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FMLA Submission and Processing in PeopleSoft - 18c

Purpose:  Use this document as a reference for how to enter FMLA as an employee and an administrator in ctcLink.

Audience:  Benefits Administrators, HR Administrators, Employees, Managers

Submitting FMLA in PeopleSoft as an Employee

Navigation:  Main Menu > Self Service > Time Reporting > Report Time > Absence Request

  1. FMLA must be entered, as an employee, through the Absence Request screen.
  2. FMLA is not its own Absence Name type, it will always be a reason associated with certain valid Absence Name types.
    • The following leave types contain FMLA reasons: Sick Leave (CSL), Vacation (VAC), Personal Holiday (P/H), Personal Leave (PRL), Leave Without Pay (LWO).
Absence Detail section
  1. The duration and the amount of paid leave the employee wishes to take is up to the employee.
  2. If there is no balance available for the employee to take from paid leave types, then the employee must submit time coded to Leave Without Pay.
  3. It’s important that, if am FMLA reason is chosen for an absence that the employee has consulted with their manager prior to submission.

Processing FMLA in PeopleSoft as an Administrator

Navigation:  Main Menu > Workforce Administration > Job Information > Job Data

  1. If an employee wishes to submit PAID leave associated with FMLA, the following system entry will need to be completed in Job Data.
    • Action: Paid Leave of Absence.
    • Reason: (choose the most relevant reason, as of 12/19/2016 there is not yet a reason requested by colleges under this Action for FMLA).
    • Effective Date: Reference the employee Absence Request to choose the first date of the paid absence.
    • If there is additional unpaid FMLA that must be coded into Job Data separately.
Work Location tab
  1. If an employee wishes to submit UNPAID leave associated with FMLA, the following system entry will need to be completed in Job Data
    • Action: Leave of Absence
    • Reason: Family and Medical Leave Act
    • Effective Date: Reference the employee Absence Request to choose the first date of the unpaid absence
    • If there is additional paid FMLA that must be coded into Job Data separately
  2. Once entry is complete in Job Data, it would typically be good practice to notify the Benefits and the Absence Admins at this time.
Work Location tab