IMPORTANT: All new students that plan to take an online course MUST complete JetReady prior to registering. Note: Exempt employees with appointments of 60% time or greater are presumed to have worked the 1,250 hours if they have met the 12-month requirement.
A “new” employee (employed by UC for 18 months or less) may still be eligible for FML if they were paying into state disability with their previous employer. Confirm that the employee has not exhausted FML leave entitlement in the 12-months prior to the leave date. Twenty-six workweeks of leave during a single 12-month period to care for a covered service member with a serious injury or illness who is the spouse, son, daughter, parent, or next of kin to the employee (military caregiver leave). Complete a Notice of Eligibility and Rights & Responsibilities (Instructions for completing Notice of Eligibility form) indicating that the employee is eligible for FML.
Complete a Notice of Eligibility and Rights & Responsibilities (Instructions for completing Notice of Eligibility form) indicating that the employee is not eligible for FML.
If Certification is not received within 15 calendar days or the additional time provided, send the Certification not received letter  to the employee, along with another copy of the required Certification form(s). After the letter is sent, the employee should provide Certification within 7 calendar days of request.
If the employee returns Certification, but it is not complete and sufficient, send the Incomplete Certification letter to the employee identifying deficiencies in the Certification. Provide a completed Designation Notice to the employee within 5 business days of receiving complete and sufficient Certification or sufficient information to determine whether the leave is FML-qualifying.
If leave is for the employee’s own serious health condition, check the box requiring Return to Work Certification. If requiring Return to Work Certification, fill out Section 1 of Return to Work Certification form and attach employee’s job description. For all leaves except pregnancy disability leave (PDL), complete the top section and Part B of the  Designation Notice. If the employee is exempt and taking leave on reduced schedule or intermittent basis, reach agreement regarding “workweek” using the Exempt Employee Workweek Agreement form.


The FML Usage Tracking Calculator can help you calculate the employee’s FML hours used during the calendar year. Track time used for pregnancy disability portion of leave against employee’s FMLA and PDL leave entitlements only. Track time used for Parental Leave portion of leave against employee’s FMLA leave entitlement (if any remains) and CFRA leave entitlement.
Military Caregiver Leave, track time used for leave against employee’s FMLA entitlement only.
Qualifying Exigency Leave, track time used for leave against Employee’s FMLA entitlement only. It is important for the supervisor to keep in communication with the employee while they are on disability leave. The supervisor should contact the employee at least two weeks before the end of the current leave to ask if they will be returning to work on the expected return date or will they be providing a new certification extending their leave.
If a Return to Work Certification was required in the Designation Notice, be sure Certification is received on or before the date the employee returns to work. Advise the employee that they are required to provide a completed Return to Work Certification before they will be allowed to return to work.
Make sure that PPS is updated with the correct return to work date after the employee has returned. Advise the employee that they are required to provide a completed Return to Work Certification listing the specific limitations or restrictions, before they will be allowed to return to work. The TWP Coordinator will work together with you and your employee to develop a return to work plan. Advise the Disability Benefits Coordinator of the extension to determine if any further action is needed, or if a new physician’s certification is needed depending on what type of leave they are on. If the employee provides notice that approved FML leave dates or schedules need to be extended or otherwise changed and the employee has not exhausted applicable leave entitlements, confirm the changes with the employee in writing.
If the employee is on a combined leave for PDL and Parental Leave and the dates for the PDL portion of her leave change, confirm the changes.


Consult the FML Recertification guidelines to determine whether a change in dates or schedule should be supported by a new Certification.
The Certification states that serious health condition of the employee or employee’s family member will last indefinitely, the employee may be asked to provide a new Certification, but no more frequently than every 30 days. Use the Disability Leaves for Staff or the Workers' Compensation Leaves for Staff step-by-step instructions on how to enter information in PPS.
If you have additional questions after reviewing the material, please contact the Disability Benefits Coordinator. If you are not familiar with the following forms, please use the step-by-step guide (center screen - under the flow chart).
However, consult the Disability Benefits Coordinator if such an employee had extended absences during the previous 12 months. Workers' Compensation) injury, eligibility and entitlement need to be determined using the Notice of Eligibility form.
Please give to the employee within 5 business days of receipt of employee’s notice of need for leave (notice can be a verbal request, Leave of Absence form, hospitalization, etc). Again, grant Employee a reasonable amount of additional time if the employee has been unable to obtain Certification in spite of the employee’s diligent, good faith efforts. Grant the employee a reasonable amount of additional time if the employee has been unable to obtain Certification in spite of the employee’s diligent, good faith efforts.
Grant the employee a reasonable amount of additional time if the employee has been unable to obtain complete and sufficient Certification in spite of the employee’s diligent, good faith efforts.
If the employee is FML eligible, also track time used for leave against her FML leave entitlement.



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