Leave Tracking

The Leave Tracking work flow allows you to track and manage an employee’s unpaid leave. Leave Tracking gives you the ability to determine if an employee has FMLA time remaining or not.

To manage employee leave:

1. To manage the employee leave for multiple employees, select Employee Care from the menu and then select Leave Tracking from theEmployee Management card.
   

   To manage the employee leave for one employee:

   1. Select Employee Care from the menu and then select Employees from the Employee Management card.

      
      

   2. Select anywhere on the Employee card of the employee you want to see employee leave for.

   3. Switch to the Leave tab.

      

   The Leave Tracking grid appears.

   From here you can do multiple functions:
   

   1	Return to the Employee Care navigation screen.
   2	Add a new employee leave.
   3	Open an employee leave.
   4	Use the outer arrow to go to the first employee leave or the last one in the grid. Use the inner arrows to go to the next or previous set of employee leave.
   5	Open the Filters to adjust your filter settings.
   6	Search for an employee leave.
   7	Add, remove and reorder columns in the grid.
   8	Open the Options tray to view additional functions.
   9	Add or remove the Leave Tracking grid from your Favorites menu.
   10	Run a report.
   11	Import employee leave from MS Excel.
   12	Export employee leave to MS Excel.
   13	View the audit history.
   14	Close the Options tray.

   You may see a message similar to the one below. This message means additional employee leave match your filter settings, but there are too many to show. If this happens you either need to adjust your filters or use the search to find the one you are looking for.

   

2. Select an employee leave to open it or select the + icon to add a new one.

   You will see information about the leave.

