NALC Guide to the Family and Medical Leave ActNALC Guide to the Family and Medical Leave Act Page 1. Introduction. T. his booklet outlines the rights of letter carriers under the Family

The Family and Medical Leave Act (FMLA) guarantees letter carriersimportant new rights to take time off work when a new child arrives, or whena carrier or a close family member experiences a serious health problem. The em-ployer must grant the time off and cannot take any action against the carrier whotakes it.

NALC is proud to offer you this new publication about your rights underthe Family and Medical Leave Act, created jointly by NALC's EducationDepartment and Contract Administration Unit. It summarizes and clarifies thedetailed regulations defining carriers' rights under the law. It also containsforms that carriers may photocopy and use to apply for FMLA leave.

Please read this booklet carefully and keep it on hand. If you have ques-tions or need help exercising your rights to FMLA leave, I urge you to consultyour NALC representative, who works hard to assist letter carriers and theirfamilies.

Sincerely and fraternally,

Vincent R. SombrottoPresident

TO ALL NALC MEMBERS:

© 1995 National Association of Letter Carriers, AFL-CIO

NALC Guide to the Family and Medical Leave Act Page i

INTRODUCTION......................................................................................................... 1Summary of the Law ................................................................................................1FMLA Leave versus Sick Leave for Dependent Care................................................2

1. ELIGIBILIT Y FOR FMLA LEAVE ........................................................................312 months of employment.........................................................................................31,250 hours of actual work........................................................................................3

2. NEW CHILD IN THE FAMILY ..............................................................................4Before the child arrives.............................................................................................4Caring for the child during the first year ...................................................................4

3. CARING FOR AN ILL FAMILY MEMBER...........................................................5A "child"...................................................................................................................5A "parent".................................................................................................................5A "spouse" ................................................................................................................5A "serious health condition"......................................................................................5

4. EMPLOYEE'S OWN ILL NESS...............................................................................6

5. TYPES AND AMOUNT OF LEAVE.......................................................................6Types of FMLA Leave .............................................................................................6Counting FMLA Leave.............................................................................................7Intermittent or Reduced Schedule FMLA Leave.......................................................7

6. APPLYING FOR FMLA LEAVE: NOTICE AND DOCUMENTATION.............10Employee's Notice to Postal Service.......................................................................10Management Notice to Employee...........................................................................10Documentation of Requests for FMLA Leave: NALC FMLA Forms.....................11Special FMLA Rules on Medical Certifi cations......................................................12

7. THE FMLA, BENEFITS AND THE CONTRACT ................................................13Health Benefits.......................................................................................................13Other Benefits.........................................................................................................13No Layoff ...............................................................................................................13Local Leave Policy .................................................................................................13Lif e Insurance.........................................................................................................13Seniority .................................................................................................................14Accumulation of Leave...........................................................................................14

Table of Contents

Note to Electronic Edition

Note to Electronic Edition: This electronic edition of the NALC Guide to the Family and Medical Leave Act contains the same text as the original, paper edition published in October, 1995. The changes made to the booklet in this electronic edition are as follows: 1. The NALC FMLA forms 1 through 5 have been reformatted with larger margins so the entire forms will print completely on most printers. 2. The NALC FMLA forms no longer contain the name and address of the National Association of Letter Carriers. This change was made because a number of health care providers have sent the completed forms to NALC rather than returning them to their patients. 3. The text was recreated electronically and does not line up, line-for-line and word-for-word, the same as in the paper edition. However, all of the same words appear on the same pages as in the original, regardless of slight layout variations. 4. A few typographical errors have been corrected in this edition. Please let NALC's Education Department or Contract Administration Unit know about your experience with this booklet, one of NALC's first electronically-published documents.

