General Totals and Procedures Create New Tasks Linked Leave Reason Qualifying Event lt Unspecified gt a E v lz Status of Request Approved on Sep 17 2013 for Planned Covering Employee lt Unspecified gt v Hours Used Each Day Blocks of Leave Period Da s Hr Day Hrs Types F Add 2013 08 17 to 2013 0 2 9 00 18 00 Unpaid Leave FMLA If the FMLA request has been approved but not taken then enter the expected departure and return dates These dates serve as place holders until leave is actually taken If the FMLA request is intermittent then click the Hours Used Each Day tab Enter the days taken Be sure to mark each day as FMLA in the Concurrent Types of Leave column If the FMLA is continuous then click the Add button and add a block of leave The Block Out Leave window will open That window records leave as at least two types FMLA and something else like Unpaid Vacation PTO or Sick Set the primary type to Vacation PTO Sick or Unpaid Set the secondary type to Unpaid Checking the Do not use more leave than is available checkbox will protect you from accidentally running Vacation or Sick balances negative Check the checkbox next to FMLA and any other applicable state or company specific leave like CFRA STD or Comp
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