FMLA Leave Request Checklist
Managing FMLA leave requests requires careful attention to compliance requirements and documentation. This comprehensive checklist helps ensure proper handling of FMLA requests from initial notice through return to work.
The Family and Medical Leave Act (FMLA) provides eligible employees with up to 12 workweeks of unpaid, job-protected leave per year for specified family and medical reasons, making accurate tracking and compliance essential.
Following this structured checklist helps HR professionals maintain compliance, protect employee rights, and manage leave requests efficiently while ensuring proper documentation throughout the process.
Regular review and updates of FMLA procedures help organizations stay current with regulations and best practices while supporting employees during their leave periods.
Eligibility Rate
95% accurate determinations
Documentation
100% compliance rate
Processing Time
48-hour response time
Initial Request Processing
Eligibility Verification
- Verify 12 months of employment
- Confirm 1,250 hours worked in past 12 months
- Check work location requirements
- Document eligibility determination
Required Notices
- Provide eligibility notice within 5 days
- Include rights and responsibilities notice
- Request medical certification if needed
- Track notice delivery dates
Leave Management Process
Documentation Review
- Review medical certification
- Verify qualifying reason
- Calculate leave entitlement
- Document decision basis
Leave Tracking
- Monitor leave usage
- Track intermittent leave
- Record paid/unpaid time
- Update attendance records
Benefits Management
- Maintain health benefits
- Arrange premium payments
- Track benefit continuation
- Document payment arrangements
Return to Work Process
Return Notification
- Confirm return date
- Request fitness-for-duty certification
- Document return arrangements
- Update work schedule
Job Restoration
- Reinstate same/equivalent position
- Restore pay and benefits
- Update personnel records
- Document position details
Follow-up Actions
- Complete return documentation
- Update leave records
- Close FMLA case file
- Schedule follow-up if needed
Compliance Monitoring
Record Keeping
- Maintain required documentation
- Ensure confidential storage
- Follow retention guidelines
- Audit file completeness
Tracking & Reporting
- Monitor leave patterns
- Generate compliance reports
- Review usage trends
- Document policy updates
Frequently Asked Questions
What makes an employee eligible for FMLA?
Employees must work for a covered employer for at least 12 months, have 1,250 hours of service in the previous 12 months, and work at a location with 50 employees within 75 miles.
How long can FMLA leave last?
Eligible employees can take up to 12 workweeks of leave in a 12-month period for qualifying reasons, or up to 26 workweeks for military caregiver leave.
What notices are required for FMLA?
Employers must provide general notice, eligibility notice within 5 business days, rights and responsibilities notice, and designation notice within 5 business days of determining if leave qualifies.
How is intermittent leave handled?
Intermittent leave must be medically necessary and should be scheduled to minimize disruption. Track time in the smallest increment used for other forms of leave, typically one hour or less.
What about benefits during FMLA?
Employers must maintain group health benefits during FMLA leave. Employees remain responsible for their share of premiums. Establish a payment schedule for unpaid leave periods.