Handling Family and Medical Leave Act (FMLA) Requests: Guide for HR Agents

Overview

This article provides HR agents with essential guidelines to effectively manage Family and Medical Leave Act (FMLA) requests from Archdiocese of Chicago employees. FMLA provides eligible employees with up to 12 weeks of unpaid, job-protected leave for qualifying family and medical reasons.

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Key Responsibilities of HR Agents

• Verify Eligibility: Confirm employee eligibility based on tenure (generally 12 months) and hours worked (minimum 1,250 hours in the past 12 months).
• Provide Policy Information: Explain FMLA rights, qualifying reasons, and documentation requirements clearly and compassionately.
• Collect and Review Documentation: Ensure all medical certifications and supporting documents are complete, valid, and submitted timely.
• Maintain Confidentiality: Treat all medical and personal information with strict confidentiality in compliance with privacy laws.
• Track Leave Usage: Monitor and record employee leave usage accurately to avoid exceeding entitlements.
• Communicate Status: Keep employees informed on the status of their FMLA requests throughout the approval process.

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Processing FMLA Requests

1. Initial Intake:
   • Receive the leave request either directly from employees or via AI bot intake form.
   • Provide the employee with FMLA eligibility criteria and documentation requirements.
2. Review Medical Certification:
   • Examine submitted medical certification forms for completeness and authenticity.
   • Request additional information or clarification if needed within the allowed timeframe.
3. Approve or Deny Request:
   • Make decisions based on policy compliance and documentation provided.
   • Notify the employee promptly and provide guidance on any next steps.
4. Manage Leave Period:
   • Ensure proper leave tracking in HR systems.
   • Coordinate with payroll for benefits administration if applicable.
5. Return-to-Work Coordination:
   • Support employees in transitioning back to work post-FMLA leave.
   • Address any accommodations or modifications needed upon return.

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Common Challenges and Solutions

Challenge	Solution
Incomplete medical documentation	Follow up promptly and assist employee with requirements.
Employee unaware of eligibility	Provide clear, written information and verbal guidance.
Extended leave beyond entitlement	Communicate clearly about policy limits and next steps.
Confidentiality concerns	Reinforce privacy protocols and data security measures.

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Additional Resources

• Archdiocese FMLA Policy Document
• Employee Leave Request Portal
• Contact: [e-mail] for escalations or complex cases

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If you need further assistance or training on FMLA processes, please reach out to the HR leadership team.