FMLA Leave Request Checklist

Confirm the employee has been employed for at least 12 months, which do not need to be consecutive, at the time of the leave request.

Review time records to verify the employee has worked at least 1,250 hours during the 12-month period immediately preceding the leave.

Verify that the employer has at least 50 employees within a 75-mile radius of the employee's worksite to meet the FMLA coverage threshold.

Confirm the stated reason qualifies under FMLA such as serious health condition, birth or adoption, military caregiver, or qualifying exigency.

Determine how many of the 12 weeks of FMLA entitlement the employee has available based on the company's leave year calculation method.

Issue the eligibility and rights notice to the employee within five business days of learning about the need for FMLA leave.

Give the employee the notice explaining their rights, obligations, and consequences for failing to meet FMLA requirements.

Provide the employee with the appropriate medical certification form and allow at least 15 calendar days for the completed return.

Examine the completed certification for completeness and sufficiency, and seek clarification or a second opinion if the information is inadequate.

Send the official designation notice informing the employee whether the leave is approved as FMLA-qualifying and specifying any conditions.

Record each day or hour of FMLA leave taken against the employee's 12-week entitlement using a reliable tracking system.

Determine whether company policy requires substitution of paid leave and coordinate with payroll to ensure correct pay during the absence.

Continue the employee's group health insurance coverage on the same terms as if they were actively working throughout the FMLA leave.

Maintain reasonable contact with the employee regarding return-to-work plans while avoiding communications that could be seen as discouraging leave use.

Work with the employee to schedule intermittent or reduced-schedule leave in a way that minimizes disruption while honoring their rights.

Seek updated medical certification at appropriate intervals, such as every 30 days when the leave duration exceeds the original estimate.

Inform the employee's supervisor of the expected leave duration and return date without disclosing confidential medical details.

Identify and assign team members or temporary workers to cover the absent employee's critical responsibilities during their leave.

Communicate revised task assignments clearly to the team and ensure no one is overburdened by the temporary workload increase.

Provide the designated backup with the necessary training, access, and documentation to handle the absent employee's duties competently.

Request a medical clearance note from the employee's healthcare provider before allowing them to return to work if company policy requires it.

Ensure the returning employee is placed back in their original job or an equivalent position with the same pay, benefits, and terms.

Reinstate the employee's full pay status, benefits deductions, and time-tracking records in the payroll and HRIS systems.

Arrange a meeting between the employee and their supervisor to discuss any transition needs and re-establish work expectations.

Engage in the interactive process if the employee needs workplace modifications or a phased return schedule following their leave.

Retain all leave records including notices, certifications, correspondence, and tracking documents for at least three years as required.

Keep all medical certifications and health-related documents in a confidential file separate from the employee's general personnel record.

Ensure no adverse employment action is taken against the employee for requesting or taking FMLA-protected leave.

Keep a detailed chronological record of every notice issued, decision made, and communication exchanged throughout the leave process.

Periodically evaluate the leave administration process to identify bottlenecks, errors, and areas where compliance can be strengthened.