Page ii NALC Guide to the Family and Medical Leave Act

8. ENFORCING THE FMLA .....................................................................................14Enforcement of FMLA Protections.........................................................................14Discipline for Absenteeism.....................................................................................14

9. DEFINITIONS.......................................................................................................15"Health Care Provider" ...........................................................................................15"Needed to Care For" ..............................................................................................15"Serious Health Condition" .....................................................................................16

10. QUESTIONS & ANSWERS..................................................................................17Counting FMLA Leave Hours................................................................................17Which Situations Call for FMLA Leave?................................................................17Types of Leave Which May Be Taken....................................................................18Medical Documentation..........................................................................................18Miscellaneous.........................................................................................................19

Appendices...................................................................................................................20

Appendix A - NALC FMLA Forms

NALC Form 1: Employee’s Notification of New Child in the Family

NALC Form 2: Medical Certification—Employee’s OwnSerious Health Condition

NALC Form 3: Employee’s Certification of Own Serious Health Condition

NALC Form 4: Medical Certification—Family Member’s SeriousHealth Condition

NALC Form 5: Employee Notice of Need for Intermittent Leave or fora Reduced Work Schedule

Appendix B - FMLA Regulations, USPS Employee and Labor Relations Manual

Postal Bulletin 21847, 8-5-93, pp. 3-10

NALC Guide to the Family and Medical Leave Act Page 1

Introduction

This booklet outlines the rights of letter carriersunder the Family and Medical Leave Act(FMLA). The FMLA is a 1993 federal law

that requires the Postal Service and many other em-ployers to give employees time off work, withoutpenalty, to deal with serious family and medical prob-lems.

The FMLA's primary stated purposes are to: bal-ance the demands of the workplace with the needs offamilies; promote the stability and economic securityof families; and promote national interests in preserv-ing family integrity. The law took effect on August5, 1993.

12 weeks of leave each year . The FMLA guar-antees each postal employee up to 12 weeks of leaveeach year for:

♦ A new child in the family—by birth, by adoptionor by placement in foster care;

♦ Caring for a family member with a serious healthcondition; or

♦ The employee's own serious health condition thatprevents him or her from performing the job.

The 12 weeks need not be taken all at once; thetime off may be taken in separate blocks or intermit-tently, depending on the situation. The 12 week enti-tlement is for each postal leave year, which beginswith the first full pay period of each calendar year.

Employee rights under the FMLA . The Fam-ily and Medical Leave Act does not give letter carri-ers any additional paid leave, beyond the paid leaveto which carriers are entitled under NALC's NationalAgreement with the Postal Service and any relatedpostal handbooks and manuals. Rather, the law guar-antees employees:

♦ The right to take time off, using annual leave orleave without pay (LWOP) in most situations,and sick leave in certain circumstances, for thepurposes listed above.

♦ The right to retain the job and its benefits.The employer may not discontinue or change anemployee's benefits, change his or her job rights,place the employee on restricted sick leave ortake disciplinary action against the employee fortaking leave covered by the FMLA.

♦ The right to be informed. The employer is re-quired by the FMLA to inform employees thatthey have a right to leave under the law,1 and toinform employees whether any leave they haverequested is covered by the FMLA.

Specific rules and regulations . Employeerights and employer responsibilities under the FMLAare governed by detailed federal regulations2 and bySection 515 of the Postal Service's Employee and La-bor Relations Manual (ELM). This booklet summa-rizes the most important parts of the FMLA rules andregulations, and includes a reprint of ELM Section515 in Appendix B.

1 Postal supervisors should have copies of USPS Publication 71, "Notice for Employees Requesting Leave for Conditions Coveredby the Family Medical Act." That publication contains a very brief explanation of employee rights under the FMLA. In addition, theFMLA requires USPS management to post the Department of Labor's official poster (WH Publication 1420), "Your Rights Under theFamily and Medical Leave Act of 1993," at each postal workplace.

2 The final federal regulations implementing the FMLA were issued by the U.S. Department of Labor on January 6, 1995, and maybe found in Title 29 of the Code of Federal Regulations, Part 825 (29 C.F.R. Part 825).

SUMMARY OF THE LAW

Page 2 NALC Guide to the Family and Medical Leave Act

NALC's 1994 National Agreement with thePostal Service established a new right to use sickleave in certain situations—Sick Leave for DependentCare—which is separate and different from a carrier'sentitlement to leave under the Family and MedicalLeave Act. Under the new contract language, a lettercarrier is entitled to use up to 80 hours of Sick Leavefor Dependent Care per year:

... to give care or otherwise attend to a familymember with an illness, injury or other con-dition which, if an employee had such condi-tion, would justify the use of sick leave bythat employee. Family members shall in-clude son or daughter, parent, and spouse asdefined in ELM Section 515.2. Approval ofsick leave for dependent care will be subjectto normal procedures for leave approval.

