Setup an Employee's FMLA Instance Profile (EFI)
Setup the Employee's FMLA Instance Profile (EFI)
When you receive an email that an employee has submitted a New FMLA Leave Request:
• Click on the link in the email notification you received to access the Main Menu dashboard
OR log in to the Main Menu dashboard.
• From the Main Menu dashboard, click on the “FMLA Requests” button, which turns green when there is a new FMLA Request to complete.
You will see the employee’s request who is referenced in the email in among the employees listed.
Note: If an employee selected “Other” as the reason for the leave request, in all likelihood the reason for the leave request is either due to the employee’s own serious health condition or to care for a covered family member (parent, spouse or child) with a serious health condition. If so, contact the employee and ask them to resubmit the leave request with the correct reason selected. Similarly, if an employee selects another incorrect reason for their leave request, ask the employee to resubmit their request and delete the employee’s existing leave request that lists the incorrect reason in the “Action” column.
Create EFI: In the column under “EFI Status” click “Create EFI.”
To complete the setup of the Employee’s EFI Profile, enter the information in the remaining required fields (indicated by a red asterisk):
Enter the employee’s regular weekly work hours under “Weekly Work Hours.”
FMLA Eligibility Section. Scroll down and click “Yes” or “No” next to each of the three criteria under the “FMLA Eligibility” Section.
Note: The first two eligibility criteria are defaulted to “No,” the third criteria is defaulted to “Yes.”
Optional: If your organization is located in a State that has a state specific family/medical leave law, you can indicate whether the employee meets the States eligibility criteria under the “State Family/Medical Eligibility Status” Section. If this Section does NOT appear, then your State currently does not require employers to provide a family/medical leave benefit that is different from the FMLA. If there are specific state family/medical leave laws that apply, there may be eligibility questions specific to your State that are required (e.g., Connecticut, Georgia, Illinois, New Hampshire).
d. Optional: Upload a Job Description.
Note: A job description can be uploaded to the employee’s profile at a later time. The job description also can be attached to the various FMLA forms (e.g., the medical certification form and the fitness-for-duty/return-to-work form).
Key Employee Status: Answer the question under the “Key Employee' Status” section.
Optional Employee Substitute or Replacement Employee - Add name of the Employee
Optional - Notify Supervisors or others: If you wish to notify the employee’s supervisor and/or other individuals that the employee has requested FMLA leave (along with the dates of leave, if applicable), click on the checkbox next to each individual’s name. An standardized email will be sent to each individual notifying them of the employee’s leave request.
Click “Submit.” If you have completed all required fields, you will see a message in a light green rectangular box indicating that you have successfully created a new EFI Profile.
Go to Employee’s EFI Profile -click on “Go to Employee’s EFI Profile” at the bottom of the page Follow the instructions on that page to access the Employee’s Profile and complete the FMLA forms.
Once you click Employee's New EFI, you can create the FMLA forms and Send them to the Employee. Click here to learn how send Eligibility Notice to Employee
If you need to come back at a later date, you can locate & access the employee’s EFI profile in the “Employee Profiles List.”
Note: Archive the Request in the Employee FMLA Request Report
Once an employee request has been processed and the EFI profile has been set up, Archive the employee’s Request in the “Action” column in the Employee FMLA Request Report
