Leave Administration Services

The Vendor is required to provide leave administration management program consistent with industry best practices for the family and medical leave act (FMLA) administration, disability leave management, and the effective management of illness-related absences.
- To improve employee outcomes and availability, enhance coordination and oversight of its various leave programs, and reduce overall costs associated with its leave of absence programs.
- Claim tracking, documentation and reporting
•    Produce detailed reports and track all employee FMLA requests and related absences.
•    Tracking employee FMLA utilization including recertification, intermittent, and other applicable categories.
•    Completely and accurately document each FMLA claim, including timely of all employee communications.
•    Track FMLA leave concurrently with other disability leave programs, as applicable.
•    Track reduction in absenteeism and loss time to support control cost of absenteeism.
•    Utilize technology-based or automated tracking tools and resources.
•    Reporting that evaluates program performance, including ROI (return on investment).
- FMLA claim management and processing
•    Issuance of initial FMLA claim package to employees.
•    Determine employee eligibility for FMLA and non-FMLA leave.
•    Preparation and distribution of approval and denial correspondence to employees.
•    Verify and validate medical certifications.
•    Notification to employer and employee of FMLA and non-FMLA leave end date.
•    Provide comprehensive case management services.
•    Efficient FMLA and non-FMLA leave claim processing.
•    Provide access to FMLA medical specialists and attorneys.
•    Develop action plans to address potential leave misuse and abuse.
•    Improve communication with management and employees regarding FMLA and leave related matters.
•    Offer customer service support through a call center and help desk; including bilingual services
- FMLA compliance
•    Ensure compliance with all state and federal FMLA laws.
•    Maintain compliance with HIPAA privacy requirements.
•    Reduce absence-related expenses through more efficient, automated administration and effective communication among stakeholders.
•    Apply industry best practices in absence management.
•    Analyze FMLA trends and provide recommendations for program, policy and administration improvements.
•    Participate in collaborative roundtable discussions on complex cases to identify effective resolution strategies.
•    Conduct monthly or quarterly self-audits to ensure case alignment with FMLA laws.
•    Provide annual FMLA education, including the design and delivery of compliance training for management and employees.
•    Access to vendor’s legal support team during department of labor (DOL), and equal employment opportunity commission (EEOC) inquires and escalations.
•    Develop and provide applicable co-branded marketing material as an extension of authority authority-wide training.
- Parental bonding leave
•    Determine employee eligibility for FMLA paternal bonding leave.
•    Prepare approval or denial correspondence to employees.
•    Verify documentation, including birth certificate, as required.
•    Notify authority and employees of FMLA and non-FMLA leave end dates.