The vendor is required to provide that electronic family and medical leave (FML) management system to meets the following objectives:
• Automate the FML request and approval process
• Ensure compliance with federal, state, and local FMLA laws
• Provide real-time tracking and reporting for both employees and administrators
• Offer a user-friendly interface for employees to submit leave requests
• Provide mobile and online access for employees and managers
• Include notification and reminder features to ensure timely actions
• Allow for the generation of compliance reports
- The goal is to streamline the management of FML requests, enhance compliance with federal and state regulations, improve the efficiency of leave tracking, and provide clear reporting tools for both employees and administrators.
- Leave request and management:
• Employee portal for submitting and tracking leave requests
• Issuance of initial FMLA claim package to employee
• Determination of FMLA leave eligibility
• Multiple administrators for reviewing and approving/denying leave requests
• Ability for HR to approve, deny, and track leave requests using multiple notification methods
• Multiple leave types
• Allows administrators to create “custom” reporting
• Customizable notices, letters, and forms for administrators to send to employees providing
details specific to their FML instance
• Mobile self-service capabilities for employees
• Ability for system to send forms to physician’s offices (by fax or email)
• Notification to system administrators of an employee’s request and leave status changes
• Ability for employee and administrators to upload documentation required
• Categorization of uploaded documents for quick access to administrators
• System must have multiple ways of tracking leave usage (i.e., hours or days)
• Ability to send communication automatically to individuals or groups of individuals through the management system
• Profile for leave request must have the ability to capture basic employee demographic information, including district specific employee id number, multiple email addresses, and potentially mobile number for texting capabilities.
- Compliance and reporting:
• Compliance with federal, state, and local FMLA regulations
• Accurate and comprehensive leave reporting
• Ability to incorporate changes of federal and state laws/regulations into the management system to ensure compliance
• Automated generation of compliance reports
• Complete documentation for each FMLA claim, including documentation of communication with employees and/or supervisors
• Alerts and notifications for HR staff regarding expiring leave, required documentation, etc.
• Tracking and reporting of FMLA usage, continuous or intermittent leave
• Ability to sort requests by categories/ leave types
• System must allow for ad-hoc reporting with the ability to query pertinent fields within the platform
• All reports should be able to be exported for further data manipulating, charting,
• Ability to export all data and documentation from the employee profile to an external scanning system utilized by the district.
• Historical data/integration/migration (if applicable)
• Browser-based reports with customizable set ups, including sorts, groupings, and selection criteria generated in a variety of exportable formats.
• Graphical representation, drill-down capabilities, performance measure indexing capabilities, and automated scheduling
• Ability to track and produce report of employees on long term medical absences to determine compliance with district policies regarding employment
- Accessibility:
• Intuitive user interface for both employees and administrators
• Mobile access for employees to request leave and track usage
• Customizable language support (if applicable) - System security and data privacy:
• Adherence to data privacy and security regulations
• Data encryption and secure access controls
• Data backup, security and disaster recovery plan.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: February 24, 2025