P Checklist Managing FMLA Leave
o I calendared the start and end dates of the employee’s leave, if I know them.
o If the employee did not give 30 days’ notice of foreseeable leave, I considered
whether to require the employee to delay the start of his or her leave.
o If I didn’t let the employee take leave as a date requested because the employee
didn’t provide enough notice, I put that decision in writing and gave it to the
o If the employee is taking parenting leave, I made sure the employee’s leave will
be complete within one year of the child’s arrival.
o If the employee’s foreseeable leave will cause undue disruption to the
company’s operations, I asked the employee to try to reschedule (subject to
the approval of his or her health care provider).
o If the employee had to take unforeseeable leave, I made initial contact with the
employee or a family member to gather information and made plans to follow
up in a few days.
Handling the Employee’s Work
o If the employee was available, I talked to the employee and came up with a plan
to cover his or her job duties during leave.
o If the employee’s coworkers will pick up some extra work, I made any changes
necessary to ensure that they will not be stretched too thin.
o I determined which, if any, of the employee’s responsibilities I will handle and
made the necessary arrangements to do so.
o If we will bring on temporary help, I made the necessary arrangements to hire
o If we will be using an outside consultant or company, I took any steps necessary
to start the process.
o I informed everyone who needs to know about these arrangements, such as my
manager, the employee’s coworkers, vendors, clients, and so on.
P Checklist Managing FMLA Leave, continued
o I made arrangements to continue the employee’s group health benefits—
including medical, dental, and vision coverage—during FMLA leave.
o I applied any benefits changes to the employee, just as if he or she were not on
o If the employee chose not to continue benefits, I made sure that we can
reinstate those benefits immediately, without any requalification requirements,
when the employee returns to work; if not, I continued the employee’s
benefits, arranged to pay the employee’s share of the premium, and sought
reimbursement from the employee after his or her return to work.
o I collected the employee’s share of the premium as permitted by the FMLA and
provided written notice, in advance, of how and when to make these payments.
o Before terminating the employee’s coverage for failing to pay the premiums, I
sent the employee written notice, including the following information:
o The employee’s payment hasn’t been received.
o The company intends to terminate the employee’s coverage if payment isn’t
received by a specified date, at least 15 days after the date I sent the letter.
o Before terminating the employee’s coverage for failing to pay the premiums,
I made sure we could reinstate the employee’s coverage without any
o For other benefits, I followed my company’s usual policies for employees on
o Before discontinuing any life, disability, or other insurance benefits, I made sure
that we could reinstate the employee’s coverage without any requalification
requirements; if not, I continued the employee’s coverage, arranged to pay
the employee’s share of the premium, and sought reimbursement from the
employee after his or her return to work.