HR - FMLA/WFMLA Eligibility Report
The FMLA/WFMLA Eligibility report accumulates and totals an employee's worked hours and leave hours to help you determine eligibility for leave covered by the Family Medical Leave Act (FMLA) and/or the Wisconsin Family Medical Leave Act (WFMLA).
The FMLA/WFMLA Eligibility report accumulates and totals an employee’s worked hours and leave hours to help you determine eligibility for leave covered by the Family Medical Leave Act (FMLA) and/or the Wisconsin Family Medical Leave Act (WFMLA).
- The employee must have worked for the State for at least 52 consecutive weeks.
The employee must have worked for the State for at least 1,000 hours during the 52-week period preceding beginning of the leave. You may include vacation, sick leave and other paid leave taken to count to the minimum 1,000 hours.
- The employee must have worked for the State for at least 12 months (need not be consecutive).
The employee must have worked for the State for at least 1,250 hours during the 12-month period preceding the beginning of the leave. Count only actual hours worked (no paid or unpaid leave can be used to determine eligibility).
Roles that can access report:
- UW HR Reports
The Employee ID and start date of the FMLA/WFMLA request are required to run the report.
- Eligible Empl Classes: The report accumulates eligible hours for all eligible Empl Classes. Empl Classes SA1 (Student Asst Stipends) and ET2 (Employee in Training Stipends) are not eligible for FMLA/WFMLA and are not included.
Eligible hours are included from confirmed payrolls for the year prior to the As of Date.
- Biweekly Worked Hours (TRC codes*): 'REG00', 'REG01', 'ALTWK', 'OJCFT', 'OT100', 'OT150', 'OT200', 'OTSHR', 'MLP30', 'MLPD4', 'MLWOP', 'MWOP4', 'PRDEV', 'CT100', 'CT150', 'CT200', 'ECT10', 'ECT15', 'EOT10', 'EOT15', 'HOLWK', 'HWCRF', AND 'K9OT1'.
Biweekly Leave Hours (TRC codes*): 'VACTN', 'AHRSL' (unclassified hourly sick leave), 'PSHOL', 'SABBA', 'LGHOL', 'JRYDT', 'SCKLV', 'CATLV', 'PSHPB', 'FLHOL', 'UWORK', AND 'VACPB'.
Monthly Worked Hours: For each Monday-Friday in the pay period, 8 hours multiplied by the FTE in effect on that day, less any hours associated with leave codes and the 'LWP' earnings code, and rounded to two decimal places.
- Monthly Leave Hours (Absence Codes): 'UWS U ALRA TAKE', 'UWS U CAT TAKE', 'UWS U FMLA AL TAKE', 'UWS U FMLA PH TAKE', 'UWS U FMLA SL TAKE', 'UWS U FMLA VN TAKE', UWS U LH TAKE', 'UWS U PH TAKE', 'UWS U SL TAKE', 'UWS U VN TAKE', 'UWS U EX ALR TAKE', 'UWS U EX LH TAKE', 'UWS U EX PH TAKE', 'UWS U EX VN TAKE', 'UWS U JRY TAKE', 'UWS U ML30 TAKE', 'UWS U ML30 ND TAKE', 'UWS U ML4 TAKE', 'UWS U ML4 ND TAKE'. ("ML" indicates a Military Leave absence).
For description of the codes used for the biweekly worked hours and leave hours, see: TL - Time Reporting Codes Overview
Information the FMLA/WFMLA Eligibility Report does not include:
- Worked Hours for pay periods which have not been confirmed. These hours must be added manually to the total.
Worked Hours associated with additional pay amounts or with payline adjustments. These hours must be added manually to the total.
- Worked Hours for "L" Pay Basis jobs. All hours worked by employees paid on lump sum ("L") basis must be included when determining FMLA eligibility. You must manually add the number of hours worked in an L-pay basis job to the total in the FMLA/WFMLA Eligibility Report.
Current month leave reports. Month leave reports are typically entered a month in arrears, although those using employee self-service may be entered for the current pay period. Hours worked and leave hours may need to be adjusted manually.
- Monthly 2011 holiday leave hours for Memorial Day, Fourth of July, Labor Day, Thanksgiving, Christmas Eve, Christmas Day, and New Year's Eve. These hours must be subtracted from the hours worked and added to the leave hours. For 2011, legal holidays hours used on these holidays were not identified as leave hours. Beginning with 2012, they are identified as 'UWS U LH TAKE'.
Information that is more than one year old. To be eligible for FMLA, an employee must work for 12 months for the State but the 12 months do not have to be consecutive. If an employee has not worked for the UW for the past 12 months, you will need to determine if the employee has ever worked for a total of 12 months for the State.
- Information from employment at other State agencies. The State is considered one employer for FMLA/WFMLA eligibility purposes. If the employee has worked for the UW for less than 12 months, you will need to manually include hours worked at another State agency.
- FMLA/WFMLA Eligibility Report criteria: Empl ID; FMLA begin date
Process Outputs:HFMLA/WFMLA Eligibility Report for a specific person (two Excel spreadsheets are produced):
- 'Summary' includes the worked hours and leave hours by week for the biweekly jobs and by month for the monthly jobs, and the totals.
'Detail' includes the worked hours and leave hours by date for both biweekly and monthly jobs.
Before approving or denying a FMLA/WFMLA request:
- Review the eligibility report and points above to ensure the employee the decision to approve or deny is correct.
- Provide the appropriate paperwork to the employee (available on the UWSA website).
**NOTE: The State and the UW are considered one employer for FMLA/WFMLA eligibility purposes.
To perform this procedure, please follow these steps:
Navigation: UW HR Reports > FMLA/WFMLA Eligibility Report
To run the Report:
Enter a value for the Run Control ID on the Find an Existing Value tab and click the Search button. Select the Run Control ID that you wish to use to run this report.
If you do no have a Run Control ID, you can create a new one. Click on the Add a New Value tab. Enter a new Run Control ID and click the Add button.
Once the Run Control ID is selected or created, enter the Report Request Parameters:
- Enter the Empl ID (8 digits)
Enter the start date fo the FMLA request as the As of Date
- Click the Run button.
- Leave Type and Format as "Web" and "PDF" respectively. Click the OK button to run the report.
- Click on the Process Monitor hyperlink to view the status of the report.
- Monitor the Run Status and Distribution Status fields by clicking the Refresh button. Once the Distribution Status field changes to Posted, click on the Details hyperlink.
- To view the report output, click on the View Log/Trace hyperlink on the Process Detail screen.
- Click on the PDF file under the File List to view the report output in Excel format:
FMLA ELIGIBLE SUMMARY (empl ID) (name) displays and totals the work hours and leave hours by pay period (monthly) and by week (biweekly).
- FMLA ELIGIBLE DETAIL (empl ID) (name) displays the leave hours by date (monthly and biweekly) and work hours by date (biweekly).
Click Open when this message appears.
- Click Yes when this message appears.
The report output will appear in the format below. Column widths may need to be adjusted to display the values.SUMMARY:
Hours Worked: Use to determine FMLA eligibility
- Total HRS: Use to determine WFMLA eligibility
Related Job Aids: