The Family and Medical Leave Act (FMLA) is a federal law that gives “eligible” employees of covered employers the right to take a limited amount of unpaid, job-protected leave for specified family and medical reasons. The FMLA entitles an employee on qualified leave to continued group health insurance coverage under the same terms and conditions as if she had not taken leave. Read the law at 29 U.S.C. § 2601, et seq.
Employee Eligibility Requirements
Subject to a pair of relatively uncommon exclusions, 29 U.S.C. § 2611(2)(B), and the employer coverage requirements, 29 U.S.C. § 2611(4), an employee is generally “eligible” for FMLA rights if the employee has (i) been employed by her employer for at least 12 months and (ii) worked at least 1,250 hours during the previous 12 months. 29 U.S.C. § 2611(2)(A). The employee also has to be employed at a worksite where 50 or more employees are employed by the employer within 75 miles of that worksite. 29 U.S.C. § 2611(2)(B).
Covered Employer Requirements
The FMLA applies to covered “employers” — that is, the law only requires employers who meet certain specified criteria to comply with its job-protected leave provisions. Under the FMLA, a covered “employer” is generally any person or entity engaged in any activity affecting commerce who employs 50 or more employees for each working day during each of 20 or more calendar workweeks in the current or preceding calendar year. 29 U.S.C. § 2611(4)(A). This includes any “public agency”, as that term is defined in section 203(x) of the Fair Labor Standards Act, as well as the Government Accountability Office and the Library of Congress. 29 U.S.C. § 2611(4)(A)(iii), (iv). See also the covered employer regulations at 29 C.F.R. § 825.104.
FMLA Rights of Eligible Employees
The FMLA entitles eligible employees of covered employers to:
A) the birth of a child and to care for the newborn child within one year of birth;
B) the placement with the employee of a child for adoption or foster care and to care for the newly placed child within one year of placement;
C) to care for the employee’s spouse, child, or parent who has a serious health condition;
D) a serious health condition that makes the employee unable to perform the essential functions of his or her job;
E) any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a covered military member on “covered active duty” under 29 U.S.C. § 2611(14); or
The law generally entitles an employee, upon returning from bona fide FMLA leave, to return to (A) the position she held when the leave commenced, or (B) an equivalent position with equivalent employment benefits, pay, and other terms and conditions of employment. 29 U.S.C. § 2614(a)(1).
Maintenance of Employee Benefits During Leave
During any FMLA leave, an employer must generally maintain the employee’s coverage under any group health plan (as defined in the IRS Code at 26 U.S.C. § 5000(b)(1)) on the same conditions as coverage would have been provided if the employee had been continuously employed during the entire leave period. 29 C.F.R. § 825.209(a); 29 U.S.C. § 2614(a)(2).
Serious Health Condition Defined
In order to qualify for FMLA leave for a “serious health condition” under section 2612(a)(1)(D), the employee must have an illness, injury, impairment, or physical or mental condition that involves either (A) inpatient care in a hospital, hospice, or residential medical care facility; or (B) continuing treatment by a health care provider. 29 U.S.C. § 2611(11).
The FMLA’s implementing regulations, located at 29 C.F.R. § 825, discuss the law’s “serious health condition,” “inpatient” care,” “continuing treatment,” “health care provider,” and other requirements in detail.
Employer Notice Requirements
The FMLA requires employers to inform eligible employees about their rights and responsibilities under the law. See 29 C.F.R. § 825.300. For example, employers must post conspicuous notices explaining the FMLA’s provisions and providing information concerning the procedures for employees to filing complaints of violations of this law with the Department of Labor’s Wage and Hour Division. The notice must be posted prominently where it can be readily seen by employees and applicants for employment. 29 C.F.R. § 825.300(a).
In addition to providing the general notice, employers must also notify employees about their eligibility status, rights, and responsibilities under the FMLA. Employers must also inform employees whether their specific leave is designated as FMLA leave and explain the amount of time that will count against their FMLA leave entitlement. See 29 C.F.R. § 825.300.
The FMLA also generally requires employees to timely notify employers in advance when they need to take FMLA leave. The law’s implementing regulations at 29 C.F.R. §§ 825.302, 303, and 304 discuss the employee notice requirements in detail. Here is a fact sheet from WHD with some general guidance about employee notice responsibilities.
The FMLA prohibits employers from interfering with employees’ FMLA rights. This means an employer cannot interfere with, restrain, or deny an employee from exercising or attempting to exercise the rights provided by this law. 29 U.S.C. § 2615(a)(1).
The FMLA also prohibits employers from retaliating against employees because they exercise or try to exercise FMLA rights. In other words, an employer cannot discharge or in any other manner discriminate against any individual for opposing any practice made unlawful by the FMLA, or for participating in any proceedings or inquiries under this law. 29 U.S.C. § 2615(a)(2) & (b).
For example, the law’s anti-interference and anti-retaliation provisions generally prohibit employers from refusing to authorize FMLA leave for an eligible employee; discouraging an employee from using FMLA leave; manipulating an employee’s work hours to avoid responsibilities under the FMLA; using an employee’s request for or use of FMLA leave as a negative factor in employment actions, such as hiring, promotions, or disciplinary actions; or counting FMLA leave under “no fault” attendance policies.
Unlike many employment laws, the FMLA is not enforced by the Equal Employment Opportunity Commission. Employees may, therefore, seek to vindicate their FMLA rights in court without first filing administrative charges with EEOC. However, in some cases employees whose FMLA rights have been violated may also have viable claims under the Americans with Disabilities Act (ADA). The EEOC enforces the ADA, and therefore employees must submit their ADA claims to the EEOC and receive suit rights before taking those claims to court.
The Department of Labor’s Wage and Hour Division administers and enforces the FMLA for all private, state and local government employees, and some federal employees. The Wage and Hour Division investigates complaints, and also publishes resources, general guidance, and helpful fact sheets about various aspects of this law. In general, an FMLA action must be brought within two years from the date of the alleged violation. See 29 U.S.C. §2617(c).
An employer who violates an employee’s FMLA rights may be required to compensate the employee for lost wages, benefits, or other compensation, or other actual monetary losses, caused by the violation, plus interest on that amount. 29 U.S.C § 2617(a)(1)(A). The employer may also have to pay the employee additional “liquidated damages” in an amount equal to the sum of the economic losses and interest recovered. Id. In other words, the employer could have to pay the employee twice what the employee lost. The FMLA also authorizes courts to order equitable relief, such as employment, reinstatement, or promotion, to remedy violations. 29 U.S.C. § 2617(a)(1)(B). The law also provides that an employee who obtains a judgment may recover from the employer her litigation costs, reasonable attorney’s fees, and reasonable expert witness fees. 29 U.S.C. § 2617(a)(3).
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