This new contractual right to use paid sick leave doesnot add to the amount of sick leave earned. Rather, itenables a carrier to use earned sick leave for a newpurpose—caring for an ailing family member.

The carrier's right to Sick Leave for DependentCare under the contract and to leave under the FMLAare similar in some ways and different in others—andthe two types of leave may overlap. First, the defini-tions of son, daughter, spouse and parent in ELMSection 515.2 are the same as the FMLA defini-tions—so an employee may take time off to care forthe same persons under either the FMLA or this newcontractual leave provision.

However, to be covered by the FMLA the em-ployee must be needed to take care of a family mem-ber with a "serious health condition" as defined in thelaw. (See the definition of "serious health condition"on page 16.) This is a more restrictive definition thatthe contractual justification for taking Sick Leave forDependent Care. So in some cases a carrier may takepaid Sick Leave for Dependent Care because a familymember is ill and needs care, but because the familymember's illness does not amount to a "serious healthcondition" under the FMLA, the leave will not counttoward the employee's 12-week annual entitlement toFMLA leave. When the family member does have a"serious health condition" and the carrier takes SickLeave for Dependent Care, the time off does counttoward the 12-week FMLA leave entitlement.

FMLA L EAVE VERSUS SICK

LEAVE FOR DEPENDENT CARE


Eligibility forFMLA Leave1

To be eligible for FMLA leave a letter carriermust have worked for the Postal Service for at least12 months and must have worked at least 1,250 hoursduring the 12-month period immediately precedingthe beginning of the FMLA leave.

An employee is eligible to take FMLA leave onlyafter 12 months (52 weeks) of Postal Service employ-ment. The 12 months need not be consecutive. The12 months include any time off spent on Continua-tion of Pay (COP), workers' compensation (OWCP),military leave or court leave.

An employee must have worked at least 1,250hours during the 12 month period3 immediately pre-ceding the time the FMLA leave is to begin. The1,250 hours must be actual work hours, not includingany type of leave.

If a letter carrier notifies management of the needfor FMLA leave before he or she has met these re-quirements, then USPS must either confirm that thecarrier will be eligible by the time the FMLA leave isto begin, or if not, advise the carrier when he or shewill become eligible for FMLA leave. When a carrierapplies for FMLA leave but is not yet eligible, thePostal Service is responsible for notifying the carrierwithin two business days that he or she is not eligi-ble. If the carrier receives no such notification, he orshe must be considered eligible and the leave may notbe denied.

Once a carrier meets these eligibility r equire-ments, FMLA leave is available under three types of"covered conditions," explained in the following sec-tions.

12 MONTHS OF EMPL OYMENT

1,250 HOURS OF ACTUAL WORK

3In this case the 12 months must be consecutive.


New Childin the Family2

Each carrier is entitled to 12 weeks of FMLAleave per year for a new child in the family—by birth,or by placement of a foster child or adopted child.The age of a child adopted or placed in foster caredoes not affect eligibility, except for a child over age18, who must be incapable of self-care for the parentto be eligible for FMLA leave. When both parentswork for the Postal Service, management provideseach parent up to 12 weeks of FMLA leave for thispurpose even though the law requires only a com-bined total of 12 weeks for both parents in this situa-tion.

FMLA leave is available for a new child as fol-lows.

In the case of a birth, the pregnant employee isentitled to FMLA leave before the actual date ofbirth. For instance, an expectant mother may takeFMLA leave for prenatal care or if her conditionmakes her unable to work.

Before (or after) a foster or adopted child isplaced, the employee may take FMLA leave for mak-ing required arrangements for the placement—to

attend counselling sessions, appear in court, consultwith an attorney or with doctors representing the birthparent, or submit to a physical examination. A fatheror mother may take FMLA leave for these reasons.

Whether the child arrives by birth or by place-ment, a mother or father is entitled to FMLA leave tocare for the child during the first year. No medicaljustification is needed—the FMLA leave is guaran-teed simply to care for the new child. This particularright to FMLA leave terminates on the first anniver-sary of the child's birth or placement.

