Managing CTFMLA in eFMLA
This article is intended for eFMLA clients in the State of Connecticut.
Optional: Click Here to Watch Video - located at the bottom of this page
Setup your eFMLA system with CT Leave specifics.
1. In Setup Leave Types, add two new leave types: “CT Paid Leave” & “CTFMLA” (or similar)
ADD NECESSARY LEAVE TYPE(S)
2. Optionally update your Global Cover Letter Template in Profile to refer to CT FMLA details. For example, add the following text: If you are employed in a noncertified job position, please see any enclosed Connecticut FMLA notices and forms for more information. Note that your leave may be covered by the federal FMLA and/or the CTFMLA or neither, so it is important for you to carefully review each notice and form provided to you and make sure you understand your rights and responsibilities regarding your leave.
- Add a blank CTFMLA Family Member Verification Form to Uploaded document in your Account Profile so that the blank form is available for your employees to access and for you to send to them if required.
Go to Main Menu, then Account Profile Menu.
Upload on Global Generic Forms & Notices Family Member Verification Form.
CT specific FMLA forms
The CT specific FMLA forms and notices are available from the main menu, under the Guides, Notices and Forms button. You will download the form, fill the form, and upload them to Misc. Files in the Employee Profile (EFI) to be sent out to employee via eFMLA.
Below are 3 Connecticut-Specific Scenarios for managing leave in the eFMLA System.
For all instances, employees continue to submit FMLA leave request in all instances related to potentially FMLA-qualifying or CTFMLA-qualifying leave
Definitions:
- “FMLA” = federal Family and Medical Leave Act
- “EN” = Eligibility Notice
- “DN” = Designation Notice
- “Med Cert” = medical certification form
Scenario 1:
If leave is for birth or placement of a child, or for the employee’s own serious health condition or for employee to serve as an Organ or Bone Marrow Donor:
1. Create FMLA EN as usual.
2. Create CTFMLA EN (from fillable PDF), and upload to the employees EFI Profile under “Misc Files ”.
Note: when uploading a document into an employee’s EFI Profile, the document will automatically include the employee’s last name
3. Create FMLA Med Cert form for ESHC (eFMLA version) as usual, if applicable (i.e., not for adoption/foster care, or for nonbirth parent).
Note: Only one medical certification form needs to be completed by the employee’s health care provider. If the employee does not meet the eligibility requirement for federal FMLA, but meets the eligibility requirements for CTFMLA, create the CTFMLA Med Cert form and upload it to the employee’s EFI Profile under “Misc. Files”.
4. Create Cover Letter.
5. Email employee the above documents.
6. When the completed Med Cert form is received, upload it to the employee’s EFI Profile as usual under the Status/Action column to the right of “Employees Serious Health Condition ”
7. (a) Create the FMLA DN as usual (if the employee is eligible for FMLA).
(b) Create the CTFMLA DN and upload it to the employee’s EFI profile under “Misc. Files” (if the employee is eligible for CTFMLA).
8. Email the employee the FMLA DN and/or the CTFMLA DN as applicable.
Scenario 2:
If leave is to care for a family member covered by both CTFMLA AND FMLA
(parent, spouse or child):
1. Create FMLA EN as usual.
2. Create CTFMLA EN (from fillable PDF), and upload to the employees EFI Profile under “Misc Files”.
Note: When uploading a document into an employee’s EFI Profile, the document will
automatically include the employee’s last name.
3. Create FMLA Med Cert form for FMSHC (eFMLA version) as usual.
Note: Only one medical certification form needs to be completed by the employee’s health care provider. If the employee does not meet the eligibility requirement for federal FMLA, but meets
the eligibility requirements for CTFMLA, create the CTFMLA Med Cert form and upload it to the employee’s EFI Profile under “Misc. Files”.
Note: Under federal FMLA, care for adult child is covered only if the adult child is incapable of self-care due to a disability, so if the employee is requesting leave to care for an adult child who does not have a disability (e.g., a daughter who is recovering from childbirth), use the CTFMLA Med Cert form.
4. Create Cover Letter.
5. Email employee the above documents except the federal Med Cert form if the leave is to care for an adult child who does not have a disability (i.e., send the CT Med Cert form instead).
6. When the completed Med Cert form is received, upload it to the employee’s EFI Profile as usual under the Status/Action column to the right of “Family Member’s Serious Health Condition”.
7. (a) Create the FMLA DN as usual (if the employee is eligible for FMLA). Note: if the reason for leave is to care for an adult child who does not have a disability, indicate on the FMLA DN that “You have requested leave for an individual who is not a covered family member under the FMLA.”
(b) Create the CTFMLA DN and upload it to the employee’s EFI profile under “Misc. Files” (if the employee is eligible for CTFMLA).
8. Email the employee the FMLA DN and/or the CTFMLA DN as applicable.
Scenario 3:
If leave is to care for a family member covered by CTFMLA but NOT FMLA (spouse’s parent, grandparent or spouse’s grandparent, sibling or spouse’s sibling, grandchild, or person related by blood or affinity whose close association with you is equivalent to one of those relationships:
1. Create CTFMLA EN (from fillable PDF), and upload to the employees EFI Profile under “Misc Files”. Do not create FMLA EN.
Note: When uploading a document into an employee’s EFI Profile, the document will automatically include the employee’s last name.
2. Create FMLA Med Cert form for FMSHC (eFMLA version) as usual.
Note: Only one medical certification form needs to be completed by the employee’s health care provider. If the employee does not meet the eligibility requirement for federal FMLA, but meets the eligibility requirements for CTFMLA, create the CTFMLA Med Cert form and
upload it to the employee’s EFI Profile under “Misc. Files”.
Note: Under federal FMLA, care for adult child is covered only if the adult child is incapable of self-care due to a disability, so if the employee is requesting leave to care for an adult child who does not have a disability (e.g., a daughter who is recovering from childbirth), use the CTFMLA Med Cert form.
3. Create the federal FMLA DN and indicate that “You have requested leave for an individual who is not a covered family member under the FMLA.”
4. Create Cover Letter.
5. Email employee the above documents except the federal Med Cert form (i.e., send the CT Med Cert form instead). Include the CTFMLA Family Member Verification Form if you require the employee to complete this form.
6. When the completed Med Cert form is received, upload it to the employee’s EFI Profile as usual under the Status/Action column to the right of “Family Member’s Serious Health Condition”.
7. Create the CTFMLA DN and upload it to the employee’s EFI profile under “Misc. Files” (if the employee is eligible for CTFMLA).
8. Create the CTFMLA DN, then email the employee the CTFMLA DN.
Upload the CTFMLA DN to the Employees Misc. Files
Email the employee the CTFMLA DN
SEND to Employee
Watch the Recorded Webinar:
Preparing for CTFMLA in eFMLA
Led by Nationally Recognized FMLA Expert, Scott D. Macdonald, Esq., SPHR, SHRM-SCP
- Founder: Macdonald & Associates - FMLA Consulting for School Districts
- Author: Family and Medical Leave Act (FMLA) Compliance Manual
- Co-Founder of eFMLA, Inc