FMLA Manager II User Manual - JJ Keller & Associates, Inc.
Contents
1. it from the list and click the Edit or Delete button Note This screen displays only locations that you have created in the program Location Information dialog box Fill out the fields in this dialog box with appropriate information Use the Shifts button at the bottom left of this dialog box to indicate the various non working days of the employees assigned to a particular location Based on the shift the employee is assigned any non working days that have been indicated will show up on the employee s calendar when scheduling leave Click OK to save your information and close this dialog box Backing Up Databases Use the Backup feature to back up the information you have entered This process only backs up the data files not the program files 1 Click Backup from the File menu The backup dialog box appears 2 Navigate to where you want the backup files to go to 3 Do one of the following Copyright 2009 J J Keller amp Associates Inc Neenah Wisconsin USA Click the Make New Folder button to create a folder on your network where you want to back up the files You can also create a folder on your local drive however it is strongly recommended that you copy the entire backup folder to a location somewhere other than your local drive This will ensure the safekeeping of the data in case of hard drive failure OR Select an existing folder on your network or local drive to put the backup files in 4 Cl2. leave you must return an employee to the same position he or she held when leave commenced or to an equivalent position with equivalent benefits pay and other terms and conditions of employment The employee is entitled to such reinstatement even if the employee has been replaced or his or her position has been restructured to accommodate the employee s absence If the employee is unable to perform an essential function of the position because of a physical or mental condition including the continuation of a serious health condition you do not have to restore the employee to another position under the FMLA However you may at that point have obligations under the Americans with Disabilities Act ADA An equivalent position is one that is virtually identical to the employee s former position in terms of pay benefits and working conditions including privileges perquisites and status It must also involve the same or substantially similar duties and responsibilities which must entail substantially equivalent skill effort responsibility and authority You cannot retaliate against an employee because he or she took FMLA leave and this retaliation includes termination However employees have no greater right to reinstatement than if they had been continuously employed during FMLA leave If an employee is laid off during FMLA leave and employment is terminated your responsibility to continue FMLA leave maintain health benefits and
3. want to edit from the Request list The request opens in the Leave Request window 2 Make the appropriate changes throughout the steps in the Leave Request window and click Finish Changes will be saved and you will be taken back to the Home screen Employee Information dialog box Under FMLA employees are eligible for up to 12 work weeks of unpaid leave in a 12 month period The actual workweek is the basis of leave entitlement and is defined by the employee s schedule If an employee works 40 hours a week on average then he or she would be entitled to 12 40 hour workweeks If an employee s schedule varies from week to week a weekly average of the hours scheduled over the 12 months prior to the beginning of leave would be used for calculating the employee s leave entitlement Fill out the fields with appropriate information in this dialog box then click Continue to move to the next step in the leave request Leave Request window Use this window to add or edit leave requests Navigate through the steps by using the toolbar at the top of the window or the Continue Previous and Finish buttons at the bottom Use the Notes button to enter notes regarding the request you are working on Copyright 2009 J J Keller amp Associates Inc Neenah Wisconsin USA 1 Eligibility Whether the employee has met the 12 month and 1 250 hours criteria is to be determined at the time leave begins however whether the employee w
4. FMLA Manager Il User Manual Copyright 2009 J J Keller amp Associates Inc Neenah Wisconsin USA OULD ne ne me eye cect coe hd me ann manne tn Men n Sout eet T Rte mead ew trea FIOME WINDOW 3 consis cee noie mr nes ane ae dat de re re tante nn E RSR tes tat SOLU WINDOW ie ruse cs aia ae hee ete dre uni ey tn Meter Rad eens An nette astro einer Company information sisi LoCation InforMatiOnN sites cae sng Sac eaten etat etes rt anr alert due MALE desde Reste dant ed Location Information dialog box cccececceeeeeeeeeneeeeeeeceeeeecaaeeeeeaeeseeeesaaeeesaaeseeeeeeeaeeesaaeseeeeeesaees Backing Up Databases iii GE Elo T RO En TE D teen E PL Employee Information window sisi Adding or editing an employees Deleting an employees FMEA Parameters icc ire EEEE IEA EE EEEE ete en dune Rien gate Leave REQUESIS tac ar AR ner ane En R eau nes neds da eae lanes neki da Den eee S Ut Entering editing leave requests Employee Information dialog box Leave Request WINKOW issues Scheduling leave request time sisi Schedule Time window sisi Communication Dates dialog box us REDONE a aoa eee ease Maceo ie eee dae de AAEE ev yap ede a Vi eeu OET AERA Mee een a Setup Home window Note Before you begin using the program you need to set up your employee and location information in the Setup window The Home window consists of the following areas Calendar The calendar defaults to
5. Individual request detail Ol ON Copyright 2009 J J Keller amp Associates Inc Neenah Wisconsin USA Simply select the report from the list fill out the parameters for the report and click the Generate button You can then print the report send it as an email or save it as a PDF or RTF document Copyright 2009 J J Keller amp Associates Inc Neenah Wisconsin USA