BEFORE THE CHILD ARRIVES

CARING FOR THE CHILD

DURING THE FIRST YEAR


Caring for anIll Family Member3

The FMLA guarantees family medical leave to anemployee to care for his or her child, parent or spousewho has a serious medical condition. This right isexplained by the FMLA regulations, which give thefollowing definitions of terms.

A "child" of an employee means the biological,adopted or foster child, stepchild, legal ward or childwho "stands in the position of a son or daughter tothe employee," who is under the age of 18 or, if over18, is incapable of self-care because of a mental orphysical disability. To "stand in the position of a sonor daughter" means that the employee has day-to-dayresponsibilities for the care and financial support ofthat child. A biological or legal relationship is notnecessary.

A "parent" as defined by the FMLA is a person"who stood in the position of the parent to the em-ployee when the employee was a child." Again, thisis a person who had day-to-day responsibilities forthe care and financial support of that employee. Thedefinition of a parent does not include parents-in-law.

A "spouse" is the husband or wife of an em-ployee as defined or recognized by state marriagelaw. If the state recognizes common-law marriages,then a common-law spouse is covered by the FMLA.Otherwise, unmarried domestic partners are not con-sidered to be spouses.

A "serious health condition" of a family memberis defined at length by the FMLA regulations; a de-tailed summary of the definition appears on page 16below.

“C HILD ”

“PARENT”

“SPOUSE”

“SERIOUS HEALTH CONDITION ”


Employee’sOwn Illness4

The FMLA also guarantees leave to an employeefor his or her own serious health condition, when thatcondition makes the employee unable to perform thefunctions of his or her position.

The definition of "serious health condition" is thesame for an employee's own ailment and that of afamily member; see the definition on page 16.FMLA l eave taken under this section typically will bepaid sick leave or time off due to an occupational

injury or disease covered by the Office of Workers’Compensation Programs (OWCP); an employee alsohas the option of using annual leave or requestingLWOP. An employee is “unable to perform the func-tions of the position” where the health care providerfinds that the employee is unable to work at all or isunable to perform any one of the essential functionsof the employee’s position within the meaning of theAmericans with Disabiliti es Act, 42 U.S.C. 12101 etseq., and the regulations at 29 C.F.R. 1630.2(n).

Types andAmounts of Leave5

Leave covered by the FMLA is usually chargedto leave without pay (LWOP), annual leave or sickleave, or a combination of these, depending on thesituation, in accordance with the National Agreementand applicable postal rules and regulations. (SeeChapter 5, Leave, of the USPS Employee and LaborRelations Manual (ELM).) If the employer chooses,it may count time spent off work due to an occupa-tional injury or disease covered by the Office ofWorkers' Compensation Programs (OWCP) as FMLAleave when the employee has a serious health condi-tion.

Note—Using LWOP before paid leave: In somesituations a carrier may wish to charge FMLA leaveto LWOP and thereby preserve his or her balance ofpaid leave. Under ELM Section 514, as a generalrule management has discretion in the granting ofLWOP. This is an administrative decision that must

be based on the needs of the employee, the needs ofthe Postal Service and the cost to the Postal Service.However, if the employee has exhausted paid leavethen LWOP must be granted for an FMLA-coveredcondition. This rule applies to all situations where anemployee has paid leave that may be used for anFMLA-covered condition and wishes to substituteLWOP for all or some part of the time off.

FMLA l eave for new child. An employee hasthe right to use sick leave for prenatal care andpregnancy- or birth-related incapacity in accordancewith the usual leave procedures; this time off iscounted as FMLA leave. And also in accordancewith those procedures, the employee may use annualleave instead or request LWOP.

When the new child is a foster or adopted child,the employee may use annual or request LWOP tomake arrangements for the placement or adoption.Management must grant this leave and it is countedtowards the 12-week FMLA leave entitlement.

TYPES OF FMLA L EAVE


Annual leave or LWOP may be used to care forthe new child, whether biological, foster or adopted,during the first year after the child's arrival. TheFMLA requires the Postal Service to grant leave forthis purpose.

