You are sent weekly reports from leave of absence administrator FMLASource. The reports are delivered overnight every Sunday and come from FMLACenter@fmlasource.com. The Leave Status and Changes Report lists active leaves, new leaves requests, and changes to existing requests. The Leave Usage Report lists time usage that must be time coded in the PPS Payroll system if the employee missed work. You can also view the most current status on the FMLASource website. Click here for the Web Guide

The following action is required: 

1. Ensure your time keyer is listed as an 'assigned contact' for each employee in the report. If not, please forward the report to them as they didn't receive it. You are responsible for ensuring all absences are time coded in payroll and approving time submission for employees you supervise each month. Additional time coding instructions can be found in the next section of this webpage for Time Keyers. If employees miss work and are not time coded they may be paid in error as though they had worked.
   
   
2. On the FMLASource Leave Usage report only, confirm that your employees 'reported hours' on the report match their work schedule. If an update is needed, e-mail FMLACenter@fmlasource.com and copy leave@pps.net with the update. Be sure to include the employees name, employee ID number, dates of leave usage needing correction, the employees scheduled days per week and scheduled hours per day in your request.
   
   
3. If the leave approval status is listed as denied in the FMLASource report additional review is required by you. A denied decision means that the employee may not be authorized to be off work. You can login to the FMLASource website to check the most current status.
   
   When a leave request is denied, the employee may have an additional line in the FMLASource report for an ADA leave request in a requested or approved status. You can contact ada@pps.net for status updates on this type of request.
   
   If the request has been denied and the employee still needs to be off work, have the employee contact leave@pps.net for next steps. If the employee already had related unexcused absences, follow up with your Employee and Labor Relations Manager for next steps.
   
   
4. For assistance with your staffing needs, contact your Talent Management Representative. 

You are sent weekly reports from FMLASource. The reports are delivered overnight every Sunday and come from FMLACenter@fmlasource.com The Leave Status and Changes Report lists active leaves, new leaves requests, and changes to existing requests. The Leave Usage Report lists time usage that must be time coded in the PPS Payroll system if the employee missed work. You can also view current status on the FMLASource website. Click here for the Web Guide

The following action is required: 

1. IMPORTANT: You are required to enter leave hours on a daily basis for employees missing work.  If an employee is paid on contract (or receives a monthly salary) and you report no leave hours they will be automatically paid as though they worked.
   
   Leave balances will be used in the following sequence dependent on the type of leave the employee is on. For additional questions on the type or sequence of leave balances to report contact leave@pps.net.
   
   

   Leave Reason	Time and Labor Leave Balance Coding Sequence
   Employee's Serious Health Condition	Sick leave, personal leave, vacation (if applicable) then reserve sick (2/3 pay) *action required if leave balances exhaust (see next section)
   Family Member's Serious Health Condition	Family illness, sick leave, personal leave, vacation (if applicable) then reserve sick (2/3 pay) *action required if leave balances exhaust (see next section)
   Maternity and/ or Parental	Sick leave, personal leave, family illness, vacation (if applicable) then reserve sick (2/3 pay) *action required if leave balances exhaust (see next section)
   Safe Leave	Family illness leave**, sick leave, personal time, vacation (if applicable), reserve sick leave (2/3 pay) **Family illness is eligible if the leave is related to employee and their family members. *action required if leave balances exhaust (see next section)
   Bereavement	Bereavement/ funeral leave per the applicable Collective Bargaining Agreement, then sick, personal, vacation (if applicable)  then reserve sick (2/3 pay) *action required if leave balances exhaust (see next section)
   USERRA	Military, then according to employee’s preference,** sick leave, personal leave, vacation (if applicable,) family illness, reserve sick (2/3 pay,) and/ or unpaid leave. **After military paid leave is exhausted, an employee on USERRA leave may choose types of paid leave and sequence to use, or to take unpaid leave.  Please notify leave@pps.net if the employee requests unpaid leave.

   
   If an employee exhausts their leave balances and goes unpaid, please e-mail leave@pps.net immediately so HR staff can transfer them to unpaid status AND continue entering leave time (including unpaid time as applicable) until the employee is greyed out on the Time and Labor daily and pay period entry panels.

   Employee leave balances can be found at the following path in PeopleSoft Time and Attendance. Main Menu>Benefits>PPS Review Accrual Balances and is also reflected on the right side in the Time & Labor Entry Sections. For questions about the Time and Labor reporting contact your Payroll Specialist.
   
   

2. On the FMLASource Leave Usage report only, confirm that the employees 'reported hours' on the report match their work schedule. If an update is needed, e-mail FMLACenter@fmlasource.com and copy leave@pps.net with the update. Include their name, employee ID number and their scheduled days per week and scheduled hours per day in your request.
   
   This weekly FMLASource Usage reporting should be reconciled against your time reporting for Payroll for any time missed from work.
   
   
3. If the leave approval status is listed as denied on the FMLASource report that means the employee may not be authorized to be off work. You must enter leave hours (including unpaid time if applicable) for all related absences for Payroll, and defer to the employees supervisor for next steps.  
   
   

As a reminder, you must record all absences in Time and Labor for worker’s compensation claims based on the provided guidance:

• Review the weekly FMLASource Leave Status and Changes Report for workers compensation claims. You are required to enter workers compensation leave hours on a daily basis.
  
  

• If an employee exhausts their eligible leave balances and goes unpaid, please e-mail leave@pps.net immediately so HR staff can transfer them to unpaid status AND continue entering leave time (including unpaid time as applicable) until the employee is greyed out on the Time and Labor daily and pay period entry panels.
  
  
• If the worker compensation leave is on a reduced schedule or intermittent basis, you must record the hours in Time & Labor and email fmlacenter@fmlasource.com the following information on a weekly basis: 
  • Employee Name and ID Number
  • Employee Schedule
  • Date of absences and hours absent each day for workers compensation absences.
    
    
• Complete Guide to Risk Management Workers Compensation Time Coding Instructions: Workers Compensation Quick Reference Time Coding Guide