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Accessing the FMLA/WFMLA Eligibility Report in HRS

Overview

The FMLA/WFMLA Eligibility report details and totals employee work and leave hours to help Human Resources staff determine eligibility for leave covered by the Family Medical Leave Act (FMLA) and/or the Wisconsin Family Medical Leave Act (WFMLA).

These instructions are available on the Notes tab within the University of Wisconsin Business Intelligence (UWBI) report and in the HRS KnowledgeBase.

Process Considerations:

    • FMLA Eligibility
      • The employee must have worked for the State for at least 12 months (need not be consecutive).
      • The employee must have worked for the State for at least 1,250 hours during the 12-month period preceding the beginning of the leave.
      • Count only actual hours worked and military leave; no other leave time can be used to determine eligibility.
    • WFMLA Eligibility
      • The employee must have worked for the State for at least 52 consecutive weeks.
      • The employee must have worked for the State for at least 1,000 hours during the 52-week period preceding beginning of the leave.
      • Vacation, sick leave and other paid leave counts towards the minimum 1,000 hours.
    • Each report contains two sections:

Payroll Analysis

  • Provides Payroll earnings data for all hours paid to an employee during the 12 months prior to the leave start date entered by the report user.
    • The "Earnings Begin Date" populated will rarely be an exact 365 days worked from the "Leave Start Date" entered. Instead it will be the date the payroll started that would would encompass the "Leave Start Date" to be 365 days or longer, UNLESS the employee has not worked a full 12 months. In that case, the Earning Begin Date will be payroll week in which the employee started. 
  • Approved hours for a pay period that is in the process of being calculated are included and highlighted.  These will only appear during payroll calc weeks.
  • Time on paid leave counts for WMFLA, but not for FMLA. Hours are subtotaled by Earnings Code to help differentiate types of pay.
  • Caution: Some types of leave are categorized under regular earnings, such as Jury Duty. The Absence Event Analysis section described below provides the leave data that is needed to determine whether an adjustment is necessary.

Absence Event Analysis

  • Details and totals all paid leave recorded in HRS
  • Unapproved leave hours are also listed for your convenience
    • Unapproved leave hours are subtotaled separately and should not be counted unless you validate they will be approved.
  • Eligible hours are included for one year prior to the Leave Start Date.
  • Required security role: BI HRS Qry-Non-Sensitive (UW_UNV_EPM_ALL_QRY_LBRY_NS)
  • All military leave recorded in HRS must be counted towards the FMLA 1,250 hour minimum. This includes paid and unpaid military leave.
  • The UW System's interim policy on FMLA Expansion allows accrued paid leave to be used to make up for the one-third pay reduction associated with Extended FMLA leave.  Leave hours used for this purpose appear in the Absence Analysis section of the report and look like any other leave take.  Additional scrutiny will be required for any employees who have used EFMLA leave to ensure hours are counted appropriately.
  • The FMLA/WFMLA Eligibility Report does not include:
    • Same day data; report accesses data from the EPM Data Warehouse, which is updated nightly
    • Earnings for jobs assigned to the following Empl Classes:
      • SA1, Student Asst Stipends
      • ET2, Employee in Training Stipends
      • ET4, Grad Intern/Trainee
    • Unapproved hours on a timesheet
    • Worked Hours associated with additional pay amounts or with payline adjustments; these hours must be added manually to the total
    • Worked Hours for Lump Pay Basis jobs
      • All hours worked by employees paid on lump sum ("L") basis must be included when determining FMLA eligibility. You must manually add the number of hours worked in an L-pay basis job to the total in the FMLA/WFMLA Eligibility Report.
    • Information from employment at other State agencies
      • The State is considered one employer for FMLA/WFMLA eligibility purposes. If the employee has worked for the UW for less than 12 months, you will need to manually include hours worked at another State agency.
You may click on the links below to navigate directly to a section:

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Instructions

  1. To access the report:
  • Navigate to University of Wisconsin Business Intelligence (UWBI)
  • Click Login to PROD button
  • Enter your user credentials for your UW institution
  • Under Human Resources and Finance tile, click University of Wisconsin System logo
  • Under Workforce Dashboards tile, click View Dashboard link
  • Under FMLA/WFMLA Eligibility tile, click View Reports link
  1. For guidance on using the UW Business Intelligence tool, see Resources, where you can find Quick Guides and training videos.
    1. Selection Criteria

Emplid: Enter the Employee ID (8 digits) of the employee who requested the leave of absence
Leave Start Date: Enter the first day of the requested leave of absence

    1. Click Continue button

The report will display all earnings and absences on record in the EPM data warehouse for the 12 months prior to the specified Leave Start Date. Earnings and absences on record while the employee worked in an ineligible job will not display.

