2012 R3 CU8: FMLA Tracking

This is the second post in a series related to the new functionality introduced in Dynamics AX 2012 R3 CU8. Several new features were added in the HR and Payroll areas based on customer feedback.   Features to be covered in the series include: Total compensation statement, FMLA tracking, Premium earning generation, Regular rate of pay, Benefit accrual enhancements, and Forecast position enhancements. Be sure to subscribe to updates for our blog to learn about this new functionality

HCM FMLA:

The Family and Medical Leave Act (FMLA) enables employees to take unpaid, job protected leave from work to care for themselves or a family member.

Based on the size of the employer, the law requires that an employer must provide up to 12 weeks of unpaid leave, or 26 weeks to care for a covered service member.

All FMLA time must be tracked by an employer to remain in compliance with the FMLA laws and regulations. The new FMLA feature provides a way for you to administer FMLA cases and track time related to FMLA leave with new earning codes that can be used to have time added to your employee’s earnings statements based on specific rules that you define.

Create FMLA parameters 

1. Open the FMLA setup form by going to Human Resources > Setup > Human Resources parameters and clicking on the FMLA tab.
2. Eligibility requirements are defaulted based on the FMLA regulations, but a company can choose to be more generous with the length of employment or hours worked if they choose. Based on how you choose to set up your eligibility, length of employment can be set as months or weeks.
3. The entitlement for FMLA hours is also set based on FMLA regulations, but can be modified if desired. A company can always choose to provide additional hours if desired.
4. You can choose from the following annual leave calendars:
   • Rolling 12- month period measured backwards
   • 12-month period measured forward
   • Fixed calendar - any fixed 12 month
   • Fixed calendar - worker anniversary date
     
5. In addition, if you are using AX payroll, you also need to identify the earning codes that will automatically reduce the FMLA time when used in earning statements.
   

Determine FMLA eligibility 

Allocations for FMLA time are based on an annual allotment and take into account any prior FMLA leaves the worker might have taken. You can now easily identify the number of hours the worker could take for FMLA leave, based on a given date. 

1. Open the worker page by going to Human Resources > Common > Workers > Workers.
2. Select the row that contains the worker, and on the Action pane in the related information group, select Employment > FMLA eligibility.
3. Enter in a date that you would like to check FMLA eligibility for, and click Calculate.
4. The FMLA eligibility form updates to provide the estimated hours worked and length of employment as of the date specified, and the estimated Standard and Military hours that would be available on that date are shown based on any previous FMLA leave taken in the current leave calendar. 
   

Create an FMLA case 

When an FMLA request has been submitted that qualifies for FMLA, a FMLA case can be submitted. 

1. Open the worker page by going to Human Resources > Common > Workers > Workers.
2. Select the row that contains the worker and on the Action Pane, in the Maintain group, click New FMLA case.
3. When the case is created, you can identify the specific information relating to the FMLA leave, such as the reason for the case, the dates surrounding the leave, the leave schedule, and the number of approved hours.
4. You can also track any certificated required for the FMLA leave request, or identify any associated leaves that may pertain to the current FMLA request.
5. When the information is complete, the case can be approved.
   

Record FMLA hours 

Once an FMLA case has been approved, you can begin recording hours against the case. If you are using AX payroll, this is done by using the earning codes that you identified as reducing FMLA time when used. If you are not using AX payroll, this can be done manually. 

1. Open the FMLA case by going to Human Resources > Common > Workers > FMLA cases.
2. Select the FMLA case and on the action pane, select FMLA hours.
3. You can add a line and record the date and the number of FMLA hours used by the worker. This will reduce the hours remaining for the FMLA case.
4. If you are using AX payroll, hours will be added to this form automatically when using the FMLA earning codes and processing the hours as normal. 
   

Reporting FMLA hours

As needed, a report can be run that will provide information about approved FMLA leave within a specific time period. To run the report: 

1. Open Human Resources > Reports > Workers > FMLA leave taken.
2. Enter the from and to dates for the date range and click ok to run the report.
3. The report will show you all of the FMLA leaves that have time taken within the timeframe identified. 
   

Summary

This new capability to set up FMLA leaves and record time taken provides a time saving tool to your HR and Payroll processing capabilities. It consolidates all of your FMLA information in one place, and significantly reduces errors by providing a calculation and tracking method for FMLA eligibility and use.