Add a Leave Request and Complete the Six-Step Process – J.J. Keller & Associates Support Center

Purpose

This article provides step-by-step guidance for creating and managing Leave Requests in Leave Manager. The process covers selecting an employee, assigning a case number, and completing a six-step process (Leave Reason, Eligibility, Entitlement, Certification, Administrative, and Status). It also covers scheduling leave, generating forms, setting up notifications, managing attachments, and sending messages to employees.

Steps to Follow

Adding a Leave Request

Select the Leave Requests tab, then click +New Leave Request.
Search for and select the desired employee (add the employee here if needed).
Determine a Case Number.

You will then be guided through the six-step process:

Step 1: Leave Reason

Select the correct federal and state leave reason. If a reason is not applicable, select that option as well.
Select any additional programs you may have added into the system.
Use the Notes sections for internal use (reports can be run on notes per employee).

Step 2: Eligibility

Enter the date the request was submitted (you can backdate if necessary).
Enter the average number of hours the employee works per week.
Answer the 12-week requirement questions along with state and additional program requirements. If "No" is answered, the system flags the employee as not qualifying.

Step 3: Entitlement

Review what the employee is eligible for under each leave program being tracked.
If they have taken leave previously this year, you will see exactly what is available as of the current date.

Step 4: Certification

Select whether certification is required. If yes, fill in dates and select at least one item in the certification required box.
Enter the main contact that documented the need for leave (e.g., healthcare provider). This is not required.
Select whether recertification is required and include the frequency if applicable.

Step 5: Administrative

Select applicable boxes for health insurance and substitution of paid leave.
Contact information auto-fills from the Parameters section.
Answer whether the employee is a key employee.

Step 6: Status

Open — Request started but not approved. Select what additional information is needed.
Approved/Open — Employee is using leave time.
Approved/Closed — Employee returned to work, exhausted leave, terminated, or certification not renewed.
Denied — Provide reason for denial.

You can then choose to Finish the Leave Request or Schedule Leave.

Scheduling Leave

Step 1: Enter dates to apply leave

Flag leave as Intermittent if applicable, then select dates on the calendar.
Or select a date range for continuous leave.
Tip: Quickly schedule leave for a Monday-Friday employee by selecting a Standard Work Schedule (which blocks weekends), entering the start and end date, and applying to the calendar.

Step 2: Enter amount of time for each day

Enter the time the employee was gone for each date. If the same each day, enter the number in the top box and click Calculate.
If time varies, click each box to enter individually. The program tracks to the minute.

When finished, select Generate Forms to go to the Forms section, or Save & Edit Later.

Forms

The Notice of Eligibility and Rights & Responsibilities Form and Designation Notice Form auto-fill based on the steps completed. You also have access to multiple Certification forms. Click Generate Form(s) to download them.

Notifications

Leave Manager populates the Notifications page with the dates you entered in the FMLA process. Below is the Notifications layout and a table identifying where each date originates.

	Populated By:
1	Eligibility Tab - Date request is submitted
2	Schedule Leave Tab - The 1st day of leave input into the calendar.
3	Eligibility Tab - Saving this page will enable the Eligibility & Rights Notice card. The date the Eligibility notice is due is a manual entry here on the notifications tab. The date the Eligibility notice is received is a manual entry here on the notifications tab
4	Eligibility Tab - Saving this page will enable the Designation Notice card. The date the Designation notice is due is a manual entry here on the notifications tab. The date the Designation notice is received is a manual entry here on the notifications ta
5	Certification Tab - Saving the certification selections will enable the Certification card. The certification request date is entered in the leave request process and appears here on the notifications tab. The certification due date is entered in the leave request process and appears here on the notifications tab. The certification received date is entered in the leave request process and appears here on the notifications tab
6	Administrative Tab - Saving "will be requested to provide periodic reports" will enable the Recertification card. The recertification request date is a manual entry here on the notifications tab. The recertification due date is manual entry here on the notifications tab. The recertification received date is a manual entry here on the notifications tab
7	Status Tab - Status is Open (O). Saving the 2nd opinion selection will enable the 2nd opinion card. The 2nd opinion request date is a manual entry here on the notifications tab. The 2nd opinion due date is a manual entry here on the notifications tab. The 2nd opinion received date is a manual entry here on the notifications tab.
8	Status Tab - Status is Open (O). Saving the 3rd opinion selection will enable the 3rd opinion card. The 3rd opinion request date is a manual entry here on the notifications tab. The 3rd opinion due date is a manual entry here on the notifications tab. The 3rd opinion received date is a manual entry here on the notifications tab.
9	Status Tab - Status is Approved/Open (A/O). Saving "will" be required will enable the fitness-for-duty card. The fitness-for-duty due date is a manual entry here on the notifications tab. The fitness-for-duty received date is a manual entry here on the notifications tab
10	Status Tab - Status is Approved/Closed (A/C). Saving the returned to work selection will enable the return to work card. The returned to work date is entered on the status tab and appears here on the notifications tab
11	Status Tab - Status is Open (O). Saving the "information is needed" selection will enable the additional information card. The requested date will populate the day the user checks the below option on the status tab The certification provided is insufficient to determine whether the FMLA applies to your leave request. "Insufficient" means the information provided is vague, unclear, ambiguous or non-responsive. The Due date will also populate from the status tab below field The employee must provide the requested information no later than The received date will be entered by user on the notifications tab Any of the fields can be edited.
12	Notifications Tab - Reasons and custom dates are saved on the notifications tab. Dates are manual entries here on the notifications tab.

Set Up Email/Calendar Notifications: Click the edit button next to the notification you want to configure. Check "Send Notification" and choose how to receive your notification.

Eligibility Notices: Select the Notifications tab, then Edit in the Eligibility Notice box. Choose a due date, check Send Notification for Eligibility Notice Due, enter notification recipients and frequency, and Save.