Recorded Webinar - eFMLA Features and Best Practices

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CLICK HERE TO Review the Answers to the Questions that were asked during the webinar

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QUESTIONS DURING THE WEBINAR - ANSWERED

Question: If changes are needed in these lists, such as a name spelling, or adding a title, do we remove and re-add the supervisor or is it editable?

Answer: Delete and re-enter

Question: so we can add leave types like PDL/PFL there and select to run concurrently?

Answer: Yes.  In Account Profile Menu > Leave Types

Question: Everyone can see all generic forms, correct?

Answer: Yes.  The employees have access to view them even if you don’t email the form(s) or other files to the employee.  However, if you email a form or file, then it is tracked that you sent it in the “Email History”.

Question: What is a best practice to remove a request, after how many days, with a leave request reminder already sent?

Answer: I would send one reminder after 2-4 days.  If the employee still doesn’t complete the leave request, I would not keep sending reminders.  Instead, I would email the employee and let them know that their FMLA leave request will not be approved unless they complete and submit the form.  The regulations require an employee to comply with your “usual and customary” notice procedures (unless it is an emergency or other extenuating circumstances).

Question/Comment: Best practices with regards to archiving/deleting leave requests: It might be tempting to delete it when the employer states they no longer need to request FMLA. I think it's good to archive and keep a record that you had in fact sent them the prompt.

Question: I have been waiting to archive my EFI's until I have sent the Approval notification email. Is this a good practice?

Answer: It’s better to archive the leave request once you have created the employee’s EFI Profile because you can manage the approval process through the EFI Profiles and Reports.

Question: Do those in my email notification list need to create a username and/or password to access the system? Or, once I add them, are they good to go?

Answer: They do not need to create a login username and password to receive notifications

Question: Do you still enter a RTW Date if they are on intermittent leave?

Answer: No.

Question: Is it possible to give principals read only access for their location only?

Answer: No.  We do not recommend give administrator access to Principals.

Question: Our policy requires that we are aware when employees are released to their full duty/regular schedule. I don't believe that previous return to work forms are saved in the software, correct?

Answer: We are working on updating the software so that multiple fitness-for-duty/return-to-work electronic form to allow for multiple forms.

Question: What do you do when a leave goes into a new fiscal year? I have one that starts in this fiscal year and goes into next fiscal year.

Answer: If you're using a fiscal year as your 12 month calculation method, then it would be a new leave request and a new EFI as of the start of your new fiscal year (e.g., July 1).

Question: How does return to work and closing EFIs apply to intermittent leave?

Answer: There is no “return to work” for intermittent leave.  A new leave request and EFI Profile should be created at the beginning of each 12-month period based on your organization's 12-month calculation method.

Question: Is there a way for employee to fax the form directly to their physician or it's only possible electronically when they're in their eFMLA profile?

Answer: Yes.  (Explained in the webinar video).

Question: Is there a way to stop these notifications? I agree they should be notified when their certification is uploaded but I wish they didn't get notified every time we upload a document in miscellaneous files.

Answer: We have added text to the email an employee received indicating that no action is needed on their part-it’s just to view the document.  If the notification is not sent, an employee will not be aware that there is a new document for them to view.  However, we are considering offering the option to the eFMLA system to enable clients to turn off the miscellaneous file upload notification.

Question: Can you customize reminders?  For example, provide a doctor's note before you return.

Answer: The return to work reminder already includes text reminding an employee to provide a doctor's note before they return to work.  If you wish to customize an email notification, e-mail support@efmla.com

Question: We find that often the RTW date that the employee enters is not the same as the doctor puts on the form.  But the date the employee enters is what stays on the report.  Why can't that be updated so the RTW date is actually correct?

Answer: The anticipated and actual return-to-work dates can easily be changed in any employee’s EFI Profile.

Question: Is there a way for employee to fax the form direct.

Answer: Yes, they can fax it through the software without using an actual fax machine.

Question: Is there a way to mass update several EFI's to have returned to work so I can get current?  Or, will I need to go in individually to update this.

Answer: You can email support@efmla.com to close all EFI’s prior to a certain date.

Question: Is there a way in the system for us to be notified when a Medical certification is due?

Answer: Simply access the EFI Report to view all the medical certification due dates.

Question: Can you run a report totaling the number of requests submitted within a specific time frame?

Answer: If you click on the Archived Requests button, you can sort by the “Date Requested” and “Date Received” for all leave requests.