The Essential Guide to Family & Medical Leave

290 | the essential guide to family and medical leave
P Managers’
Checklist
Record Keeping
o I have collected all FMLA forms and documents for the employee and have put
the documents into files separate from the employee’s personnel files, including:
o payroll records (showing FMLA eligibility or noneligibility)
o charts showing FMLA leave time taken and FMLA leave time available (for
intermittent or reduced-schedule leave, in hours or days, depending on
how the leave was taken)
o preliminary FMLA designation forms
o forms confirming or withdrawing preliminary FMLA designations
o individualized FMLA notices
o medical certifications and second and third opinions
o six-month notices (issued when the employee takes FMLA leave more
than six months after first taking leave or when there is a change in leave
information)
o fitness-for-duty certifications and requests for such certifications, and
o periodic reports of employee status while on leave.
o I have kept a chart showing the running total in hours or days (depending on
how the leave was taken) of intermittent or reduced-schedule FMLA leave time
taken by the employee taking such leave.
o I have kept all employee (or employee family member) medical information in
separate files and
o I have treated these records and the information in them as confidential,
barring others from gaining access to them except to supervisors and managers
to provide necessary accommodations or first aid personnel if a condition
might require emergency medical treatment.
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