UW–Madison Colleague,

The purpose of this memo is to inform you that the University of Wisconsin–Madison is making a change in how we administer the federal Family and Medical Leave Act (FMLA) and the Wisconsin Family and Medical Leave Act (WFMLA). You may or may not be familiar with FMLA and WFMLA. This email provides you with a high-level overview, explains what is changing and how this impacts you, and who to contact with questions.

This correspondence fulfills the federal and state requirements to provide 60-days’ notice of this change to impacted employees. This memo is not intended to indicate individual eligibility for these leave entitlements but only to notify employees that they will begin a new 12-month leave year on January 1, 2022 and may qualify for new leave entitlements under one or both leave laws. Both the federal and Wisconsin FMLA have eligibility requirements employees must satisfy to qualify for the protected leave.

What is FMLA and WFMLA?

They are separate leave entitlements that enable eligible employees to balance work and family responsibilities by providing different amounts of job-protected unpaid leave for specific family and/or medical reasons. Employees can choose to use their own accrued paid leave during an approved FMLA or WFMLA leave. FMLA and WFMLA both have eligibility requirements that employees must meet to qualify for each leave entitlement.

What is changing?

FMLA and WFMLA provide specific amounts of unpaid leave during a set 12-month period. Currently, the fiscal year (July 1-June 30) is the 12-month period. If an employee uses all the leave available to them under FMLA and WFMLA during the 12-month period, they can qualify for a new amount of FMLA and WFMLA when a new 12-month period begins.

The University of Wisconsin–Madison is changing the 12-month period from the fiscal year to the calendar year (January 1-December 31). This means that instead of a new 12-month period beginning on July 1, 2022, it will begin on January 1, 2022. Employees can qualify for a new full amount of FMLA and WFMLA leave entitlement on January 1, 2022. Both federal and Wisconsin FMLA will be administered on the calendar year going forward.

This change does not affect other federal FMLA, or Wisconsin FMLA leave rights or obligations. The only change to federal FMLA and Wisconsin FMLA will be how the 12-month period is defined. More information about FMLA and WFMLA can be found in the following online resources:

·       Family & Medical Leave Information Guide hr.wisc.edu/docs/fmla-information-guide.pdf

·       Notice of Employee Rights and Responsibilities hr.wisc.edu/docs/fmla-notice-of-employee-rights-and-responsibilities.pdf

This change is consistent with the 12-month period used for employees who are University Staff.

How does this affect my current approved federal FMLA, or Wisconsin FMLA leave of absence?

This change does not affect FMLA or WFMLA leaves of absence that have been approved through December 31, 2021.

Employees will begin a new 12-month leave year on January 1, 2022 for both federal and Wisconsin FMLA. This administrative change will allow employees to be eligible to qualify for a new 12 workweeks of FMLA beginning on January 1, 2022, through December 31, 2022. Employees will be eligible to qualify for a new entitlement of WFMLA.

Employees who have approved FMLA or WFMLA leave that began in 2021 and will continue into 2022, will receive updated leave information from their Divisional Disability Representatives (DDRs). DDRs are human resources professionals who are specially trained to manage FMLA and WFMLA in your school, college, or division.

How do I request a leave of absence?

Employees may request a leave of absence for family and/or medical reasons by contacting their DDR. The DDR will gather more information about the reason for their leave, evaluate the employee’s eligibility for leave entitlements under WFMLA and/or FMLA, and provide information on any next steps needed. If an employee doesn’t meet the eligibility requirements or the reason for their leave is not covered under FMLA/WFMLA, the DDR will provide information on other leave options that may be available.

Who can I contact with questions or for assistance?

Employees may contact their DDR with questions about this FMLA/WFMLA administrative change or with questions about their current or future leave of absence. DDR contact information can be found at employeedisabilities.wisc.edu/divisional-disability-representative-ddr.

Employees may request language assistance by contacting Cultural Linguistic Services (CLS) at the appropriate phone number for their preferred language. Contact information is available at hr.wisc.edu/cls/#language-assistance.