6. ble Employees may choose to substitute accrued paid leave for unpaid FMLA leave If an employee does not choose to do so you may require the employee to substitute accrued paid leave for unpaid FMLA leave An employee s ability to substitute accrued paid leave is determined by the terms and conditions of your normal leave policy A key employee is a salaried FMLA eligible employee who is among the highest paid 10 percent of all the employees within 75 miles of the employee s worksite To determine substantial and grievous economic injury you may take into account the ability to replace on a temporary basis the employee on FMLA leave Status reports You may require an employee on FMLA leave to report periodically on the employee s status and intent to return to work There is no statutory or regulatory definition of periodically Your policy regarding such reports may not be discriminatory and must take into account all of the relevant facts and circumstances related to the individual employee s leave situation Fill out the fields in this step with appropriate information 6 Status Fill out the fields in the step with appropriate information Note that the options in this step will change according to the selection you make in the Request Status area Status open If an employee provides a certification that is incomplete and or insufficient you should return it to the employee and provide in writing what is needed to
7. edule Leave button in Step 6 of the Leave Request window or by clicking the calendar icon in the Request list on the Home window Program selection list The leave programs that you assigned to the employee in Step 3 of the Leave Request window will display at the top of the window Calendar You can set leave dates by individual days by clicking the appropriate days on the calendar or you can specify a range of dates by clicking the Select Date Range button Hovering over individual dates in the calendar will display the type of leave assigned the hours assigned hours used and hours available The list below the calendar displays this information as well Notes Print and Finish buttons Use the Notes button to enter notes regarding the request time you are working on Click the Print button to print a summary of the leave programs and hours scheduled Click Finish to return to the Home window Communication Dates dialog box Access this dialog box from the Dates button on the Home window or Step 7 in the Leave Request window Use it as a centralized area to enter all dates associated with a request Simply select the appropriate date from the calendar for each field If you have questions about the dates click the icons for additional information Reports The program allows you to generate the following reports All request status Available leave Department leave calendar Employee leave usage
8. er of the list to view all dates associated with a selected request Program list This displays types of programs available and time used for a selected request Leave Request Timeline This displays the timeline of a selected request The Timeline has the following columns Requested Displays time scheduled for a particular program within a leave year Includes time scheduled for other requests for the same program type Used Displays total hours used to date for a particular program within the leave year Includes time scheduled for other requests for the same program type Remaining on request Displays amount of hours left from the current or selected date on a particular request Available Displays total hours available for a particular program in the leave year Setup window Use this window to set up company location and employee information designate non working days and set up your FMLA parameters Company information A default entry of Your Company appears in the Company Name field when you first access it You may change it to match your company s identity Fill in the rest of the fields with appropriate information Click the Save button when you are done entering company information Location information Your location information is displayed here Click the Add button at the bottom left of the window to add a new location If you want to edit or delete an existing location select
9. han 30 days you must wait until that minimum duration expires before requesting a recertification You may request recertification in less than 30 days if the employee requests an extension of leave circumstances described in the previous certification have changed or you receive information that casts doubt upon the employee s stated reason Copyright 2009 J J Keller amp Associates Inc Neenah Wisconsin USA for leave or the validity of the certification Recertifications are not allowed for qualifying exigencies or servicemember care Fill out the fields in this step with appropriate information 5 Responsibilities While employees are out on FMLA leave you must maintain their group health care coverage There are options as to how you want to handle payment for the coverage During regular employment payment is often shared between the employer and the employee If the employee has been paying for part of the premiums you can require that the employee continue to do so during leave If the employee is not substituting paid leave he or she is not receiving a paycheck which makes payroll deduction for insurance premiums infeasible because there is no paycheck from which to deduct In this situation you should work out arrangements that accommodate both administrative convenience for you and the financial situation of the employee You can have the employee submit payments to you or directly to the insurance carrier if applica
