9.2 FMLA Submission and Processing in ctcLink

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.

You must have at least one of these local college managed security roles:

  • ZZ Former Employee
  • ZZ HCM Manager
  • ZZ PeopleSoft User

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

FMLA Submission and Processing

Submitting FMLA in ctcLink as an Employee

Navigation: Employee Self Service (Homepage) > Time (Tile) > Request Absence (Tile)

Employee Self Service tiles, Time tile selectionct Time tile
  1. The Time homepage displays.
  2. Select the Request Absence tile.
ESS Time Tiles, Request Absence tile selection
  1. The Request Absence page displays.
  2. FMLA must be entered, as an employee, through the Request Absence screen.
  3. 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 Name
  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 ctcLink as an Administrator

You must have at least one of these local college managed security roles:

  • ZC HR Employee Maintenance
  • ZD Benefits Employee Data Inq
  • ZD FWL HCM View Pay
  • ZD HR Admin View Job Data
  • ZD HR Central Config VW
  • ZD HR Employee Maintenace VW
  • ZD HR Limited Person Job Info
  • ZZ FWL HCM Pay Process
  • ZZ HR Employee Maintenance
  • ZZ SS Workforce Administrator

If you need assistance with the above security roles, please contact your local college supervisor or IT Admin to request role access.

Navigation:  NavBar > Navigator > Workforce Administration > Job Information > Job Data

  1. The Job Data search page displays.
  2. Enter the Empl ID.
  3. Select the Search button.
Job Data search page
  1. The Job Data page displays.
  2. From the Work Location tab, select the [+] Add a New Row button.
  3. 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.
paid leave of absence
  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.
unpaid leave of absence
  1. The process to review the FMLA submission and processing is now complete.
  2. End of procedure.

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