Trainees are eligible to request leave under the Family Medical Leave Act (FMLA) after 12 months of employment.  FMLA form Prior to that time, a General Leave Request may be filed.  General Leave form

Procedure

If LOA is forseeable:

• 1.       FMLA leave request form and Medical Certification forms should be completed by the trainee and submitted to program director, at a minimum, 30 days prior to leave.

• 2.       Program director signs the leave request form and submits to the GME office.

• 3.       Director of GME signs the leave request form.

• 4.       GME office collaborates with HR department to properly document the leave and also communicates with payroll regarding dates to be paid and when unpaid leave starts.

• 5.    Upon return, trainee will present at the GME office with signed authorization from appropriate physician approving return to work. 

7.       If an extension to the training period is indicated, the GME office will have the trainee initial the updated contract with the new end date in place.  A copy of the contract will be provided to the trainee.  Another copy for the department files will be forwarded to the training department.

8.       GME will notify HR and payroll of the return to work date. 

If LOA is unforeseeable, the procedures above apply with the exception of the timing of the initial application.  The trainee will be expected to complete an FMLA Leave Request Form and provide it to the program director for signature no later than 10 days after the first day of absence. 

Trainee Responsibilities

• 1.       Complete FMLA Leave Request and Medical Certification form in a timely fashion and present it to the program director for signature.

• 2.       Contact Benefits Department personally regarding coverage during leave.

• 3.       Present at GME Office upon return to work, providing physician’s authorization for return.

• 4.       Initial revised contract.

Program Responsibilities

• 1.       Notify GME office as soon as possible about impending leave.

• 2.       Calculate amount of paid time off available for trainee for accurate calculation for paid time off and start of unpaid time period.

• 3.       Provide FMLA forms to GME office for completion and coordination with HR Department.

GME Office Responsibilities

• 1.     Director of GME signs off on FMLA Leave Request.

• 2.       Forms are submitted to HR and Benefits by GME Staff.

• 3.       In addition to facilitating forwarding of forms to HR, GME Office sends email to HR and Benefits outlining paid time off and start date for unpaid time off.  If known, anticipated return to work date is also indicated.

• 4.   Upon return, GME Office has trainee initial contract with new end date and provides both trainee and department with copy of revised contract.

• 5.   GME Office confirms with HR and Benefits the
  return to work date, confirming payroll restoration.

• 6.   GME Office updates dates of LOA on Training tab in E-Value.

FMLA and General Leaves were the topic of a recent Professional Development seminar.  To view the Power Point presentation on this topic, please click the following link. General Leave and FMLA presentation. 

If you have further questions, please contact Anne Hartford, GME FMLA Expert at 708-216-3151.