Employee Family Medical Leave (FMLA) is for an eligible employee to care for their own Illness, Injury, Maternity or Paternity Leave or to care for a family member who has a serious health condition. This leave provides an eligible employee 12 weeks of leave in a 12-month rolling calendar period.

*In this document, “Department Representative” can be the Employee’s Supervisor, Department Manager or HR Representative. The designated person is unique to each Department’s internal FMLA process.

Questions?

For questions about FMLA, contact serviceteam1@fmlasource.com or 844-229-1239.

Step 1: Employee Requests Leave of Absence (LOA)

  • To initiate a Leave of Absence, employees can contact FMLASource® through either of these methods:
  • During the initial contact, please have the following information ready:
    • Your first and last name
    • DUID
    • Reason for leave
    • Estimated leave dates
    • Healthcare provider's information:
      • Phone number
      • Fax number
      • Verbal authorization to contact them (if needed)
    • For family member care:
      • Family member's name
      • Relationship to you
      • Birth date (if for a child)

Step 2: Receipt of Leave Request Packet

  • Within 5 business days, you'll receive a Leave Request Packet from FMLASource® containing your eligibility verification, Rights & Responsibilities notice, required forms, and resource information via your preferred communication method.
  • To be considered eligible, employees must have worked 1 year in the previous 7 years (need not be continuous) and 1,250 hours in the last 12 months.
  • Eligible family members include:
    • Spouse
    • Registered same-sex partner
    • Parent
    • Son
    • Daughter

Step 3: Submit Completed Medical Documentation

  • Submit your completed medical documentation within 15 days of receiving your Leave Request Packet. If the documentation is incomplete or insufficient, FMLASource® may request additional information to process your leave request.

Step 4: Approval Status Determination and Communicated

  • Within 5 business days of receiving your completed documentation, FMLASource® will send you a Determination Letter via your preferred communication method outlining your approval status and any required next steps.

Step 5: Payroll Notification

  • The department payroll representative notifies Corporate Payroll by submitting the Leave of Absence (LOA) iForm. If you have any questions pertaining to this form, please contact Corporate Payroll at 919-684-2642.

Step 6: Absence Reporting Responsibilities

Tracking Requirements for Intermittent Leave:

  • Follow Department Call-Out Procedures:
    • Notify your department contact according to policy
    • Enter appropriate PTO/FML into the time and attendance system within 24 hours
  • Report all leave usage to FMLASource within 24 hours

Step 7: Return from Leave

  • Contact FMLASource® to confirm your return-to-work date. If required (as specified in your Determination Letter), submit your Return to Work (RTW) form before resuming work.
  • For continuous leave due to childbirth or your own serious health condition, provide a RTW form or release to work note from your healthcare provider if your return date changes.
  • Failure to return by your approved date without an authorized extension may result in corrective action, up to and including possible termination.
  • The department payroll representative notifies Corporate Payroll by submitting the Leave of Absence (LOA) iForm. If you have any questions pertaining to this form, please contact Corporate Payroll at 919-684-2642.

Questions for Employee Occupational Health & Wellness (EOHW)? For general inquiries or confidential concerns:

For assistance with FMLASource system issues, please contact their dedicated support team at (844) 229-1239 or contact our LOA Program Manager at loa.duhs@duke.edu. They will be happy to provide expert guidance on the FMLASource system.