{"id":93,"date":"2025-09-05T15:22:50","date_gmt":"2025-09-05T22:22:50","guid":{"rendered":"https:\/\/hr.uw.edu\/time-absence\/?page_id=93"},"modified":"2026-06-27T10:20:34","modified_gmt":"2026-06-27T17:20:34","slug":"supervisor-responsibilities","status":"publish","type":"page","link":"https:\/\/hr.uw.edu\/time-absence\/fmla-and-pfml\/family-and-medical-leave-act-fmla\/supervisor-responsibilities\/","title":{"rendered":"Supervisor FMLA responsibilities"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_85 ez-toc-wrap-left counter-hierarchy ez-toc-counter ez-toc-custom ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title ez-toc-toggle\" style=\"cursor:pointer\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #000000;color:#000000\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #000000;color:#000000\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/hr.uw.edu\/time-absence\/fmla-and-pfml\/family-and-medical-leave-act-fmla\/supervisor-responsibilities\/#Complying-with-the-law\" >Complying with the law<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/hr.uw.edu\/time-absence\/fmla-and-pfml\/family-and-medical-leave-act-fmla\/supervisor-responsibilities\/#Recognizing-FMLA\" >Recognizing FMLA<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/hr.uw.edu\/time-absence\/fmla-and-pfml\/family-and-medical-leave-act-fmla\/supervisor-responsibilities\/#Assessing-and-responding-to-employee-leave-requests\" >Assessing and responding to employee leave requests<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/hr.uw.edu\/time-absence\/fmla-and-pfml\/family-and-medical-leave-act-fmla\/supervisor-responsibilities\/#Intermittent-absences\" >Intermittent absences<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/hr.uw.edu\/time-absence\/fmla-and-pfml\/family-and-medical-leave-act-fmla\/supervisor-responsibilities\/#Ensure-that-your-department-is-accurately-recording-the-employees-intermittent-FMLA-usage-in-Workday\" >Ensure that your department is accurately recording the employee\u2019s intermittent FMLA usage in Workday<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/hr.uw.edu\/time-absence\/fmla-and-pfml\/family-and-medical-leave-act-fmla\/supervisor-responsibilities\/#Holidays\" >Holidays<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/hr.uw.edu\/time-absence\/fmla-and-pfml\/family-and-medical-leave-act-fmla\/supervisor-responsibilities\/#Shared-leave\" >Shared leave<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/hr.uw.edu\/time-absence\/fmla-and-pfml\/family-and-medical-leave-act-fmla\/supervisor-responsibilities\/#Disability-leave-or-accommodation\" >Disability leave or accommodation<\/a><\/li><\/ul><\/nav><\/div>\n<p><strong>This page applies to supervisors of staff and student employees.<\/strong><\/p>\n<p>While you don&#8217;t need to be an FMLA expert, becoming familiar with FMLA and related leave processes helps you better support your team. As a manager, your FMLA responsibilities include:<\/p>\n<ul>\n<li>Broadly understanding and complying with FMLA, related state laws, and UW leave policies<\/li>\n<li>Recognizing when an employee\u2019s absence may fall under FMLA<\/li>\n<li>Referring the employee to their <a href=\"https:\/\/hr.uw.edu\/time-absence\/contact-us\/leave-specialists\/\">leave and accommodation specialist<\/a> for assistance<\/li>\n<li>Planning for coverage of the employee\u2019s job duties while the employee is absent<\/li>\n<li>Ensuring unit HR Partners have the information they need to accurately record the employee&#8217;s FMLA usage in Workday<\/li>\n<\/ul>\n<p>Contact your HR <a href=\"https:\/\/hr.uw.edu\/time-absence\/contact-us\/leave-specialists\/\" target=\"_blank\" rel=\"noopener\">leave and accommodation specialist<\/a> if you have any questions about your responsibilities or about FMLA in general.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Complying-with-the-law\"><\/span><strong>Complying with the law<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Becoming familiar with FMLA policy and process helps avoid missteps. Additionally, it is important to know that it is unlawful to:<\/p>\n<ul>\n<li>Interfere with, restrain, or deny an employee\u2019s FMLA rights<\/li>\n<li>Retaliate against an employee who exercises their FMLA rights<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Recognizing-FMLA\"><\/span><strong>Recognizing FMLA<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>As a supervisor, you need to be attentive to whether an employee\u2019s absence may be related to FMLA. Employees don\u2019t always know about or understand FMLA protection, so don\u2019t rely on them to request it by name.<\/p>\n<p>Sometimes an employee will tell you directly that they need time off for medical treatment or other FMLA reason. Sometimes you learn indirectly, such as through an extended absence or repeated requests for leave.<\/p>\n<p>If FMLA may apply to the employee\u2019s situation, the Department of Labor requires you to inform your employee about FMLA. Please provide your employee with a copy of the <a href=\"https:\/\/hr.uw.edu\/time-absence\/wp-content\/uploads\/sites\/4\/2016\/07\/FMLA-information-summary-and-poster-20250108.pdf\">FMLA Information Summary<\/a>, which UWHR developed for this purpose. Directing the employee to request a leave of absence in Workday will also ensure the employee receives the FMLA notice of their rights and responsibilities.