10. ick OK You should receive a confirmation message that your data was backed up successfully Calendar Use the calendar to designate non working days for your locations Simply click on the appropriate dates to select them as non working days By default the program assumes a five day Monday through Friday work week with Saturday and Sunday as non working days The Locations drop down box allows you to designate non working days by individual location or by all locations Move forward or backward in the calendar by clicking the arrows at the top When you are done click the Save button to save your selections If you want to remove all your selections click the Clear button Employee Information window Use this window to work with your employee records Three drop down list boxes at the top of the window allow you to filter which employees to look at by location job title and active inactive status You can also sort the employees by employee name or ID by clicking on the respective column headings at the top of the employee list To quickly assign remove or edit locations or job titles for an employee or to change the active inactive status select an employee from the list then click in either the All Locations All Job Titles or Active Inactive drop down boxes Use the appropriate buttons at the bottom of the window to add edit or delete an employee You can also import employees by clicking the Impo
11. make it complete and or sufficient The employee then has seven days to provide a fixed certification A certification is incomplete if one or more of the entries is not completed A certification is insufficient if the information provided is vague ambiguous or non responsive Second or third opinions are not allowed for servicemember care Recertifications are not allowed for qualifying exigencies or servicemember care Second or third opinions are not allowed for servicemember care Status Approved Intermittent leave can be taken under certain circumstances It is up to the employer whether or not to make intermittent leave available for the birth adoption or foster placement of a child The employee and employer must come to an agreement on this When medically necessary for a serious health condition either that of the employee or an employee s immediate family member you must allow employees to take leave intermittently Copyright 2009 J J Keller amp Associates Inc Neenah Wisconsin USA You must notify the employee of the amount of leave counted against the employee s FMLA leave entitlement If the amount is not known at the time you designate the leave as FMLA qualifying you must notify the employee of the number of hours days or weeks that will be counted in the Designation Notice If it is not possible to provide this count you must provide notice of the amount of leave counted upon the employee s request b
12. orks at a site with 50 or more employees within 75 miles is to be determined when the employee gives notice of the need for leave Please note that the 75 miles is measured by surface miles using surface transportation over public streets roads highways and waterways by the shortest route from the work facility Fill out the fields in this step with appropriate information 2 Reason There are six reasons that qualify for FMLA leave e Birth of a child e Placement with employee of a child for adoption or foster care e Anemployee s serious health condition e The serious health condition of an employee s family member or e For qualifying exigencies because a of family member s active military duty not Regular Armed Forces e To care for a family member who incurred an injury or illness in the line of military duty A serious health condition is an illness injury impairment or physical or mental condition that involves inpatient care or continuing treatment by a health care provider For leave that does not involve servicemember care family members include an employee s spouse son daughter or parent For leave involving servicemember care family members include the spouse son daughter parent or next of kin Fill out the fields in this step with appropriate information 3 Availability For the 12 month length of service criterion the 12 months need not be consecutive You do not need to count employment period
13. rameters by location Select the location you want to work with from the Location drop down box and make the appropriate selections in the other fields The program comes with two leave programs Federal and Military You can determine the leave year for the Federal program by selecting it and clicking the Edit button The Military leave program cannot be edited If you want to create your own leave program click the Add button Click the Delete button if you want to delete any programs you have created You cannot delete the Federal or Military program Click Save to save any changes you make in this window Leave Requests Entering editing leave requests Enter new or edit existing leave requests from the Home screen To enter a new request 1 Click the New button at the bottom of the request list Select an employee from the Select Employee dialog box Click Add new employee if the employee is not in the list and you need to add them Click the Continue button 3 Enter the average number of hours and days per week worked and the employee s shift in the Employee Information dialog box Click the Continue button 4 The Leave Request window opens Follow the steps through this window when you are done click Finish You will be taken back to the Home screen and the request will now appear in the Request list To edit an existing request 1 On the Home window select the employee request you
14. restore the employee cease Click the Schedule Time button to schedule the leave request 7 Forms This step contains FMLA forms for your use Additionally clicking the Dates button opens the Communication Dates dialog box which is a centralized area to enter dates associated with the request Copyright 2009 J J Keller amp Associates Inc Neenah Wisconsin USA Scheduling leave request time To schedule leave request time 1 Complete a leave request using the Leave Request window and click Schedule Time button in Step 6 or click the calendar icon in the Request list on the Home window to go to the Schedule Time window 2 Specify the days you want to set leave for by either selecting them from the calendar by clicking on the dates or by clicking the Select Date Range button 3 The program s you selected for the employee in Step 3 of the Leave Request window display at the top of the Schedule Time window Select the ones you want to use time from for the request dates by clicking the checkboxes next to the program names 4 By hovering over calendar dates you can see the type of leave assigned hours assigned hours used hours available for the particular date 5 Click the Print button to print leave request time information Click the Finish button to return to the Home window Schedule Time window Use this window to schedule leave for an employee You can access this window by clicking the Sch
