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Family Medical Leave Act - Information for Supervisors

The Family Medical Leave Act (FMLA) is a federal law that entitles eligible employees to take unpaid, job-protected leave for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave.

 

 

Possible FMLA Triggers to Contact the Leave Team or your Independent/Agency Department's HR Team:

  • An employee is absent for more than three days due to his/her illness or injury or for the illness
    or injury of a parent, spouse or child.
  • An employee is absent intermittently.
  • An employee/family member is hospitalized overnight.
  • An employee tells you she’s pregnant
  • An employee tells you they will need bonding time with a newly adopted child, new foster child, or the birth of a baby.
  • An employee misses work for medical appointments.
  • An employee tells you they will need to miss work to take a family member to treatments.
  • Other reasons are also covered under FMLA. Contact the Office of Human Resources (OHR) Leave Team to see if the reason for your employee’s leave is covered.

FMLA provides job protection. Even if the employee has sick, vacation, or PTO the city has a legal obligation to provide FMLA information and/or designate FMLA in some cases.

Frequently Asked Questions

The Family Medical Leave Act (FMLA) is a federal law that entitles eligible employees to take unpaid, job-protected leave for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave.

  1. Your own serious health condition.
  2. A family member’s serious health condition.
  3. Bonding for birth of a child, adoption or placement of a foster child.
  4. Care of a military family member due to injury or deployment.

An employee is eligible for FMLA when they have worked for the City and County of Denver for a total of 12 months and have worked 1250 hours in the 12 months prior to the leave request.

FMLA allows 12 weeks of leave in a 12 month period. FMLA leave can be taken as a block of time or intermittently. 

FMLA is unpaid. Employees may choose to use their accrued time – sick, vacation, PTO, etc. When the employee has an intermittent FMLA absence,  the employee’s supervisor must enter the paid leave on the employee’s timecard and notify the OHR Leave Team. Keep in mind that overtime and comp time are accumulated per week, not per pay period. Therefore, if an hourly employee makes up time for pay purposes, they must do so in the same week of their intermittent absence.  If the employee is out for a continuous block of time, the Payroll Division will enter the paid leave on the employee’s timecard based on an agreed upon leave calendar. The Payroll Division will also enter any donated leave.

Notify the OHR Leave Team right away if you suspect FMLA abuse. The OHR Leave Team monitors patterns of usage and trends but may not be aware of every situation. The OHR Leave Team and supervisors must work together to ensure employees use FMLA appropriately.

Yes, FMLA provides job protection. Even if the employee has sick, vacation, or PTO the city has a legal obligation to provide FMLA information and designate FMLA in some cases. 

As soon as you become aware that an employee may need to take a leave of absence notify the OHR Leave Team. Notify the OHR Leave Team even if you believe the employee may not be eligible for FMLA. There may be other possible leave options.

You may ask:
» Is this absence FMLA related?
» What is your pay choice?
» How can I support you?

You should never:
» Ask what is your medical condition?
» Ask for medical details or documents.
» Share employee’s FMLA leave information
   with others.

No. Contact the OHR Leave Team if FMLA absences are impacting your business negatively.

All time missed due to a FMLA absence must be reported to the OHR Leave Team. At the supervisor’s discretion, employees may make up the time elsewhere within the work week. Supervisors must be consistent in allowing employees to make up time for FMLA and non-FMLA related absences.  

Contact the OHR Leave Team right away. We will provide direction when an employee cannot perform the essential functions of the job.

 
CSA Supervisors - Questions About FMLA?

OHR Leave Team Contact Info:
cityFMLAandADA@denvergov.org
Fax: 720-913-5639

Payroll: 720-913-5186 or
payrolldivision@denvergov.org

Benefits: 720-913-5697
or benefits@denvergov.org

Independent Agencies/Departments - Questions About FMLA?

The following independent City and County of Denver Human Resource groups process FMLA for their employees:

Police, Fire, Sheriff, 911 and all Career Service employees supporting Public Safety:
720-913-6758

County Courts:

720-865-7803

Denver Public Library:
720-865-2072

Denver District Attorney's Office:
lcw@denverda.org

Download the FMLA - Information for Supervisors Brochure