The Family and Medical Leave Act (FMLA) provides eligible employees with job-protected leave for qualifying medical and family circumstances, including a serious health condition affecting the employee or an immediate family member. At Missouri State, FMLA is coordinated with existing leave programs to ensure employees have access to appropriate time away while maintaining compliance with federal and institutional policies.

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FMLA Eligibility Overview

Employees may be eligible for FMLA if they meet all federal requirements:

• At least 12 months of employment with Missouri State
• At least 1,250 hours worked in the 12 months immediately preceding the start of leave
• Work at a location where at least 50 employees are employed within a 75-mile radius

Eligibility is reviewed at the time leave is requested and must be confirmed through Human Resources.

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Coordination With Other Leave Types

When FMLA is approved, it runs concurrently with applicable leave balances and other leave programs, including:

• Parental leave
• Shared leave pool
• Sick leave
• Vacation leave
• Other applicable paid or discretionary leave programs

In these cases, available paid leave is used in accordance with policy, while FMLA designation provides job protection for the qualifying period of leave. Specific coding on timecards/ leave reports are available such as “FML- using Sick time or FML – using vacation time”.  FMLA coverage when other leave balances are not available is unpaid.

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When Supervisors Should Engage HR

Supervisors should contact Human Resources when an employee is absent for more than three consecutive workdays due to a medical reason, or if intermittent FMLA may be necessary. HR will evaluate whether the absence may qualify for FMLA and initiate the appropriate designation process if applicable.

Early engagement helps ensure:

• Timely eligibility determination
• Proper designation under FMLA when appropriate
• Accurate coordination of pay and leave balances
• Consistent application across departments

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Intermittent FMLA for Ongoing Conditions

FMLA may also be approved on an intermittent basis for employees or immediate family members experiencing an ongoing serious health condition requiring periodic absences.

Common examples include:

• Recurring medical treatments or appointments
• Chronic conditions with episodic flare-ups
• Ongoing caregiving needs

As a general guideline, situations involving recurring absences such as one or more sick days per month related to an ongoing condition should be reviewed for possible FMLA eligibility.

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Leave of Absence Navigation and Support

Employees are strongly encouraged to contact Denise Lofton in Human Resources for a personalized review of any medical leave situation. Denise will help determine eligibility, explain options, and guide employees through the appropriate leave process, including FMLA and other institutional leave programs.

Early consultation helps ensure employees select the most appropriate leave pathway and understand how different options may impact pay, benefits, and job protection.

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What If I Don’t Qualify for FMLA?

If an employee does not meet FMLA eligibility requirements, other university leave options may still be available. These options can provide necessary time away; however, they may not include the same job protection and reinstatement rights that FMLA provides.

In these cases:

• Applicable university leave policies will be reviewed and utilized as appropriate
• Leave may still be approved based on institutional guidelines and operational needs
• However, federal FMLA protections would not apply

Employees are encouraged to work closely with Human Resources to identify the most appropriate available option based on their individual situation.

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Benefits and Insurance Continuation During Leave

Health insurance continuation depends on the type and status of leave:

While on Approved FMLA Leave

• If leave is paid, benefits continue as normal through payroll deductions
• If leave is unpaid FMLA, the employee remains responsible for their normal employee premium share, which may be paid directly or through arrangements with HR
• Coverage continues under the same active employee plan structure during approved FMLA

If FMLA Does Not Apply (Non-FMLA Leave)

• Employees may still have access to other approved leave programs, but benefit treatment differs
• The employee may be responsible for the full premium cost (including the employer subsidy portion), depending on policy and leave status
• In some cases, COBRA continuation coverage may be offered in accordance with plan rules and eligibility

Because benefit continuation rules vary significantly based on leave type, employees should contact HR early to avoid unexpected coverage or premium changes.

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Final Note

Navigating medical leave can be complex, especially when balancing eligibility, intermittent needs, and benefits considerations. Employees and supervisors are encouraged to contact Human Resources early—specifically Denise Lofton—to ensure the most appropriate leave pathway is identified and administered consistently.