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.

Entering Leave Time into Work Schedules for Non-Exempt Employees

When the employee’s timesheet is extracted, the hours default as shown in the following table.

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.

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.

Unpaid Leave

When an employee has exhausted all benefit time in a new pay period, units at UIC and UIS should submit a HRFE transaction 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).

FMLA Earn Codes

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