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PTFMLA_002 - Use Absences for FMLA

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You use this activity to gain information to assist you in selecting absence types that can potentially be covered by FMLA.

Note: See also the information in the SAP Library on processing FMLA absences in the FMLA Workbench: choose Human Resources → Payroll → Payroll United States (PY-US) → Gross Part of Payroll → Family and Medical Leave Act → Representation of FMLA Guidelines → FMLA Absence.

You can, in principle, grant FMLA coverage to all absence types that you have configured for your enterprise. FMLA Management does not change any of the absence types' properties and does not require any special Customizing settings for the absence types.

If you want to flag absence types as being permitted for FMLA, you should consider the following points, in particular regarding the properties of the absence types:

• Do you want the absences to be deducted additionally from an absence quota such as Illness or Short-term disability?

• Is an absence flagged as relevant for payment in the Customizing settings for Absence Valuation? Do you want absence times covered by FMLA to be remunerated or not?

• Do you want absences that are covered by FMLA to be regarded as inactive days and therefore not to be taken into account when the system calculates an employee's length of service? If so, you have to adjust the Customizing settings for calculating the length of service and for automatic quota accrual.

Each absence that can potentially be covered by FMLA can also be deducted from an absence quota. This function is particularly useful if employees count their vacation and their credits for illness and short-term disabilities towards their FMLA coverage times.

Note that these absences are usually paid, whereas FMLA absences are generally unpaid. As long as they are deducted from a quota, absences covered by FMLA can be relevant for payment. When the quota is used up, you record further (unpaid) absences for any absence times that are over and above the quota entitlements. Some absence quotas allow absences to be deducted when the quota has a negative value. You should check the consequences for payment particularly in these cases.

Note: In Customizing for Payroll, you can store different absence valuation rules according to the quota from which absences are deducted, that is, you can specify the payment relevance of absences. For more information, see the Implementation Guide for Payroll and choose Payroll USA → Absences → Absence Valuation with Quota Deduction.

Absences for maternity or parental leave, adoption of a child, or placement of a child for foster care must, according to the Family and Medical Leave Act, take place within 12 months of the birth, adoption, or placement of the child. Exceptions are possible only if explicitly permitted by state law or a specific employer.

FMLA Management does not check that a request complies with the deadline when it is submitted.

Certain special rules apply to employees of "local educational agencies", including public school boards and elementary and secondary schools under their jurisdiction, and private elementary and secondary schools. Absence times in the summer vacation are not to be deducted from the FMLA entitlement. Your method of handling these cases depends on how you handle summer vacations in the system:

Using absences to represent summer vacations

In this case, you do not assign absences that are in the summer vacation to an FMLA request. This approach, however, requires you to create two absence records for absences that bridge vacation time and school time.

Using employees work schedules to represent summer vacations

Depending on how you represent summer vacations in the work schedule, you can use Absence Counting to ensure that the absences are not counted, and therefore are not deducted from the entitlement. You have the following options:

• You assign employees work schedules in which all days are non-working days with 0 planned hours.

• You assign the daily work schedules in the summer vacation a different daily work schedule class than the workdays during the school year.

You can query both conditions when the absence is counted.

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Length: 4940 Date: 20240523 Time: 200802     sap01-206 ( 105 ms )