{"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":"2025-09-11T12:33:20","modified_gmt":"2025-09-11T19:33:20","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":"<p><strong>This page applies to all staff, academic personnel, and student employees.<\/strong><\/p>\n<p>Your managerial responsibilities with FMLA include:<\/p>\n<ul>\n<li>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>Assessing and responding to employee leave requests<\/li>\n<li>Planning for coverage of the employee\u2019s job duties while the employee is absent<\/li>\n<li>Ensuring that the employee\u2019s FMLA usage in Workday is accurately recorded<\/li>\n<\/ul>\n<p>Contact your HR <a href=\"https:\/\/hr.uw.edu\/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<h4><strong>Complying with the law<\/strong><\/h4>\n<p>Be sure that you have read this website\u2019s entire FMLA section to help you understand this topic. 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<h4><strong>Recognizing FMLA<\/strong><\/h4>\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 class=\"uwhr-form  \" target=\"_blank\" href=\"\">Time off and leaves for non-represented academic personnel <\/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<h4><strong>Assessing and responding to employee leave requests<\/strong><\/h4>\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<h4><strong>Intermittent absences<\/strong><\/h4>\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 HR leave and accommodation specialist.<\/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<h4>Ensure that your department is accurately recording the employee\u2019s intermittent FMLA usage in Workday<\/h4>\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<h4>Holidays<\/h4>\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<h4><strong>Shared leave<\/strong><\/h4>\n<p>Let employees know about the<a href=\"https:\/\/hr.uw.edu\/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<h4><strong>Disability leave or accommodation<\/strong><\/h4>\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 your HR consultant or leave and accommodation specialist (Medical Centers).<\/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":""},"class_list":["post-93","page","type-page","status-publish","format-standard","hentry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.2 - 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