Creating FMLA Leave Request

When employees are on FMLA leave, the system may allow them to substitute paid leave time as a part of the leave request. An employee can substitute this time from existing leave balances such as sick, vacation, flex holidays, etc. When an employee substitutes paid leave during an FMLA leave request, the hours paid reduce accrual amounts of the employee and also the amount of hours the employee is entitled to each year for FMLA. The maximum number of FMLA allowed per year is 480 hours.

Consider this example: An employee requests 200 hours of FMLA and has accrued 20 hours of sick time and 120 hours of accrued vacation time. The company allows substitution of paid sick and vacation accrual hours. The employee decides to substitute 20 hours of paid sick and 80 hours of paid vacation. The result is that the employee will have a zero sick accrual balance, 40 hour vacation accrual balance, and a balance of 280 FMLA hours for the remaining year. Therefore, the employee will be allowed to take a maximum of 280 additional hours of FMLA during the current year. However, the employee will be paid for 100 of the 200 hours while on FMLA leave.

The system allows you to define rules regarding how an employee can substitute paid leave and what types of accruals an employee can substitute for each FMLA leave type. Additionally, the system allows you to specify what amount of a given FMLA leave request shall be paid based on accruals. Administrators can use the FMLA Leave Substitution Rules program to specify the order of substitution.

When the system is set up to create timecards and you need to approve or enter a medical leave request with substitution, the system uses the pay type number for substitution based on the employee's balance for that substitution leave type in the F07600 table. For example, the system uses the employee's accrual type balance with value of S for timecards for leave type FS, the employee's accrual type balance with value of V for timecards for leave type FV, and the employee's accrual type balance defined in the USVH field of the F07600 table for timecards for leave type FO.

When you create a timecard for an accrual type, the system finds all available DBA codes for that accrual type. Then, it checks the employee's balance for the first pay type associated to that available DBA code in the F069036 table. You must have set up the pay type with value of LVPT equal to 1, 2, or 3 in the F069116 table. If the system finds a balance, it creates timecards with that pay type until the balance reduces to zero. If more substitution remains for the current substitution leave type, the system uses the next available DBA code. Then, the system uses the first pay type associated to that DBA code to create timecards if a balance exists for the employee and DBA code.

After the system has processed all DBA codes and there is still remaining substitution time, the system uses the last used pay type to create remaining timecards for the substitution type. If there is no remaining balance for any available DBA code, the system uses the pay type associated to the first available DBA code.