Leave Management - Supervisors

Supervisors should inform Leave Management (umdleave@umd.edu) of any medical related absences that result in leave of more than 3 days.  This would include absences that have a duration of 4 or more days, such as job injuries (which should also be reported to ESSR via email at workerscomp@umd.edu), sick leave, and leave used in lieu of sick leave for medical related reasons.  Also, If there is a pattern of an employee calling out sick repeatedly (more than 1-2 x's/month consecutively), please reach out to Leave Management so we can speak with the employee to determine if there are any medical circumstances that may rise to the level of Family Medical Leave and/or the need for a workplace accommodation.

Supervisors should know how to properly code Continuous Family Medical Leave (FML), Intermittent FML, Parental Leave, and Leave Without Pay (LWOP) on timesheets. Inaccuracies can lead to retroactive issues regarding leave bank adjustments and improper FML entitlement balances.

• Applying the appropriate LWOP code when no leave is available. Reminder, LWOP is deducted the following pay period. This is important to note especially if the employee is going to resign. 
• Intermittent leave - instruct employees to identify in the notes section what dates/hours are to be coded as FML and then the supervisor must apply the FML code
• Nonexempt employees whose timesheets are not completed correctly according to their FTE create future issues if adjustments are needed. For example, a full-time non-exempt employee should record 40 hours per week, 80 hours a pay period. This would be either all hours worked or a combination of both work hours and leave.
• If supervisors notice a change in the anticipated usage of FML (e.g. taking more days than requested, using leave more frequently and for longer periods than indicated in their FML approval letter), please reach out to Leave Management within the first 60 days.

Supervisors should know where all request forms are on our website: Family Medical Leave, Parental Leave, Advanced Sick Leave, Extended Sick Leave, Leave Reserve Fund, Advanced Annual Leave, Accommodation Requests, etc.

If employees notify you that their absence is due to a Family Medical Leave (FML) qualifying reason, please provide them with the applicable forms and have them contact umdleave@umd.edu.  Please note that not all employees will state they need “FML”, but they may share the reason they need medical-related leave.  FML qualifying reasons are below:

• The birth of a child or placement of a child with the employee for adoption or foster care
• The care for a child, spouse, or parent who has a serious health condition
• A serious health condition that makes the employee unable to work
• Reasons related to a family member’s service in the military, including:
  • Qualifying exigency leave – leave for certain reasons related to a family member’s foreign deployment
  • Military caregiver leave – leave when a family member is a current servicemember or recent veteran with a serious injury or illness

Supervisors need to notify UHR Leave Management when an employee requests an accommodation.  A request for accommodation doesn’t always come in the form of a letter that specifies an individual’s disability and need for accommodation. Sometimes the need for accommodation is alluded to during ordinary workplace conversations or is understood because an employee shares a note from a healthcare provider that excuses absences for a medical reason or places restrictions on an individual’s ability to perform certain job tasks. In many situations, there is no clear sign, indicating that the ADA is triggered.  When an individual makes it known that an adjustment or change is needed at work, due to a medical reason, this is a request for accommodation under the ADA. There is a relationship between medical impairment or limitations and a work-related issue.  Medical documentation should ALWAYS be submitted to Leave Management via email: umdleave@umd.edu or via fax: 301.405.5885.