FMLA leave for family member with a serioushealth condition. Sick Leave for Dependent Care(up to 80 hours per year), or annual leave or LWOP,may be used to care for a family member with a seri-ous health condition.1 Management must grant theleave. After the 80-hour entitlement to sick leave isexhausted the carrier may use annual leave or requestLWOP.

FMLA leave for carrier's own serious healthcondition. The FMLA guarantees time off when anemployee's serious health condition prevents him orher from performing the job. Typically the employeewill use paid sick leave in this situation; other leavemay be used instead, in accordance with existingleave rules.

Time off on paid sick leave is counted as FMLAleave only if the employee has a "serious health con-dition" as defined by the FMLA; see page 16. Forexample, an employee's regular dental checkup ap-pointment qualifi es for paid sick leave but not forFMLA. (Under Section 513 of the USPS Employeeand Labor Relations Manual, an employee is entitledto paid sick leave when "incapacitated for the perfor-mance of duties because of illness, injury, pregnancyand confinement, and medical (including dental oroptical) examination or treatment.")

OWCP: The employer may choose to count timeoff work because of an OWCP-covered injury or dis-ease as FMLA leave only if the ailment is a serioushealth condition preventing the employee from per-forming the job, as defined in the FMLA. For in-stance, the Postal Service could count time off due toa long-term, OWCP-covered medical problem pre-venting the employee from working, or requiring areduced schedule, as FMLA leave. However, someOWCP-covered situations would not count as FMLAleave—such as a one-time treatment for a minorbruise received on the job.

Each employee has the right to take up to 12work weeks of FMLA absence per leave year for thecovered conditions. This is equal to 12 times the em-ployee's normal scheduled hours per week, up to 40hours. So eligible full-time carriers are entitled to480 hours of FMLA leave.

Part-time flexible and part-time regular employ-ees who work a "normal weekly schedule" are enti-tled 12 time the number of normally scheduledweekly work hours. A part-time flexible carrier witha variable work schedule is entitled to FMLA leavehours equal to the number of hours he or she workedduring the 12 weeks immediately prior to the start ofthe FMLA leave, excluding overtime hours.

FMLA l eave may be taken in increments smallerthan an hour, as permitted under existing rules forcharging leave. Only the amount of leave actuallytaken may be counted toward a carrier's 12-week an-nual entitlement to FMLA leave. An employee maynot be required to take off a full hour when onlytwenty minutes are needed, or required to take off afull day when only part of a day is needed for FMLAleave.

FMLA leave need not be taken all at once—12weeks in a row. Rather, it may be taken intermit-tently or on a reduced schedule in certain circum-stances.

♦ "In termittent" FMLA leave is leave taken inseparate blocks of time due to a single qualifyingreason.

♦ A " reduced schedule" is a work-and-leaveschedule that reduces the carrier's usual weekly ordaily work hours.

COUNTING FMLA L EAVE

4 When a carrier takes Sick Leave for Dependent Care and the family member has a serious health condition, the leave is also

counted as FMLA leave.

INTERM ITTENT OR REDUCED

SCHEDULE FMLA L EAVE


Right to take intermittent or reduced scheduleFMLA leave. Intermittent or reduced scheduleFMLA leave may be taken in any of the FMLA's cov-ered circumstances.

New child. A carrier may take intermittent orreduced schedule FMLA leave to care for a new bio-logical, foster or adopted child only if managementagrees to the leave. Such intermittent or reducedschedule leave might occur when, for example, anemployee works part-time after a new child arrives,or takes leave in several segments.

Management must permit intermittent or reducedschedule FMLA leave for a pregnant carrier's prenatalcare or for her own incapacity in connection with thepregnancy or birth, both of which qualify as serioushealth conditions.

Care for family member with serious healthcondition. Intermittent or reduced schedule FMLAleave may be taken when an employee is needed tocare for a parent, spouse or child with a serious healthcondition. (See the FMLA definition of "needed tocare for" on page 16.)

Management must permit this type of intermittentor reduced schedule FMLA leave. The employee es-tablishes the need for such leave by providing certifi-cation from the family member's health care providerthat the leave is medically necessary—that the em-ployee needs the leave to care for the family memberwith a serious health condition. (See Section 6,"Applying for FMLA Leave: Notice and Documenta-tion," for more information.)

