A lot of employers are bombarded with employee leave issues and may find it tiresome to recognize and deal problems that arise concerning the Family and Medical Leave Act. The FMLA is very specific on requiring employers to inform employees about their FMLA rights. There are also guidelines to follow in terms of when to provide notices and what requirements must be submitted by the employee before filing for an FMLA leave.
It is recommended that employers make periodic audits on the employees’ leaves under the FMLA. Double-checking FMLA processes will ensure that the company is in compliance with the current DOL laws and will avoid administrative charges due to negligence of the FMLA.
As an employer, it is up to you to keep either hard copies or electronic records of all leaves under FMLA. The only rule is that the records must be in excellent condition (i.e., readable, not corrupted) and must be capable of being reproduced. The records should have adequate information that also details the employee’s basic payroll and leave compensations. Take note that the documents must account how many hours were taken especially during an intermittent FMLA leave.
Generally, these records should be made available for inspection by DOL representatives for at least three years. All copies of records must be clear and are identifiable by pay period or leave dates.
What Kind of Records Must be Kept?
There are a lot of documents that must be kept for accurate and updated FMLA files. It should include written notices of the employees and employers, documents that state the employee benefits, leave policies, and payments for employee benefits. Records of any dispute like written statement about designation of FMLA leave, and reasons about the dispute should be also saved.
For confidential documents like medical records of the employee or family members, these records must be kept in a separate and secure manner to maintain confidentiality.
With a correct FMLA recordkeeping, there will be lesser problems when you are asked to produce records and documentations. This is also important in case of a legal battle where the FMLA processes are put into question.
It is critical for employers to have accurate and appropriate record-keeping practices because no one knows when these documents will be needed.
Methods to Reduce Risks
FMLA issues are oftentimes complex. Many employers find it such a trouble to keep track of every FMLA leave and it does not help that a lot are still clueless about it. Good thing there are solutions that will help making this dilemma a little less stressful.
One is by mastering the correct recordkeeping practices and following the guidelines. Problems are avoided as long as you keep the records complete and organized. Another is by utilizing payroll management solutions that are already integrated to manage leave requests. PTO tracking solutions, for example, will lessen the time spent on computing leave credits, tracking sick days, and updating employee records. Because the system is automated, human errors are eliminated.
Discover the full benefits of using a PTO tracking system and other effective human resources management solutions. Call TRAXPayroll today!