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FMLA

The Family and Medical Leave Act (FMLA) is a federally mandated program that entitles eligible employees of covered employers to un-paid, job-protected leave for specified family, medical and military reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave. Eligible State of Iowa employees are entitled to up to 12 work weeks of FMLA leave in a fiscal year (up to 26 weeks for Military Caregiver Leave in a single 12-month period).

To ensure FMLA is administered consistently and in compliance with federal requirements, effective July 1, 2015, Reed Group began managing FMLA absences for State of Iowa Central Payroll and Department of Transportation (DOT) employees.

Consult the FMLA Decision Tree for guidance,
or call Reed Group toll-free at 844-507-5393 (8a-8p, M-F)
or email StateofIowa@ReedGroup.com
.

 


As a best practice, it is recommended that:

  • FMLA leaves be initiated by phone at Reed Group's dedicated toll-free number for State of Iowa employees: 844-507-5393 (answered 8am-8pm, M-F; voicemail after hours)
  • Subsequent absences be reported via the Reed Group's online self-service portal: LeavePro: stateofiowa.leavepro.com 

Important FMLA Update: Effective 8/12/15, FMLA recertification will occur annually. FMLA claims previously approved for 6 months will be reviewed upon the employee's request and adjusted to one year if supported by the health care provider. Employees will receive advance notification for recertification from Reed Group.

FMLA Resources

The following resources are provided to assist you in understanding and complying with FMLA requirements.

DAS HRE Resources

 
  FMLA FAQs Benefit Guide: FMLA and Extended Illness, Long Term Disability and Death
FMLA Training (Webinar) - For Human Resource contacts (08//2015) Military Family Leave FAQs
FMLA Training (pdf) - For Human Resource contacts (08/2015) DAS-HRE Managers and Supervisors Manual, Section 6.90
FMLA and Reed Group for Managers/Supervisors   (11/2015)  
Webcast Recording| Slides used in the presentation  
FMLA Leave Process  
FMLA – Roles & Responsibilities  
HRIS Time Types for FMLA  
LeavePro Notifications and Changes Detail Report  
FMLA Decision Tree: When to notify Reed Group  

Reed Group Resources

LeavePro (self-service FMLA absence management portal)

FMLA Decision Tree: When to notify Reed Group LeavePro Video - For Employees (approx. 24 minutes)
Reed Group Helpful Hints LeavePro Video - For Management (approx. 21 minutes)
Overview of Reed Group Absence Reporting (approx. 10 minutes) LeavePro Online Portal Overview (approx. 18 minutes)
  LeavePro User Guide PDF
  LeavePro Reports - For Management
  LeavePro Notifications - For Management

U.S.. Department of Labor (DOL) FMLA Fact Sheets/Resources

FMLA Forms (all Agencies)

U.S.. Department of Labor FMLA Regulations Return to Work
U.S.. Department of Labor Employee Guide Leave Retention
Employee Rights and Responsibilities under FMLA
   

FMLA QuickLinks
(for Community Based Corrections, Fair Board, and Judicial Branch)

 
Employee Notice Required Serious Health Condition Certification
Employer Notice Required Qualifying Exigency Leave

FMLA QuickLinks (General Info)

 
Background Fitness for Duty
Effective Dates Returning from Leave
Eligibility Unlawful Acts
Leave Entitlement Enforcement
Maintenance of Health Insurance Benefits  

 


LeavePro (Online Self-Service Portal): stateofiowa.leavepro.com
Toll Free Phone: 844-507-5393
Fax: 720-456-4790

Email: StateofIowa@ReedGroup.com (for existing or potential FMLA leaves)
DAS HRE Email: FMLA@iowa.gov (for internal FMLA questions)


Background

The Family and Medical Leave Act (FMLA) is a federally mandated program that was signed into law on February 5, 1993 and amended by the National Defense Authorization Act on January 28, 2008.

The United States Department of Labor is the Federal agency responsible for FMLA. The Iowa Department of Administrative Services, Human Resources Enterprise, is the state agency that is responsible for administering the program for employees of the State of Iowa.

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Effective Dates 

FMLA leave was effective for non-contract employees on August 5, 1993 and for contract-covered employees on February 5, 1994. Servicemember family leave to care for a covered military member with an illness or injury in the line of duty was effective January 28, 2008. Servicemember family leave for any qualifying exigency was effective January 16, 2009. Only leave taken on or after the effective date of the Act is considered FMLA leave.

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Eligibility

Any employee who has been employed by the state for a total of at least 12 months in the past seven years and has worked for at least 1,250 hours in the previous 12-month period is eligible. Eligibility determinations are made as of the date that the FMLA leave is to begin.

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Leave Entitlement  

If eligible, you are entitled to up to 12 weeks of FMLA leave in a fiscal year on either a continuous, intermittent, or reduced leave schedule basis for any one or more of the following reasons:

This leave may be paid or unpaid.

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Employee Notice Required

You, a family member, or spokesperson must complete a FMLA Application & Intent to Return to Work form and submit it to your supervisor. If your employer has reason to know that you qualify for FMLA leave, FMLA applies whether you have submitted certification or not. You must provide initial notification of the need for FMLA to your supervisor at least 30 days calendar days of your need to take foreseeable FMLA leave or as soon as practicable in unforeseen circumstances. If you are not able to provide notice because of your illness or injury, notice may be given by a family member or a spokesperson as soon as practicable.

