Fmla source processes_and_communications

1. FMLASource ® Processes and Communications Durham County Government, November 2013

2. FMLASource ® Processes and Communications Ways in which employees may request leave FMLASource Letters Weekly Reports Return to Work Process Intermittent Trend Review

3. Submitting a Leave Request Employees may submit a request for FMLA leave via any of the following methods: Phone: [phone]-FMLA (1-877-462-3652) Online: www.FMLASource.com Employees can also check on the status of leave requests Email: [email protected] Fax : [phone] Smartphone App (coming Q1 2014)

4. FMLASource Letters Request L etter – sent after employee requests leave, includes medical certification and other information related to the leave . Includes type of leave employee requested, date range employee requested and date by which the medical certification is due. Also includes information regarding what the employee needs to know about the FMLA and what the employee needs to do before and during their leave and prior to returning to work. Decision Letter – sent after a decision is made regarding the employee’s leave. Includes type of leave and dates approved and/or denied – if denied, the denial reason will be provided. Also includes information regarding what the employee needs to know about the FMLA and what the employee needs to do before and during their leave and prior to returning to work.

5. Weekly Reports Weekly Leave Reports – Show all new leaves and leaves for which decisions were made in the previous 7 days. Also show all active leaves (i.e., previously approved) within the previous 7 days. Usage Reports – Show all time reported as FMLA time in the last 7 days. Includes time actually missed in the previous 7 days and time reported in the last 7 days for future absence(s ). Return to Work Reports – Show when employees are expected to return work.

6. Return to Work Process We know it is difficult to manage employees as their leave comes to an end. We’ve developed a proactive return to work process to aid with the transition back to work. Our Return to Work process includes: Proactive instant communication touch points with employees New website functionality specific to Return to Work Enhanced Weekly Return to Work reporting to HR

7. Return to Work process – Employee Experience Employee receives decision packet with leave dates, instructions, and any forms (return to work forms, fitness for duty forms) needed prior to their return to work . Employee receives return-to-work outreach from FMLASource . Employee replies to e-mail, uses website or calls in to confirm leave or communicate changes. If employee has not replied, FMLASource sends additional outreach at 1 week and 1 day before end of leave. E mployee is back at work and employer is prepped and ready for their return. LOA Decision 2 weeks before Return-to-Work date 1 week and 1 day before Return-to-Work date Back at Work Clear communication is sent at various points of an employee’s absence, helping them navigate their return to work Employees receive proactive outreach as the end of leave approaches–via e-mail or robo-call ensuring they get the information when they need it. Employees can adjust their end date as well as confirm their intended return date–via e-mail, the web or a phone call. The employee is provided with specific instructions on the return to work process.

8. Return to Work process – Employer Experience Employer receives return to work reporting–showing all employees within 4 weeks of their planned RTW date and for those with less than 2 weeks or leave left. Employee has received a reminder and instructions about the return to work process from FMLASource and replies with status. Employer reporting indicates who has extended their leave, confirmed their return, or is not following up. Employee is back at work and employer is prepped and ready for their return. 4 weeks before Return-to-Work date 2 weeks before Return-to-Work date 1 day before Return-to-Work date Back at Work Proactive instant communication means employees get a reminder before their leave ends to let us know whether there is a change and employers get updates in advance. Enhanced Weekly Return to Work report includes all leaves ending within the next 4 weeks and indicates whether or not the employees have confirmed their return date.

9. Sample Return to Work Report Return to Work Report for XYZ Company Report Print Date: 7/9/2013 Return to Work Date: 7/9/2013 - 7/16/2013 Last Name First Name RTW Preferred Notification Method Phone Email Employee No Leave No Leave Frequency Leave Start Date Planned End Date End of Leave Status Leave Plans Primary Contact Primary Contact Email FMLA Cindy Email 317-431-4410 [email protected] 1234 762962 CLOA 06/13/2013 07/16/2013 End of Leave Approaching FMLA Sue Smith [email protected] Leave Cathy Email 765-481-0516 [email protected] 2341 776397 ILOA 06/26/2013 07/09/2013 End of Leave Confirmed FMLA John Brown [email protected] Absence Adam Phone [phone] N/A 3412 789789 CLOA 06/26/2013 07/09/2013 End of Leave Unconfirmed FMLA John Brown [email protected]

10. Intermittent Trend Tracking We know you’re concerned about potential intermittent abuse and reducing the costs of absence. We’ve developed a proactive intermittent review process to identify intermittent leaves that warrant a review and possible recertification. Our Intermittent Trend process includes : A robust trend review process Account management touch points around abuse Interactive recertification process