Holidays & Leave

FML Process Guide

​Review the information below to understand how to apply for FML and when items may be due. A supervisor or HR Coordinator can reach out to the Benefits team at ua-hr-leaves@alaska.edu to request an FMLA be initiated for an employee who is unable to do so themselves. 

 Applying for FML | To AbsenceSoft and your supervisor at least 30 days in advance (where possible)
There are two steps to requesting your FML:

  1. Notify your supervisor of your absence from work.
  2. Submit your leave request to AbsenceSoft.​

It is the employees responsibility to communicate timely with their supervisor on their anticipated FML.​

Eligibility Notice | From UA HR within 2 business days of your request
After you apply for FML, UA HR will send you the eligibility notice within 2 business days of your request. This will outline if you are eligible for FML but does not approve the leave.

If you are eligible for FML, UA HR will provide a medical certification with your eligibility notice that will need to be completed. The medical certification is what allows a determination to be made on approving or denying the FML event. 

Being eligible for FML is not the same as being approved for FML. Be sure to reach step 3 carefully if you are eligible.

Medical Certification | Due to UA HR 15 days after the leave request is filed
In all cases except natural childbirth, a doctor must certify the event. This doctor's certification is due within 15 days from the date the leave is filed with UA HR. 

Additional Information | Additional time provided for corrections
In some cases, UA HR will request additional information if a certification is incomplete. If this is the case, the employee will receive a letter with a new due date and the information that is needed to present a complete certification.

Medical certification is not received
If no medical certification is received, the leave will be closed and you will not be on approved FML. A medical certification is required.

Approval Notice | From UA HR within 5 business days of receipt of complete medical certification
After reviewing the medical certification, UA HR will provide employees with an approval or denial notice. If approved, this notice will outline the absences expected (i.e. continuous, intermittent), how many hours remain of the FML entitlement, and when the return to work date is (if known).

Step 1: Record FML leave on time sheets
As noted in the "What is Family Medical Leave (FML)?" drop down menu above, employees are required to use their sick leave (earnings code 550) on their UAOnline time sheet when they are out on FML. If sick leave exhausts, continue to use the sick leave code for all your FML absences. Sick leave will automatically cascade into annual leave, faculty time off, and personal holiday.

All FML absence should be reported on your time sheet as sick leave (earnings code 550).

FML time must be recorded with both UA and with AbsenceSoft.

Step 2: Record FML leave with AbsenceSoft
Employees on approved FML must report their FML hours to AbsenceSoft. If hours are not reported to AbsenceSoft, they will not be considered protected under the FMLA.

FML time must be recorded with both UA and with AbsenceSoft.

Salary continuation options
Salary continuation options may be available to you depending on your individual circumstance. Please review the salary continuation options drop down on the main FML webpage..

Who completes what tasks?
FML Process Current Process Can HR Coordinators (HRCs) help with this? Can Supervisors help with this?
How does the employee start their FML leave request? Employee reaches out to UA HR to start the leave request. Yes, HRCs can reach out directly to ua-hr-leaves@alaska.edu on behalf of their employees to request FML. UA HR will then work with the employee.  Yes, supervisors can submit requests for their direct reports via the AbsenceSoft portal.
Where does the employee submit the completed certification? Employee or provider submits to UA HR.

Yes, HRCs can send completed certifications to ua-hr-leaves@alaska.edu and UA HR will then work with the employee. 

Under no circumstances should a supervisor see a completed certification.

 No. Supervisors must not have access to a completed certification under any circumstance. 
Where does the employee record their time?

1. UAOnline (sick leave)

2. AbsenceSoft (for FML protection)

Time reported to AbsenceSoft must be completed as soon as practicable.

Employees on approved FML must report their FML hours to AbsenceSoft to be approved for job-protected leave.

 Yes, HRCs can direct employees to AbsenceSoft to report their time. They can also assist with time sheets on UAOnline. Yes, supervisors can direct employees to AbsenceSoft to report their time. They can also assist with time sheets on UAOnline.
Where does an employee submit their return to work information? Employee confirms with UA HR. Yes, HRCs can let ua-hr-leaves@alaska.edu know about return to work plans and UA HR will then work with the employee.  Yes, supervisors can let ua-hr-leaves@alaska.edu know about return to work plans and UA HR will then work with the employee.