You must comply with your department's usual and customary notice and procedural requirements for requesting leave. If you do not comply with the usual and customary notice and procedural requirements, FMLA leave may be denied or delayed. Failure to follow sick leave policies could be a basis for discipline.

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Employer Notice Required 

When you request FMLA leave, your employer notifies you of your eligibility to take FMLA leave by sending you a Notice of Eligibility and Rights form within five days business days.

The employer will make an FMLA Designation of your leave within five business days of receiving sufficient information to make a determination.

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Serious Health Condition Certification

When leave is for your serious health condition, the health care provider must complete the Certification of Health Care Provider for Employee's Serious Health Condition to satisfy the certification requirement. If you qualify for Workers’ Compensation benefits, his or her medical documentation may be accepted for FMLA purposes.

When leave is for your family member’s serious health condition, the health care provider must complete the Certification of Health Care Provider for Family Member’s Serious Health Condition form. Medical certification is required except in the case of birth, adoption, or foster placement. Other confirmation may be required in the case of adoption or foster placement.

If requested, you must provide medical certification to support your FMLA leave. If your employer requests medical certification for an absence, your employer will advise you of the anticipated consequences of your failure to provide adequate certification. Medical certification shall be obtained and returned to your employer within 15 calendar days of the request or upon return to work from an absence that may qualify as FMLA leave (absent extenuating circumstances). It is your responsibility to pay the fee for completion of the medical certification and travel costs (if applicable). If second or third opinions are required, the state is responsible for the costs.

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Qualifying Exigency Leave

You may take FMLA leave while your spouse, son, daughter, or parent who is a member of the National Guard or Reserves is on active duty or call to active duty status in support of a contingency operation. Family members of the Regular Armed Forces are not eligible for leave because of a qualifying exigency.

Qualifying exigencies include:

You must submit a complete and sufficient Certification of Qualifying Exigency for Military Family Leave form and submit it to your supervisor.

The first time you request leave because of a qualifying exigency, you must provide a copy of the covered military member’s active duty orders or other documentation issued by the military. This documentation must include the dates of the covered military member’s active duty service. This information need only be provided to your supervisor once. A copy of new active duty orders or other documentation issued by the military shall be provided to your supervisor if the need for leave because of a qualifying exigency arises out of a different active duty or call to active duty status of the same or a different covered military member.

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Covered Servicemember Care Leave

You are entitled to FMLA leave to care for a current member of the Armed Forces, including a member of the National Guard or Reserves, or a member of the Armed Forces, the National Guard or Reserves who is on the temporary disability retired list, who has a serious injury or illness incurred in the line of duty on active duty for which he or she is undergoing medical treatment, recuperation or therapy; or otherwise in outpatient status; or otherwise on the temporary disability retired list. You may not take leave under this provision to care for former members of the Armed Forces, the National Guard and Reserves, and members on the permanent disability retired list.

You are entitled to 26 workweeks of leave to care for a covered servicemember with a serious injury or illness during a single 12-month period.

You must complete a “Servicemember Family Leave Application” form (CFN 552-0724) and submit a complete and sufficient Certification for Serious Injury or Illness of Covered Servicemember form to your supervisor.

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Maintenance of Health Insurance Benefits

The state of Iowa will maintain group health insurance coverage for an employee on FMLA leave whenever such insurance was provided before the leave was taken and on the same terms as if the employee had continued to work. If applicable, arrangements will need to be made for employees to pay their share of health insurance premiums while on leave.

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Fitness for Duty

When the leave involves your own serious health condition, your employer may require a written release from your health care provider as evidence that you are able to perform the essential functions of your position. You are required to pay for any costs associated with the release including travel. Failure to provide a written release may result in discipline up to and including discharge.

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Returning from Leave

Upon returning from FMLA leave, you are entitled to the same position, or an "equivalent position." An equivalent position is one with the same pay, benefits and working conditions (shift and schedule) and the same or substantially similar duties, conditions, privileges, and status which require equivalent skill, effort, responsibility and authority.

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Unlawful Acts

It is unlawful for your employer to interfere with, restrain, or deny the exercise of any right provided by FMLA. It is also unlawful for your employer to discharge or discriminate against any individual for opposing any practice or because of involvement in any proceeding related to FMLA.

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Enforcement

The Wage and Hour Division of the U.S.. Department of Labor investigates FMLA complaints made by employees. If violations cannot be satisfactorily resolved, the U.S.. Department of Labor may bring action in court to compel compliance. Employees may also bring a private civil action against an employer for violations.

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The Benefits Management Team of the Iowa Department of Administrative Services developed this website to provide you with information about your benefit options, and serve as a valuable resource for information about your benefits.  The benefits described at this website are subject to change.  Nothing herein shall be construed as a guarantee of benefits.  This website is not a complete description of the State of Iowa’s benefit plans.  Nothing on this website supersedes or changes any of the terms and conditions of any plan documents, insurance policies, or other legal agreements.  If the wording in this website contradicts any plan documents, laws, regulations, administrative rules, insurance policies, or other legal agreements, the wording in the official documents and agreements will govern.

If you have any questions, please contact your Human Resources Associate or Personnel Assistant.