This article assumes you are familiar with creating accrual policies. For more information, see How to Create an Accrual Policy.

To set up your company to work with the terms of the Family & Medical Leave Act (FMLA), follow this process:

  1. Know the conditions of the FMLA.

  2. Create a user filter, which is used to automatically apply the accrual policy to new hires.

  3. Create an accrual policy for the FMLA Unpaid Sick Leave.

  4. Create an absence policy that connects to the accrual policy, so employees can request it as an absence.


Conditions of the FMLA

The FMLA says that:

  • Employers must provide up to 480 hours of unpaid sick leave per calendar year.

  • Sick Leave is not accrued, rather, it is available as soon as the calendar year starts.

  • Unused Sick Leave hours may not be carried over into subsequent calendar years.


How to create a user filter for the accrual policy

  1. Log in to Fingercheck as an Administrator.

  2. Click the SETUP tab > Security > Filters.

  3. Enter a Code and Description.

    Together, these make up the name of the filter in Fingercheck.

  4. Select the Show as Filter checkbox.

  5. Next, click the +Add button.

  6. Complete the fields as follows:

    • Filter On: Employee - DivisionEmployeeStatus

    • Operator: EqualTo

    • Value: A

    • AndOR: And

  7. Click Apply.

  8. Click Save.


How to create an accrual policy for the FMLA Unpaid Sick Leave

  1. Click the SETUP tab > Policies > Accrual Policies.

  2. Click Add.

  3. Click Add Custom.

  4. Enter a Code and Description.

    Together, these make up the name of the policy in Fingercheck.

  5. Complete the fields as follows:

    • Calculation Rule: FrequencyBased

    • Accrual Frequency: Calendar Year

    • Rollover Rule: CalendarYearEnd

    • New Hire Filter: [filter name]
      This is the filter you created in the first step.

  6. Scroll down to the PTO Rates section, and complete these steps:

    1. Click Add.

    2. Complete the fields as follows:

      • LOS Type: Year

      • LOS Number: 9999

      • Accrual Rate: 480

      • Max Allowed: 480

        (If a field was not listed here, leave it as the default value)

    3. Click Apply.

  7. Click Save.


How to create an absence policy for the FMLA Unpaid Sick Leave

Creating an absence policy allows employees (and you) to select an FMLA absence when entering an absence into a time card. This absence will draw hours out of their accrued hours balance.

  1. Click the SETUP tab > Policies > Absence Policies.

  2. Click Add.

  3. Enter a Code and Description.

    Together, these make up the name of the policy in Fingercheck.

  4. Do not select the Paid checkbox because you want the sick leave to be unpaid.

  5. Leave the Division Earning field empty because the sick leave is unpaid.

  6. Select the Accrual Policy you created above.

  7. Click Save.


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