FMLA Time Reporting
When an employee requires a leave of absence from their position, the
employee must submit a formal request to their supervisor and complete any
required forms or applications.After departmental approval, notification
must be sent to the appropriate departments in Human Resources (HR).
University leave policies and requirements can be found on the System
Human Resource Services website, https://www.hr.uillinois.edu/leave/.
The purpose of this document is to provide guidance regarding leave time
reporting only.
For procedures on how to administer leave, please contact your university's Human
Resources office.
When the employee’s timesheet is extracted, the hours default as shown in
the following table.
|
Code
|
Sunday
Oct 12
|
Monday
Oct 13
|
Tuesday
Oct 14
|
Wednesday
Oct 15
|
Thursday
Oct 16
|
Friday
Oct 17
|
Saturday
Oct 18
|
|
REG
|
|
7.5
|
7.5
|
7.5
|
7.5
|
7.5
|
|
As with vacation or sick usage, a Civil Service Non-Exempt employee’s
regular hours must be manually reduced when leave codes are entered into
the timesheet.
If a Civil Service Non-exempt employee began an FMLA leave on October 14th
but had only 13 hours of sick leave available, 7.5 hours of FLS could be
entered on October 14th and the remaining 5.5 hours of FLS entered on
October 15th. Available vacation time could then be applied to the
remaining days of the work schedule using the FLV code. The unpaid leave
code (FLU) would be used when all vacation and sick time has been exhausted
and to complete the pay period’s timesheet.
|
Code
|
Sunday
Oct 12
|
Monday
Oct 13
|
Tuesday
Oct 14
|
Wednesday
Oct 15
|
Thursday
Oct 16
|
Friday
Oct 17
|
Saturday
Oct 18
|
|
REG
|
|
7.5
|
0.0
|
0.0
|
0.0
|
0.0
|
|
|
FLS
|
|
|
7.5
|
5.5
|
|
|
|
|
FLV
|
|
|
|
2.0
|
7.5
|
|
|
|
FLU
|
|
|
|
|
|
7.5
|
|
NOTE: The employee’s job has not yet been switched to Leave w/o Pay
w/Benefits.
WARNING: If reporting FMLA usage for the entire pay period, do not remove
the REG earn code. The REG earn code should remain in the timesheet and 0.0
hours should be reported on at least one of the work days.
Exempt employees report exception time. Regular hours for bi-weekly
full/part-time exempt employees default; however, regular hours do not
display in the timesheet.
When exception time is reported, the vacation and sick codes used are
configured for Civil Service Exempt employees to reduce the defaulted
regular hours. Leave codes are configured in the same manner for Civil
Service Exempt employees.
Using the example above, the Exempt employee began an FMLA leave on October
14th and had the same leave balances as the Non-Exempt employee. Leave time
could be entered in the same manner as the Non- Exempt’s leave time except
that regular hours would not appear in the timesheet.
|
Code
|
Sunday
Oct 12
|
Monday
Oct 13
|
Tuesday
Oct 14
|
Wednesday
Oct 15
|
Thursday
Oct 16
|
Friday
Oct 17
|
Saturday
Oct 18
|
|
FLS
|
|
|
7.5
|
5.5
|
|
|
|
|
FLV
|
|
|
|
2.0
|
7.5
|
|
|
|
FLU
|
|
|
|
|
|
7.5
|
|
When an employee has exhausted all benefit time in a new pay period, units
at UIC and UIS should submit a PITR to HR to change the job to a Leave w/o
Pay status. This change in job status triggers default unpaid leave time
for the employee until the job status returns to Active.
At UIUC, the employee’s job status is only switched to Leave w/o Pay when
the employee applies for SURS Disability. If a UIUC employee on FMLA has
exhausted benefit time but has not applied for SURS Disability, the unit
should continue time reporting using the unpaid family leave code (FLU).
FFR – FMLA Floating Holiday
FHR – FMLA Leave Holiday
FLE – FMLA Leave
Unpaid
FPR – FMLA Parental Leave
FSR – FMLA Leave Sick
FVR – FMLA Leave
Vacation
CSR – FMLA/VESSA Leave Sick
CUR – FMLA/VESSA Leave Unpaid
CVR – FMLA/VESSA
Leave Vacation
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Last Updated: October 19, 2018