Note: This is a follow-up to another article, which can be found here. The directions below assume that you are familiar with the material from the prior article.

So you know what Accrual Policies do, you have an idea of how to set one up, and what tools are available to you, now how do you go about setting up your company to work with the terms of the Family & Medical Leave Act (FMLA)?

First off, we need to know what the conditions of the FMLA are. Then, we can use that information to make it into an Accrual Policy in Fingercheck. After that, we'll need to make an Absence Policy that connects to the Accrual Policy, so employees can actually request it as an Absence, and you're done!

What are the conditions of the FMLA?

The FMLA says the following:

  • 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.

With these points in mind, let's go ahead and set it up in Fingercheck.

How do I set up my Fingercheck company to use these rules?

Start off by adding a User Filter in Setup > Security > User Filters. This is a simple step, which will be used later to automatically apply the Accrual Policy to new hires in your company.

In there, set a Code and Description. These can be anything, as they make up the "Name" of the filter. Make sure to check the "Show as Filter" checkbox.

Next, click the blue +Add button.

On the screen that follows, change the following fields:

  • Filter On: Employee - DivisionEmployeeStatus
  • Operator: EqualTo
  • Value: A
  • AndOR: And

Hit the green Apply and Save buttons and you're done with this part.

Next, create a new Accrual Policy in Setup > Policies > Accrual Policies. From there, you'll want to change the following fields:

  • Code: [name]
    This can be whatever you want. For this example, we'll use "FMLA".
  • Description: [name]
    This can be whatever you want. For this example, we'll use "Unpaid Sick Leave".
  • Calculation Rule: Frequency
  • Accrual Frequency: Yearly
  • Rollover Rule: CalendarYearEnd
  • New Hire Filter: [filter name]
    This is the filter you created in the first step.

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

Next, click the Add button in the PTO Rates section. Change the following fields:

  • LOS Type: Year
  • LOS Number: 9999
  • Accrual Rate: 480
  • Max Allowed: 480
  • Max Available: 480

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

Hit the green Apply button to return to the previous screen, then click the Add button in the PTO Earnings section. You'll be asked to select an Earning Code.

You'll need to do this once for every Earning Code that you use to pay employees for any kind of hours worked. If you're unsure, make sure to at least do it for the codes "RG - Regular", "SA - Salary", and "OT - Overtime".

Hit the Save button and you're done with this part.

The last thing you'll want to do is create an Absence Policy, over at Setup > Policies > Absence Policies. This will make it so the employees (and you) have something to select when entering the Employee's Absences into their time cards that will draw hours out of their Accrued Hours balance. From there, change the following fields:

  • Code: [name]
    This can be whatever you want. For this example, we'll use "FMLA".
  • Description: [name]
    This can be whatever you want. For this example, we'll use "Family & Medical Leave Act".
  • Accrual Policy: [policy name]
    This is the Accrual Policy you just finished creating.

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

Hit the green Save button and you're done!

Now, when you enter an Absence into an employee's time card, you can select the Absence Policy you just created, and it will take the hours used away from the employee's Accrual Policy balance.

To learn more about our cost-effective and user-friendly cloud-based time and attendance software, check out our website at Fingercheck.com. Interested in our services? Sign up for a 30-day free trial and get started with FingerCheck today.

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