Absence Leave Management Services

The Vendor is required to provide to move beyond manual "leave tracking" to a system that utilizes Single Case Record architecture to manage the "Triangle" of leave (FMLA, ADA, Workers' Comp) and utilizes IoTstyle connectivity to automate timekeeping data entry.
- The City has identified that leading market solutions offer advanced automation, API-driven connectivity, and legal defensibility tools.
- Provide a full range of FMLA and Non-FMLA Leave of Absence Administration Services and Support.
- Coordinate, manage, and track employees out on leave of absence for FMLA and Non-FMLA activities.
- Collect and process all necessary medical certification forms, verify documentation, and determine if the event falls under qualifying FMLA criteria. Contractor shall communicate to the employee whether the event qualifies under FMLA.
- Account Management and Customer Services.
• Training.
• Implementation and Transition Services.
• Records Management.
• Service Level Agreement
- provide complete documentation for each FMLA claim including documentation of communication with employees.
- This includes the type of leave requested and the qualifying event to determine eligibility based on but not limited to diagnosis, appropriate medical findings supporting diagnosis, prognosis, treatment plan, and expected return to work date.
- ADA Monthly & Quarterly Reporting Structure
• Accommodation Volume: Total requests received, approved, denied, and pending (by type: workplace, leave, telework, etc.).
• Case Timeliness (SLAs): Average days to reach a determination (Intake to Approval/Denial).
• Top Request Drivers: Primary reasons for accommodations (e.g., specific medical conditions, workplace accessibility).
• Accommodation Type Breakdown: Percentage of accommodations involving equipment, schedule changes, leave, or policy changes.
• Pending/Active Cases: Current status of open cases, specifically flagging any that have exceeded standard processing times.
• Initial Trend Observation: Short-term spikes in requests or changes in the average time to resolve cases.