Family and Medical Leave Act Administration Software

The Vendor is required to provide to administer a comprehensive family and medical leave act (“FMLA”), and long-term leave of absence (“LOA”) tracking management system.  
- This program is intended to serve as a tool to streamline and improve the existing FMLA and LOA processes, improve regulatory compliance, and possibly reduce administration costs.
- The software should include components to allow full management of FMLA and LOA. 
- The software should provide a streamlined experience for our employees when it comes to FMLA and LOA along with efficient communication channels.
- The District is seeking administration of the following services and a platform with the following features:
•    Review of current FMLA documentation, policies, practices and recommend revisions for compliance to federal and state FMLA
•    Review of Medical Certification forms submitted to determine employee FMLA eligibility
•    Provide a dedicated Industry Certified FMLA Case Manager to meet weekly with employer
•    Provide all necessary notifications, timelines and documentation for FMLA and any employer requested material electronically (preferred method) or via country Mail (all mailings to be sent via bulk mail certification) - or refer to (a) to implement other communication strategies
- Implement a variety of communication strategies such as email, text, call messengers, and postal service mail set up.
•    Provide Toll-free number for employees to call regarding FMLA questions
•    Have workflows for various approvals and notifications.
•    Provide a checklist feature for tracking the progress of FMLA and LOA requests.
•    Coordination with other leave-related benefits such as Workers Compensation and other leave accruals.
•    Provide different levels of access for administrators, managers, and employees to ensure data confidentiality and security.
•    Track leave utilization by employees including recertification, intermittent, etc.
•    Enable reminder alerts for pending FMLA and LOA requests, due date reminders, etc.
•    Allow import and export of data for efficient record-keeping and reporting.
•    Include a scheduler that tracks employees in the system for intermittent approval and usage monitoring.
•    Incorporate work calendars within the system for better leave planning.
•    Provide a dashboard for visualization and tracking FMLA and LOA requests and their status.
•    Integrate legislative updates related to FMLA and LOA regulations to ensure compliance.
•    Software must offer multiple licenses for users within our district.
•    Ensure mobile device accessibility for employees to submit requests and check status and updates.
•    The software needs to remain compliant with federal and state law as it applies to FMLA and LOA accommodation.
•    The system allows for attachments by various users.
- Software Requirements
•    Web-based technology preferred.
•    Historical data integration/migration.
•    Standardized interface with the following systems:
o    Active Directory for single sign-on
o    TimeClock Plus
o    Tyler Communications School ERP Pro powered by Infinite Visions
•    The software provides an audit trail with user ID and date/time stamp for adds/changes/deletes made to application elements such as program descriptions, objectives, and measures.
•    Ability to export data for ad-hoc reporting purposes: The system must provide a reporting mechanism so that users can use the most current data to create ad-hoc queries and reports.
•    Ability to download data to MS Office products.
•    Browser based reports with customizable set-ups, including sorts, groupings, and selection criteria generated in a variety of exportable formats. Graphical representations, drill-down capabilities, performance measure indexing capabilities, and automated scheduling.
•    Retain data even after the contract expires to ensure historical data accessibility.

- Contract Period/Term: 5 years
- Questions/Inquires Deadline: February 17, 2026