HR Representatives are responsible for determining situations that require medical documentation, a release to return to work, and management of confidential documentation. The below information serves as a guide, however individual department practice and situations may vary.
Requiring Medical Documentation
- Medical documentation should be required when the information provided by the employee regarding need for leave is insufficient to authorize absence.
- If an employee is eligible for FMLA, the information needed to determine if a qualifying health condition exists can be found on the Health Certification Checklist (pdf).
- For non-FMLA leave requests, the information needed to consider authorized absence is: medical need for absence and duration, intent to return with provision of a defined date, and what is happening during the absence that will allow the employee to return at the end of a leave. A Non-FMLA Leave Request Form may be required, and non-FMLA leaves should be considered first as an accommodation before applicable policy or contracts.
- If an employee is authorized an unpaid leave as an accommodation, the employee must be notified of information required to return to work. FSDS should also be informed of approved leave as an accommodation, as follow up is typically provided to successful return to work
Requiring a Release to Return to Work
- Medical documentation should be required when a release to work is necessary.
- A release to work should be required for: hospitalizations, continuous absences of two weeks or more, when an employee may be infectious , when an employer has knowledge of limitations/restrictions upon return to work, and/or has safety concerns. HR Representatives should contact Senior Leadership or FSDS for further guidance in requiring a release to work.
- If an employee has been approved for FMLA absence and a release to work is necessary, the employee must be notified of this via the Designation Notice.