FMLA Leave Management Services

Third-party to provide services to its Bureau of Human Resources, including overseeing, tracking, management and administration of FMLA benefits and facilitating, engaging, tracking and managing the iterative and interactive processes of ADA and PWFA accommodation requests to enhance operational efficiencies for the Bureau of Human Resources and ensure and compliance with all applicable laws
- Services may include additional services (the Scope of Services).
1. Administer FMLA Leave Benefits for the City by providing to and receiving from employees any and all required FMLA forms including but not limited to the Notice of Eligibility and Rights & Responsibilities, Designation Notices, and/or any other forms, notices or disclosures at any stage of the FMLA process as required by federal law and applicable state or local law.
2. Oversee, manage and meet all legal deadlines associated with required leave documentation. Respond to all communications regarding leave promptly.
3. Provide to and receive from employee (and/or the employee’s medical provider) all required medical certification documentation.
4. Provide written approvals, disapprovals or denials of leave to employees, designated Human Resources staff and City Managers/Supervisors; manage and response to all inquiries and follow-ups regarding the same including questions from employees and managers/supervisors and designated HR staff.
5. Determine the availability of leave benefits and eligibility of employee to take leave based on City provided information.
6. Provide a tracking and reporting system for employes to report absences for leave and confirm all returns to work.
7. Provide regular (at least monthly) reporting capabilities to City on employee leave status through a combination of written communications and regular meetings with designated staff in the Human Relations Bureau.
8. Provide a customizable “dashboard” or web-based platform which designated Human Resources staff may access all leave information and securely interchange documents with the vendor.
9. Work collaboratively with the Bureau of Human Resources and City managers to facilitate, engage, track and manage the iterative and interactive process for ADA and PWFA accommodation requests, with the City being the final decision maker.
10. Analyze and investigate FMLA leave requests and accommodation requests in accordance with applicable laws and pursuant to the instructions and direction of the Bureau of Human Resources.
11. Administer leave benefits in accordance with the City of Lancaster’ sick policy, vacation policy, leave of absence policy and collective bargaining agreements and any other City polices which may apply. The Service Provider will not administer vacation, personal, comp time, PTO, or sick days.
12. Review the status of each employee’s eligibility for leave at appropriate intervals during a medical leave or accommodation and determine if the employee continues to be eligible for leave and/or an accommodation.
13. Notify the City in writing of Administrator’s recommendations regarding an employee’s leave, accommodation or recertification.
14. Notify the City in writing of suspected abuse of leave or failure/ noncompliance with leave reporting requirements or noncompliance with City’s policies or procedures regarding sick time and leave.