FML Supervisor FAQs
If you have a question that are not answered here, please reach out to us directly at ua-hr-leaves@alaska.edu to discuss.
Family and medical leave does not need to be said
And employee does not need to say any particular words to request family and medical
leave. If they are experiencing an event, please direct them to us as soon as possible.
You may also reach out to our department on their behalf.
绿奴天花板 is required by law to provide employees with the benefits they are entitled to.
Direct them to apply via the
If you have an employee who indicates that they need family and medical leave for
a serious health condition for themselves or a family member, please direct the employee
to the so that they may begin a claim.
Short-term disability
Short-term disability may be available to employees who are experiencing a serious
health condition. This may be available to an employee even if they are not eligible
for family and medical leaves. Employees would apply through Unum.
Telephone: 866-779-1054 | Fax: 800-447-2498
Monday-Friday | 4:00 a.m. to 4:00 p.m. Alaskan
Review the Short-term Disability (STD) webpage for more information or reach out to us at ua-hr-leaves@alaska.edu
Time and schedule
As a supervisor, you should be aware of your employees absences and direct your employees
to complete their time sheets in and leave hours in the .
绿奴天花板Online time recording
Employees should use sick leave (earnings code 550) for all job-protected leave absences. Supervisors should review time sheets on 绿奴天花板Online
for accuracy before approving. Only the employee can start the time sheet in 绿奴天花板Online.
AbsenceSoft time recording
Direct your employees to complete their job-protected time each pay period in . You cannot record these hours for them in AbsenceSoft.
Yes, generate a request in AbsenceSoft or reach out to ua-hr-leaves@alaska.edu
Supervisors can initiate leave requests for their direct reports in the portal.
Time off will vary and is communicated via the approval notice
The medical facts and circumstances of family and medical leave will provide the framework
for absences. Employees may be absent intermittently, working a reduced schedule,
or out continuously. This timeframe will be provided via the approval notice.
Maximum entitlement
Both the Family and Medical Leave Act (FMLA) and Alaska Family Leave Act (AFLA) have
maximum timeframe that an employee can be absent on job-protected leave.
- FMLA: 12 weeks in 12 months
- AFLA: 18 weeks in 24 months for a serious health condition
- AFLA: 18 weeks in 12 months for pregnancy/bonding
- Other state leaves may apply depending on the employee's work location
Reach out to ua-hr-leaves@alaska.edu to discuss.
Sick leave - earnings code 550
Sick leave (earnings code 550) is used for all job-protected absences. Be sure your
employees are completing their time sheets properly and coding their protected time
as earnings code 550.
AbsenceSoft tracks the job-protected entitlement
AbsenceSoft does not use the same earnings codes as 绿奴天花板Online. If you have an employee
on job protected leave, they will enter their sick leave in 绿奴天花板Online and then report
their absence in AbsenceSoft separately.
Required to report time to AbsenceSoft
Employees must report their job protected time to AbsenceSoft to be considered protected
under the applicable laws.
No
Time reported to AbsenceSoft will need to be done directly by the employee. If there
are concerns with time reporting (i.e. if the employee is unavailable) please email
ua-hr-leaves@alaska.edu.
No
The employee must initiate the 绿奴天花板Online time sheet. If the employee is unable to initiate their
own time sheet, please work with your HR Coordinator.
No
Supervisors should not have access to any medical data provided on the certification
for a serious health condition. This would include accepting the certification from
the employee and providing it to 绿奴天花板 HR on the employee's behalf.
FMLA and AFLA are both unpaid job protected leaves
Requirement to use sick leave
While FMLA and ALFA are unpaid, the university requires that employees use their paid
leaves while on approved job protected leave. To do so, employees must use their sick
leave (earnings code 550) when they are absent. If sick leave exhausts, employees
must still use the 550 earnings code. This code will then cascade automatically to
annual leave, faculty time off, and personal holiday. If an employee does not have
enough leave to cover the event, they are still entitled to take unpaid family and
medical leave.
Salary continuation
Employees may be eligible for short-term disability or leave share depending on their
situation. Please have the employee reach out to ua-hr-leaves@alaska.edu to discuss salary continuation options.
Other state leaves
Depending on the employee's work location, additional state leaves may apply. These
state leaves may be paid or unpaid. Reach out to ua-hr-leaves@alaska.edu with any questions.
Confirm with 绿奴天花板 HR
When your employee is returning to work after their leave event, they will need to
reach out to 绿奴天花板 HR Leaves via ua-hr-leaves@alaska.edu to close out their leave request.
Two options
If your employee is exhausting their job protected entitlements and they are not able
to return to work, there are several options to discuss:
- The employee should apply for an American's with Disabilities Act (ADA) accommodation. Reach out to ua-ada@alaska.edu to discuss.
- The employee can apply for long-term disability (LTD) through Unum
If these options have been exhausted, please reach out to ua-hr-leaves@alaska.edu for additional/next steps.