Process Used When Entering Continuous FMLA

Once the Certification of Physician or Practitioner form (FMLA form 1) has been received by the Office of Human Resource Management (HRM), an email will be sent to the employee, supervisor, and timekeeper notifying that the FMLA form 1 was received. Within a few days, an email will be sent regarding the approval or denial of the request.

If approved, please note the following:

    1. HRM will be enter the continuous FMLA leave of absence into Workday.
    2. The employee, supervisor, or timekeeper must enter Time Off by selecting the leave type (Sick, Annual or Unpaid Time Off) that coincides with the continuous leave of absence.
      • MANAGER NOTE: If the employee will be in a continuous Leave Without Pay (LWOP) status, he/she must be placed on a University LWOP Absence. This is a critical step that must be completed as this can affect the employee’s benefits and/or create a financial hardship to the employee.
    3. Select the appropriate leave type (sick, annual, or unpaid)- Enter the daily quantity (of leave you are taking). screenshot of entering leave in Workday
      • NOTE: If you select more leave than you have available in the leave balance, you will receive an error.
    4. In the comment section, type “FMLA”.
    5. Click on the Green Submit Tab at the bottom of the page.
    6. Employees must be returned from continuous leave of absence in Workday. The estimated return to work date on the request leave of absence does NOT automatically return an employee from leave. An employee will remain on leave indefinitely without the Return Worker from Leave action completed in Workday.
      • MANAGER NOTE: If the employee will be in a continuous Leave Without Pay (LWOP) status, he/she must be placed on a University LWOP Absence. This is a critical step that must be completed as this can affect the employee’s benefits and/or create a financial hardship to the employee.

 If the employee exhausts their FMLA entitlement and still has not returned to work, the supervisor or timekeeper MUST indicate the Return Worker from Leave task for the FMLA leave in Workday AND continue to enter another form of leave (sick, annual, unpaid or continuous Leave Without Pay).

  • NOTE: If the employee is currently grant funded, the supervisor must contact Sponsored Programs Accounting. Their phone number is 225-578-5337.
  • NOTE: Timekeepers should monitor employees on continuous leave of absence and pay attention to the estimated return to work date so that timely returns are processed ion Workday. Workers on Leave report can be ran by timekeepers for their colleges and departments.