15. rt button at the bottom right of the window Adding or editing an employee Click Add in the Employee Information window if you wish to add a new employee to the list or click the Edit button if you wish to change information on an existing employee The Employee Information dialog box appears Most fields are optional except Employee ID First Name and Last Name so that you can add as much or as little information about the employee as you wish or have available Note There are two tabs at the top of this dialog box Personal Information and Employment Information Click on either tab to enter the respective information Click OK after you have finished adding or editing the employee information Click Cancel to close the Employee Information dialog box without making any changes Deleting an employee Click Delete in the Employee List window with an employee selected if you want to remove the information on that employee A confirming dialog box appears asking if you are sure Click Yes and one of two things will happen The employee information will be deleted or you will receive a message that the employee has training or other information attached to them so you must remove all those connections before you can remove the main employee listing Copyright 2009 J J Keller amp Associates Inc Neenah Wisconsin USA FMLA Parameters Use this window to set up your FMLA pa
16. s prior to a break in service of seven years or more in determining whether the employee has worked for the company for at least 12 months There are some exceptions to this provision however such as if the break in service was because of National Guard or Reserve obligations or if a written agreement is involved The FMLA leave programs that the employee is eligible for including any custom programs you may have created in the FMLA Parameters window display here Note that you must choose at least one program to move on to the next step 4 Certification There are some reasons that employees take leave for which you may want to obtain certification You are not required to obtain certifications however they usually help determine whether a reason for leave qualifies for FMLA In the certification you must request only the information relating to the reason for which the current need for FMLA leave exists You cannot ask for information on a non FMLA related condition In situations involving servicemember care an employee may present invitational travel orders ITOs or invitational travel authorizations ITAs issued by the military to join a servicemember at his or her bedside These must be accepted in lieu of a certification You may not request recertification more often than every 30 days and only in connection with an employee s absence If the medical certification indicates that the minimum duration of the condition is more t
17. ut no more often than once every 30 days during leave When an employee has taken leave for his or her own serious health condition you may require that he or she provide a Fitness For Duty Certification before being restored to his or her job This is a certification from the employee s health care provider indicating that the employee is able to resume work If you do require this you need to require it uniformly for all similarly situated employees i e same occupation same serious health condition and so on who take leave for such conditions You can require a Fitness For Duty Certification only with regard to the particular health condition that caused the employee s need for FMLA leave If you do not receive the Fitness For Duty Certification you may delay restoration to the employee until you receive it provided you have given the employee the appropriate notification If you do not request a Fitness For Duty Certification in the Designation Notice you cannot hold the employee responsible for providing one at the end of leave You are entitled to a Fitness For Duty Certification for intermittent absences up to once every 30 days only if reasonable safety concerns exist Reasonable safety concerns are reasonable beliefs of significant risk of harm to the individual or others You need to consider the nature and severity of the potential harm and the likelihood that the harm will occur Status Closed On return from FMLA
18. your system date It controls which requests are displayed in the list to the right of it if by clicking on different dates you can see the leave requests for any given date In addition the following View options are available options under the calendar One Day Displays all requests for the day the calendar is set to Five Day Displays leave requests over a 5 day period All requests Displays all requests in the program Search You can search by employee name or ID number for employees who have leave requests assigned to them The results will display in the Request list Request list The request list displays information on employee requests that have been entered including employee information request status request dates and return dates The list will display requests based on the view you have selected in the Calendar or on your Search results You can sort the list by any column header except the Forms header Clicking on the Forms header will take you to the FMLA forms section of the program Clicking on the calendar icon in the Request Date column will take you to the Schedule Time window Copyright 2009 J J Keller amp Associates Inc Neenah Wisconsin USA You can add edit or delete a request by choosing the appropriate button at the bottom right of the list If you want to print the request list choose the Print button at the bottom left of the list Click the Dates button at the bottom cent
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