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The University of Oklahoma Human Resources Website

Family & Medical (FMLA) Leave Guide

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Eligibility

Employees are eligible if they have worked at the University for at least 12 months and worked at least 1,250 hours in the 12 months preceding the commencement of the leave. Eligible employees are able to use up to a total of 12 weeks of leave in a 12 month period with proper documentation for the following types of absences:

  • An employee's own serious health condition
  • The serious health condition of an employee's immediate family member
  • Caring for a newborn or newly-placed adopted child or foster child

Critical Information for Responsible Administrators/Supervisors

Responsible administrators/supervisors will provide employees FMLA documentation within a reasonable time after notice of the need for leave is given by the employee—within one or two business days, if feasible.  FMLA documentation provides the specific obligations and expectations of a FMLA leave and any consequences of failure to meet the obligations. 

Designation of Responsible Administrators/Supervisors

  • OU – Norman: The Office of Payroll and Personnel Records is the administrator for FMLA and is responsible for ensuring compliance. 
  • OUHSC: Authority for FMLA administration has been delegated to the department or college. The Office of Human Resources is responsible for monitoring compliance.
  • OU – Tulsa: Authority for FMLA administration has been delegated to the department or college. The Office of Human Resources is responsible for monitoring compliance.

FMLA Responsibilities

The employee requesting leave:

  • Must give the department at least 30 days notice of the leave, whenever possible.
  • Must attempt to schedule a foreseeable leave so as not to unduly disrupt the department's operation.
  • In the case of unexpected disability, must make a request as soon as practical.
  • Obtains needed medical certification to support any FMLA leave.

Responsible Administrators/Supervisors:

  • Administer FMLA leaves.
  • Keep appropriate documentation.

Office of Human Resources:

  • Advises administrators on how to inform employees about FMLA leaves.
  • Advises administrators on how to document all leaves appropriately.
  • Informs employees of FMLA leave requirements.

Leave Requests

Eligible employees interested in FMLA should:

  • Request from supervisor/appropriate responsible administrator FMLA information and forms.
  • Complete the form as appropriate, and return the signed form to the supervisor/responsible administrator. If the leave is 'foreseeable', the law requires a 30-day advance notice is requested along with the completed forms. If such a notice is not provided, the leave could be denied.

Timing of Leaves

Eligible employees may request up to 12 weeks of leave. The length of FMLA approved leave for serious health conditions will be based upon the health care provider's prognosis in the medical certification.

Employees are expected to return to work at the conclusion of the approved FMLA leave period.

Response to Leave Requests

Supervisors/responsible administrators should:

  • Provide to employee requesting information the FMLA documentation within two business days of a request.
  • Maintain appropriate documentation to support or deny a leave request.
  • Require the employee to use, concurrently with the FMLA leave, paid leave, extended sick leave, and compensatory time.

Placing Employee on FMLA Leave without Specific Request

In addition to approving an employee request for leave under FMLA, the Act allows an employer to place an employee on FMLA leave without a specific request. This can occur when the employer has cause to believe that the period of absence is FMLA-qualifying.

In such situations, the Supervisors/Responsible administrators should:

  • Notify the employee that they are being placed on a FMLA leave when appropriate and provide them with the FMLA documentation (information and forms).
  • Inform the employee how their accrued leave will be used: An employee is required to use concurrently with the FMLA leave, the following paid leaves in the order listed:
    • paid time off, followed by
    • extended sick leave to which the employee is entitled.

Employees should:

  • Complete the form as appropriate, and return the signed form to the supervisor.

Leave Documentation

  • FMLA leave should be recorded on the employee time report.
  • Paid and unpaid FMLA leave are to be documented in the PeopleSoft Human Resource Management System.