Family Medical Leave (FMLA) for EIU Employees


FMLA Brochure (pdf)      FMLA Powerpoint (pdf)

FMLA entitles employees to take reasonable leave of up to 12 weeks per year for medical reasons, for the birth or adoption of a child and for the care of a child, spouse, or parent who has a serious health condition. An employee is eligible for FMLA only after twelve months of employment and with at least 1,250 hours of service during the 12-month period immediately before the leave begins.

When to Apply for FMLA

Any medical or other covered absence of three or more consecutive days requires a request for FMLA.  If your leave is for your own illness, you should complete and submit an FMLA Employee Ilness (Family Medical Leave) form 30-days before the leave begins if you anticipate ten or more consecutive days of eligible absence, or as soon as practicable if you did not anticipate the absence.  If your leave is to care for a child, spouse, or parent, you should complete and submit an FMLA Family Member Illness (Family Medical Leave) form as soon as you become aware of the need for your leave.  You may also apply for FMLA on an intermittent basis or to work a reduced schedule when medically necessary. Intermittent FMLA may be requested to care for a newborn or newly placed adopted or foster child only when previously approved. Appointments for all intermittent medical treatment should be scheduled for non-work hours when possible. When not possible, you must work with your supervisor to schedule the leave so as not to unduly disrupt University operations. You must provide medical certification from a health care provider before FMLA leave will be approved for any serious health condition. Submit your application to the Human Resources Benefits Office at 2031 Old Main and provide the medical certification as soon as possible thereafter.

Employee Responsibilities

As an employee, it is your responsibility to submit your request for FMLA for any covered absence of ten days or more.  Once the necessary documentation has been provided to the Benefits Office and the FMLA has been approved, you must report periodically to both Benefits and your supervisor on your status and intent to return to work. If there are any changes in your situation, you must notify the Benefits Office and your supervisor as soon as possible so they can correctly make entries for your time and make any needed adjustments to schedules.

Any absence call-in rules for your supervisor should apply until your FMLA is approved by Human Resources. Be sure to stay in touch with your supervisor. If on an Intermittent FMLA, you must note in the comments section of your time sheet which days or hours are for FMLA and which are not. The university may assume that any time off work is for Intermittent FMLA if not informed otherwise.

After an approved absence, before you will be allowed to return to work, you must present to Benefits, a fitness-for-duty certificate from your health care provider which indicates you are able to resume work.  IGP #37, Medical Clearance after Absence Due to Illness or Injury, further explains this requirement.

Supervisor Responsibilities

It is your responsibility as the supervisor to inform your employees of the need to complete and submit paperwork to the Benefits Office when you discover an employee is going to be off work consecutively or intermittently for more than two weeks. If the employee is already off work and cannot be contacted, you should contact Benefits and let them know.

When you are notified that an employee will be absent for FMLA or any other reason, you must make arrangements as needed to cover the required work. The Benefits Office will notify you when your employee’s FMLA leave is approved and you are encouraged to call Benefits Office (581-5825) anytime you need to check on the status of your employee’s leave or to provide updated status when you become aware of it. You should also encourage your employee to stay in touch with you about his or her plans to return to work.

Human Resource Responsibilities

The Director of Human Resources or designated representative is responsible for approving all requests for FMLA. We ensure the time card is correctly annotated and we work with the Supervisor and the Employee to keep those involved informed of the employee’s status while on FMLA. IGP 7.1, Family and Medical Leave Act, provides additional information and requirements for FMLA. Contact the Benefits Office at 581-5825 with questions.