The vendor is required to provide comprehensive family medical leave act (FMLA) administration services, including employee eligibility verification, leave tracking, medical certification review, communication with employees, managers, and human resources, and compliance support.
- Agency has estimated to have 4200 FMLA eligible employees.
• Leave request processing:
o Receive and review FMLA leave requests, including required documentation (medical certifications, supporting documentation).
o Verify leave requests in accordance with FMLA regulations.
o Communicate leave approval or denial to employees, managers, and human resources promptly.
• Employee eligibility determination:
o Assess employee eligibility for FMLA leave based on employment duration and hours worked.
o Maintain accurate records of employee eligibility status.
• Leave tracking and management:
o Maintain records of all FMLA leave usage, including start and end dates, FMLA balances, and return-to-work dates.
o Generate timely notifications for employees regarding leave updates, including required medical recertifications.
o Import employee demographic information and FMLA leave recorded on timesheets from agency PeopleSoft HRMS system into FMLA tracking system through an electronic records interface.
• medical certification review:
o Assess the completeness and accuracy of medical certifications provided by healthcare providers.
o Contact healthcare providers and/or employee for clarification when necessary to ensure compliance with FMLA regulations.
• Return to work certification:
o Obtain fitness for duty certification
o Provide HR with fitness for duty return to work documentation
o Communicate any return-to-work accommodation request with hr staff
• Employee educational communication:
o Provide clear and concise educational information to employees regarding FMLA rights and responsibilities.
o Provided periodic education to managers on FMLA policies and procedures to facilitate effective leave management.
• Compliance support:
o Monitor FMLA regulations and provide updates on any changes that may impact leave administration.
o Respond to employee inquiries and complaints related to FMLA leave.
o Conduct periodic audits to ensure compliance with FMLA guidelines.
• Coordination and cooperation with agency:
o Work cooperatively with agency human resources staff.
o Provide quarterly and annual FMLA reporting to agency.
o Respond promptly to inquiries from employees, managers, and human resources.
• System integration:
o Receive and transmit pertinent data electronically from agency HCM system (PeopleSoft)
o Receive initial FMLA information application information electronically from participants.
- Contract Period/Term: 1 year
- Questions/Inquires Deadline: May 28, 2025