  1. By default each section will display the first 25 rows of data. To view all data, click the blue arrow at the bottom of the report section.
  2. To calculate total hours for Biweekly jobs:
    1. For the federal FMLA 1,250-hour requirement:
  • Refer to the Payroll Analysis section at the top of the report.
    • Sum the totals at the bottom of each Earnings Code column that corresponds to work hours, such as HRG, N11, etc. Do not include leave takes, leave payouts, leave without pay, or furlough. Except for military leave, leave hours do not count towards the federal 1,250-hour requirement.
    • Ensure all military leave hours, whether paid or unpaid are included in your total.
    • If subtotals are not displayed, click the blue arrow at the bottom of the report section to view all rows.
  • Refer to the Absence Analysis section.
    • If subtotals are not displayed, click the blue arrow at the bottom of the report section to view all rows.
    • If the employee took Jury Duty paid leave, subtract the Jury Duty leave hours from your calculated FMLA total.  This is necessary because Jury Duty pay posts to regular earnings in payroll.
  • For the WMFLA 1,000-hour requirement:
  • In the Payroll Analysis section at the top of the report, use the Grand Total for all Earnings Codes.
    • Furlough is included as a negative amount and is automatically deducted from the Grand Total.
  • Subtract any hours that are not work or paid leave, e.g., furlough, leave payouts, etc.
    • Exception: If the employee took Emergency FMLA paid leave (EFMLA), additional review is required.  UWS policy permits employees to use accrued leave hours to make up for only being paid two-thirds of their salary when using EFMLA. Thus, accrued leave used on the same day as EFMLA may not be time away from work.
  • Military leave:
    • Paid military leave counts towards the WFMLA threshold
    • If the employee has unpaid military leave, consult your institution’s legal office to determine whether this counts towards the WFMLA threshold.
  • Results may be exported to Excel for further analysis. Click the Export link at the bottom of the Payroll Analysis section. Other output formats are also available, such as PDF and CSV.
  • Refer to Guide for Classifying Work and Leave Hours below and make any necessary manual adjustments to ensure hours are counted appropriately.
  1. To calculate total hours for Monthly jobs:
    1. For the federal FMLA 1,250 work hours requirement:
  • Subtract the Grand Total of the Absence Event Analysis section from the Grand Total of the Payroll Analysis section.
    • Note: If the employee took Emergency FMLA paid leave (EFMLA), additional review is required.  UWS policy permits employees to use accrued leave hours to make up for only being paid two-thirds of their salary when using EFMLA. Thus, accrued leave used on the same day as EFMLA may not be time away from work.
  • Full-time academic year employees are assumed to meet the federal FMLA 1,250-hour standard unless proven otherwise.
  • For the WFMLA 1,000-hour requirement:
  • Use the Grand Total of the Payroll Analysis section at the top of the report.
  • Subtract any hours that are not work or paid leave hours, e.g., furlough, leave payouts, etc.
    • Exception: If the employee took Emergency FMLA paid leave (EFMLA), additional review is required.  UWS policy permits employees to use accrued leave hours to make up for only being paid two-thirds of their salary when using EFMLA. Thus, accrued leave used on the same day as EFMLA may not be time away from work.
  • Results may be exported to Excel for further analysis. Click the Export link at the bottom of each section. Other output formats are also available, such as PDF and CSV.
  • Refer to Guide for Classifying Work and Leave Hours below and make any necessary manual adjustments to ensure hours are counted appropriately.
  1. To calculate total hours for employees who changed from Biweekly to Monthly jobs or vice versa during the reporting period, complete the Biweekly process above for the time period the employee was in a biweekly job and complete the Monthly process above for the time period the employee was in a monthly job.
  2. To run the report again with different parameters:
    1. Click the Reset button and select Reset to default values.
    2. Enter your new parameters; click Apply button.
  1. IMPORTANT: Carefully review the earnings and absence types to ensure you are only counting appropriate hours for FMLA and WFMLA. See Guide for Classifying Work and Leave Hours below.
  2. If the 12-month period starts or ends in the middle of a pay period, the hours for that entire pay period are displayed and included in the totals. For an accurate total, you need to calculate the correct the number of hours for the partial pay period and adjust your total accordingly.
  3. If an employee appears to be below the threshold for FMLA or WFMLA, ensure you consider other hours in the year prior to the leave that are not included in this report, such as:
  • Work and Leave hour changes that were approved in HRS today and are not yet reflected in the 1-day old data in the EPM Data Warehouse
  • Work and Leave hours that have not been approved but are expected to be
  • Work hours associated with additional pay amounts
  • Work hours for Lump Pay Basis jobs
  • Hours from employment at other State of Wisconsin agencies
    • The State of Wisconsin is considered one employer for FMLA/WFMLA eligibility purposes. If the employee has worked for the UW for less than 12 months, you will need to manually include hours worked at another State agency.
  1. Review the UW System FMLA website and provide the appropriate paperwork to the employee.
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Guide for Classifying Work and Leave Hours

   FMLA  WFMLA
     
 Regular Work Hours Yes  Yes
 Overtime Work Hours Yes  Yes
 Military Leave    
     Paid Yes  Yes
     Leave without Pay Yes  consult institution's legal office
 Vacation No Yes
 Sick Leave No Yes
 Personal Holiday No Yes
 Legal Holiday No Yes
 Jury Duty No Yes
 Comp Time Usage No Yes
 UWSA COVID-19 No Yes
     
 Furlough No No
     
 UW Public Health Emergency / EFMLA    
     while receiving 2/3rds pay No Yes
     while using accrued paid leave hours (VN, SL, HOL, etc.) or UWSA COVID-19 paid leave hours No Yes
        - during the first two weeks of leave, or No Yes - only the paid hours
        - to supplement their 2/3rds pay in the remaining 10 weeks of leave  No  
     while unpaid  No No

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Additional Resources

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Keywords:
FMLA Family Medical Leave Act WFMLA Wisconsin Family Medical Leave Act leave eligibility report HR, Human Resources HR, Human Resources 
Doc ID:
25464
Owned by:
Jessica R. in UW–Shared Services
Created:
2012-08-03
Updated:
2024-05-14
Sites:
UW–Shared Services