   On this Tab:	You will find these Cards/Fields:
   Main	Basic Information Status Employee Leave Type: FMLA, FMLA Military Exigency, FMLA Military Caregiver or Non-FMLA. The type of leave selected will determine which form tabs and data properties are visible. Leave Description Date Request Received Employer Rep Notified Required/Approved By Estimated Begin Date and End Date Currently On Leave: If the employee is currently on leave for reporting purposes only. If Currently On Leave is selected, the Actual Begin Date is required. If Currently On Leave is not Selected and an Actual Begin Date has been entered, then the Actual End Date is required. Actual Begin Date and End Date Date Returned to Work Non-FMLA Leave (if Type is Non-FMLA) Leave Frequency Leave Type Amount of Leave Taken
   Notice of Eligibility & Rights & Responsibilities	General Information  Notice of Rights Eligibility Form Completion Date FMLA Leave Reason: The birth of a child, or placement of a child with you for adoption or foster care, employee’s own serious health condition, employee needs to care for a family member with a serious health condition, family member called to or on active duty, family member of covered service member injury/illness. Relationship: Self, Spouse, Child, Parent, Next of Kin Child under age 18 Child 18 years or older and incapable of self-care due to mental or physical disability Serious Health Condition Section 1 - Notice of Eligibility Eligibility Status: Eligible, Not Eligible, Pending Ineligibility Reason: Unknown, Did Not Work 12 Months (of service requirement), Did Not Work 1,250 Hours (worked requirement), Work Site Less than 50 Employees within 75 Miles Months worked at time of leave request - if ineligibility reason is Did Not Work 12 Months Hours worked at time of leave request - if ineligibility reason is Did Not Work 1,250 Hours FMLA Questions Contact FMLA Questions Contact Details Section II Additional Information Needed: Additional Information Type: None, Certification Supporting Request (Certification Form Enclosed), Certification Support Request (No Form Enclosed), Documentation Establishing Family Relationship, Other Information Needed Health Care Provider for Employee Health Care Provider for Family Member Qualifying Exigency Serious Injury/Illness (Military Caregiver Leave) Additional Information Required By: The date that the employee must return additional information back to the company to determine if the request is qualifies for FMLA leave. This date must be at a minimum 15 calendar days from the date the employee receives the Notice of Eligibility and Rights & Responsibilities. Additional Information Received Other Information Needed Description: If the Additional Information Type is Other Information Needed, enter a description of what information the employee must provide. Status Reports Required Status Report Frequency and Type: If Status Report Required is selected, enter the number and select a frequency (Hours, Days, Weeks, Months) that the status report must be submitted. Section III - Notice of Rights & Responsibilities Part A: FMLA Leave Entitlement Leave Calculated Based On: The method the company uses to calculate the 12-month period for FMLA leave: Calendar Year, Fixed Year, 12-month Period measured forward from first FMLA leave usage, or a rolling 12-month period measured backward from the date of any FMLA leave usage. FMLA Fixed Leave Year Based On: If the Leave Calculated Based On is Fixed Year, enter a description of what the fixed year is based on. FMLA Poster Location FMLA Military Commenced On: The employee has a right to 26 weeks of unpaid leave in a single 12-month period to care for a covered service member with a serious injury or illness. If this is the case, for the FMLA leave, enter the date this single 12-month period began. Key Employee: If this employee is a key employee as defined by the FMLA. As key employee, restoration to employment may be denied following FMLA leave on the grounds that such restoration will cause substantial and grievous economic injury to the company. Restoring Employment at End of Leave Will Cause Harm Part B: Substitution of Paid Leave - When Paid Leave is Used at the Same Time as FMLA Leave: Some or all of your FMLA leave will not be paid Employee Requested to use some or all available paid leave (Sick, Vacation, PTO) Employee Required to use some or all available paid leave (Sick, Vacation, PTO) Other Paid Time Take Description (e.g. Short/Long Term Disability, workers' compensation) Applicable Conditions for Use of Paid Leave Applicable Conditions for Use of Paid Leave Additional Information Applicable Conditions for Use of Paid Leave Additional Information Location Part C; Maintain Health Benefits Arrange Health Benefits Payments: The employee must contact the company to make his or her share of the premium payments on health insurance to maintain health benefits while the employee is on leave. Minimum Grace Period of 30 Days Grace Period is Longer than 30 Days Benefit Questions Contact Benefit Questions Contact Details Part F: Other Requirements While on FMLA Leave: Status Reports Required Status Report Frequency and Type: If Status Report Required is selected, enter the number and select a frequency (Hours, Days, Weeks, Months) that the status report must be submitted.
   Designation Notice	Section 1 - Employer Designated Notice Form Date FMLA Approval Status: Approved, Not Approved, Additional Information Needed, Second Opinion, Third Opinion, FMLA Does Not Apply, FMLA Exhausted in 12-Month Period Type of Leave: Continuous, Intermittent or Reduced Schedule Section II: Additional Information Needed Incomplete Certification Insufficient Certification Additional Information Description: If the Approval Status is Additional Information Needed, enter a description of what additional information the employee must provide Required By: If the Approval Status is Additional Information Needed, enter the date that the employee must return additional certification information back to the company to determine if the request is eligible for FMLA leave. Received On Section III: FMLA Leave Approved Anticipated Amount of FMLA and Frequency: The number and frequency (hours, day, weeks or months) of the amount of leave to be taken. Unscheduled Leave Some or all of your FMLA leave will not be paid Job Functions Attached Fitness for Duty Certification Recertification Received Recertification Next Due Date Required Paid Leave: The number of sick, vacation and other hours the employee is required to take as part of this FMLA leave request. Employee required to us some or all available paid leave for FMLA Sick Hours Vacation Hours Other Hours Requested Paid Leave: The number of sick, vacation and other hours the employee has requested to take as part of this FMLA leave request. Employee requested to use some or all of available paid leave Sick Hours Vacation Hours Other Hours Paid Leave Totals: These total will be calculated from the required and requested values entered above. These hours would still need to be entered into payroll in order to pay the employee. Sick Hours Vacation Hours Other Hours Total Amount of Paid Leave
   FMLA Leave Taken (if Type not set to Non-FMLA)	Weeks Taken Total FMLA Weeks Used FMLA Leave Taken Reduced Schedule: If the employee is working on a reduced scheduled. The Hours Reduced Per Week and Weeks On Reduced Schedule data properties will be active. Begin and End Date/Time Reason Description Hours Taken Weeks Taken Usual Schedule Hours Per Week: If Reduced Schedule is selected, this will display the number of hours the employee is normally scheduled to work per week. This is a read-only value that displays the number of hours scheduled per week in the employee record. You will see a warning message if the employee record is missing this information and the employee is on a reduced schedule. Hours Reduced Per Week: If Reduced Schedule is selected, the number of hours the employee’s workload is reduced by per week. Weeks on Reduced Schedule: If Reduced Schedule is selected, the number of weeks the employee will be working a reduced schedule. Approved By FMLA Leave: The total amount of FMLA leave taken will be calculated based on the values entered in the number of hours and number of weeks taken.

   From here you can do these additional functions:

   
   

   1	Return to the Employee Care navigation screen.
   2	Return to the employee leave grid.
   3	Change to another tab:
   4	Change the status of the employee leave (if you have security permissions to do so).
   5	Add or view any related tasks. A black number badge indicates the number of tasks (both open and completed) associated with it.
   6	Add, view or remove watchers. A black number badge indicates the number of watchers already associated with it.
   7	Run a report.
   8	Create a copy.
   9	Open the Options tray.
   10	View the change history of it.
   11	Edit the employee leave. When finished editing, select Save (or Cancel to discard changes).

• ZendeskEmployeeCare.5.log-1181344801.zip3 KB