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Assessing-and-responding-to-employee-leave-requests\"><\/span><strong>Assessing and responding to employee leave requests<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p><strong>Campus:\u00a0<\/strong>Campus HR Operations will approve the leave as FMLA in Workday when it receives a completed health-care provider certification form supporting your employee\u2019s FMLA leave request or deny the request if the employee is not FMLA eligible. Both you and your employee will receive a communication explaining the approval or denial.<\/p>\n<p>Contact your HR leave and accommodation specialist if you have any questions regarding these communications.<\/p>\n<p><strong>Medical centers:\u00a0<\/strong>Your HR leave and accommodation specialist will inform your department when it receives a completed health-care provider certification form supporting your employee\u2019s request for time off or a leave of absence.<\/p>\n<p>Then after reviewing the request, the HR leave and accommodation specialist will notify the employee of the request\u2019s status and provide you with a copy of that notice.<\/p>\n<p>Contact your HR leave and accommodation specialist if you have any questions regarding these communications.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Intermittent-absences\"><\/span><strong>Intermittent absences<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Your HR leave and accommodation specialist will inform you of the timing and frequency of intermittent absences as estimated by the employee\u2019s health-care provider. If the employee\u2019s actual absences do not match what the health-care provider anticipated, speak with your <a href=\"https:\/\/hr.uw.edu\/time-absence\/contact-us\/leave-specialists\/\">HR leave and accommodation specialist<\/a>.<\/p>\n<p>Work with the employee to schedule their planned FMLA-related absences (such as for treatment or appointments) ahead of time when possible. This can make staffing and timekeeping easier. However, if the employee cannot give advance notice for intermittent time off, you may not deny the leave.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Ensure-that-your-department-is-accurately-recording-the-employees-intermittent-FMLA-usage-in-Workday\"><\/span>Ensure that your department is accurately recording the employee\u2019s intermittent FMLA usage in Workday<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>The HR Partner role applies tracking time offs in Workday to designate absences which count toward an employee\u2019s FMLA entitlement. HR Partners also return the employee from leave in Workday. Managers should ensure that their HR Partners have the information they need to accurately record employee leave.<\/p>\n<hr \/>\n<p><strong>A special note regarding overtime-exempt\u00a0staff:<\/strong><\/p>\n<p>A FMLA-related partial-day absence must be recorded as FMLA-covered, with either a type of accrued paid time off or unpaid time off designated.<\/p>\n<hr \/>\n<h2><span class=\"ez-toc-section\" id=\"Holidays\"><\/span>Holidays<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Holidays that occur during weeks where the employee is on FMLA leave the entire work week should be designated as part of the total time on FMLA-covered leave.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Shared-leave\"><\/span><strong>Shared leave<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Let employees know about the<a href=\"https:\/\/hr.uw.edu\/time-absence\/time-absence\/staff-leaves\/shared-leave-options\/\"> Shared Leave Program<\/a> if they have depleted or will shortly deplete paid time off before their need for leave is over. The eligibility requirements for this program are different than FMLA eligibility; however, if their situation qualifies, the program can help reduce the financial stress of their own or their family member\u2019s severe health condition.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Disability-leave-or-accommodation\"><\/span><strong>Disability leave or accommodation<\/strong><span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>If an employee is unable to return to full duty at the end of their leave of absence or asks for workplace modification(s) other than leave, either you or the employee should contact your department\u2019s HR consultant or leave and accommodation specialist to discuss disability leave or accommodation.<\/p>\n<p>If the employee has requested workplace accommodation in addition to leave, speak with <a href=\"https:\/\/hr.uw.edu\/time-absence\/contact-us\/leave-specialists\/\">your leave and accommodation specialist<\/a>.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>An explanation of a supervisor&#8217;s FMLA responsibilities.<\/p>\n","protected":false},"author":49,"featured_media":0,"parent":67,"menu_order":100,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_acf_changed":false,"_lmt_disableupdate":"no","_lmt_disable":"no","footnotes":""},"categories":[],"class_list":["post-93","page","type-page","status-publish","hentry"],"acf":[],"_links":{"self":[{"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/pages\/93","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/users\/49"}],"replies":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/comments?post=93"}],"version-history":[{"count":0,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/pages\/93\/revisions"}],"up":[{"embeddable":true,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/pages\/67"}],"wp:attachment":[{"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/media?parent=93"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/hr.uw.edu\/time-absence\/wp-json\/wp\/v2\/categories?post=93"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}