Employee's own serious health condition. In-termittent or reduced schedule FMLA leave also maybe taken because of the employee's own serioushealth condition:

♦ When medically necessary for planned or unan-ticipated medical treatment of the health condi-tion by or under the supervision of a health careprovider;

♦ For recovery from treatment or recovery from aserious health condition; or

♦ When a serious health condition requires periodictreatment by a health care provider, for exam-ple—for periodic medical appointments, for leavetaken several days at a time over a period of sev-eral months such as for chemotherapy, or for in-ability to work due to a serious chronic healthcondition even if not treated by a health careprovider.

Management must permit this type of intermittentor reduced schedule leave. The need for the leave isestablished by the health care provider's certificationthat the employee has a serious health condition andthat the leave is a medical necessity. "Medical neces-sity" means there is a medical need for the leavewhich can best be accommodated through an inter-mittent or reduced leave schedule. (See Section 6,"Applying for FMLA Leave: Notice and Documenta-tion," for more information.)

Scheduling intermittent or reduced scheduleFMLA leave. Generally, carriers and managementwill have to work together to set up a schedule to ac-commodate intermittent or reduced schedule FMLAleave.

♦ Caring for a new child. A new parent has theright to take 12 weeks of FMLA leave to care fora new child in the first year. However, in thisnon-medical FMLA leave situation the em-ployer's approval is needed for a carrier to takeintermittent or reduced schedule FMLA leave.So it is up to the employee, NALC and manage-ment to negotiate over the times that such leavewill be scheduled.

♦ Serious health conditions. When intermittent orreduced schedule FMLA leave is required due tothe employee's or a family member's serioushealth condition, the employer must grant suchleave when medical necessity is shown. Employ-ees must attempt to schedule such leave, when itis foreseeable, so as not to disrupt the employer'soperation. The carrier and management shouldattempt to work out a schedule that meets the car-rier's medical needs, or family member's needfor care, without unduly disrupting manage-ment's operation. However, the ultimate reso-lution of the leave schedule always remains


subject to the health care provider's determina-tions as to medical necessity. For instance, man-agement may not ask an employee to try toschedule planned medical treatments outside thenormal working hours when scheduling themduring working hours would not unduly disruptoperations.

Transfer to alternative position. In certain cir-cumstances the Postal Service may require a lettercarrier on intermittent or reduced schedule FMLAleave to transfer temporarily to an available alterna-tive position that has equivalent pay and benefits andthat better accommodates the employee's leave needsthan the regular position:

♦ When the employee takes intermittent or reducedschedule leave for the birth of a child or to carefor a new biological, foster or adopted child; or

♦ When the employee needs intermittent or reducedschedule leave that is foreseeable based onplanned medical treatment for the employee or afamily member.

Transfers to alternative positions—including anycross-craft assignments—are governed by the Na-tional Agreement and applicable postal rules and reg-ulations. When the employee no longer needs theFMLA leave he or she must be returned to the sameor equivalent job as the one left when the leave be-gan.

The Postal Service may not transfer a carrier toan alternative position in order to discourage the tak-ing of FMLA leave or otherwise cause hardship to thecarrier. For instance, a carrier may not be reassignedto a night tour or to a distant job site.


Applying for FMLA Leave:Notice and Documentation6

Form 3971. A letter carrier fills out a Form3971, "Request For or Notification of Absence," toapply for leave covered by the Family and MedicalLeave Act—the same as for other types of leave. Anew Form 3971 has been created to take account ofthe FMLA.

No need to mention the FMLA. A letter carrierneed not explicitly request FMLA leave or even men-tion the FMLA in order to receive it. It is postalmanagement's responsibility to determine whether theleave requested is covered by the FMLA, based oninformation provided by the employee. Sometimesthe carrier will give the supervisor an initial reasonfor the leave that indicates it will be FMLA leave; inother cases the supervisor may have to ask for moreinformation.

Special FMLA requirements. In addition, thereare specific notification and documentation rules thatapply when the leave is needed for a situation coveredby the FMLA. These are explained below.

