Family Medical Leave Administrative Services

The Vendor is required to provide family medical leave administration of the city’s act program, including eligibility determinations, required notifications, medical certification review, leave designation, intermittent leave management, compliance monitoring, reporting, employee/department support, and records management.
1. Eligibility and leave administration
• Determine employee eligibility for act leave.
• Issue all required eligibility notices and rights and responsibilities notices.
• Review and evaluate medical certifications and supporting documentation.
• Designate qualifying leave as act -protected.
• Manage continuous, intermittent, and reduced schedule leave requests.
• Track leave usage and available leave balances.
2. Employee and department communications
• Serve as the primary point of contact for employees regarding act administration.
• Communicate with employees, supervisors, and human resources personnel regarding leave status and requirements.
• Written correspondence and notices in accordance with statutory requirements.
• Maintain customer service support through telephone, email, and online platforms.
3. Compliance and recordkeeping
• Ensure compliance with all applicable act laws and regulations.
• Maintain complete and secure records of all leave requests and determinations.
• Retain documentation in accordance with federal record retention requirements.
• Audit support and documentation upon request.
4. Reporting and data management
• Secure online access to case information and leave status reports.
• Produce monthly, quarterly, and annual utilization reports.
• Track leave trends and provide analytics to support workforce planning.
• Customized reports upon request.
5. Technology requirements
• A secure, web-based leave administration platform.
• Allow employees to submit leave requests and documentation electronically.
• Real-time case status visibility for authorized city representatives.
• Maintain data security standards and confidentiality protections.
6. Training and implementation
• Conduct implementation planning and project management activities.
• Training for human resources personnel and designated city representatives.
• Develop communication materials to support employee awareness and program implementation.
• Ongoing account management and support throughout the contract term.