A carrier must give notice to management thatFMLA leave is needed. Giving notice is often a sepa-rate matter from submitting a Form 3971, as ex-plained below. Notice to management may be eitherspoken or written. The FMLA notice requirementsare different depending on whether the leave is fore-seeable.

Foreseeable leave—30 days' notice. When theneed for FMLA leave is foreseeable (such as a birthor planned placement of a foster child or adoption, orwhere an operation or medical treatments are plannedin advance) the employee must notify management of

the need for the leave and provide appropriate sup-porting documentation at least 30 days in advance.(See below for documentation requirements.)

Not foreseeable. Where 30 days' notice is notpossible, or when the need for the FMLA leave is notforeseeable, notice must be given as soon as practica-ble—ordinarily within 2 business days of when thecarrier learns of the need for the leave. When FMLAleave is needed for a medical emergency involvingan employee's or family member's serious health con-dition, management may not require prior written no-tice. Notice may be given by phone, telegraph, fax orother electronic means, and a spokesperson for theemployee may give the notice—a spouse, adult fam-ily member or other responsible party.

After the Postal Service learns that leave is beingtaken for an FMLA required reason, it must notify theemployee within 2 business days (absent unusual cir-cumstances) of the following:

(1) That the absence is designated as FMLA leave;

(2) The type of leave (annual, sick, LWOP) to becharged; and

(3) Any additional documentation the employeeneeds to furnish (see below).

This information should be provided on the em-ployee's copy of the Form 3971, and accompanied bya copy of USPS Publication 71, "Notice for Employ-ees Requesting Leave for Conditions Covered by theFamily and Medical Leave Act."

MANAGEMENT NOTICE

TO EMPLOYEE

EMPLOYEE ’S NOTICE

TO POSTAL SERVICE


A carrier requesting FMLA leave should submitappropriate documentation to management along withnotice of the need for the leave. The type of docu-mentation required is different depending on theFMLA-covered condition involved.

NALC FMLA forms. The most convenient wayto submit the required documentation is to use theNALC FMLA forms published in the Appendix tothis booklet. Each of these forms is explained inmore detail below.

NALC Form 1: Employee's Notification of NewChild in the Family

NALC Form 2: Medical Certification—Employee'sOwn Serious Health Condition

NALC Form 3: Employee's Certification of OwnSerious Health Condition

NALC Form 4: Medical Certification—FamilyMember's Serious Health Condition

NALC Form 5: Employee's Notice of Need forIntermittent Leave or a ReducedWork Schedule

NALC Form 1: Employee's Notification ofNew Child in the Family. Certain FMLA-coveredconditions involving a new child involve no serioushealth condition, and thus do not require any medicalcertification. This includes time off to arrange for anadoption or foster care placement, and time off tocare for a new child during the first year after thebirth or placement. In these situations the onlyFMLA documentation requirement is a notification ofthe expected birth or placement date; no additionalsupporting documentation, such as a birth certificateor adoption order, is required. After this notice isgiven to management at least 30 days before the an-ticipated birth or placement date, a Form 3971 mustbe submitted as usual when the leave is to begin. SeeForm 1 in Appendix A,.

NALC FMLA Form 2: Medical Certifica-tion—Employee's Own Serious Health Condition.This form may be used to document a carrier's need

for FMLA leave because of his or her own serioushealth condition, in situations where the usual postalleave rules require an employee to provide medicalcertification for the absence. (Typically the PostalService requires written certification for absences ofmore than 3 days, or when an employee is in re-stricted leave status.)

A health care provider must provide this certifi-cation of the carrier's condition. (See the FMLA defi-nition of "health care provider" on page 15.) A copyof the form should be given to the health careprovider. The form should be filled out completelyand signed by the health care provider and then sub-mitted to management. See Form 2 in Appendix A.Also see the special FMLA rules for medical certifi-cations, below in this section.

NALC FMLA Form 3: Employee's Certifica-tion of Own Serious Health Condition. In somesituations an employee may provide a certification ofhis or her own serious health condition—that is,where the condition meets the "serious health condi-tion" definition under the FMLA, but no medical cer-tification is required for the absence under the usualPostal Service rules. This could happen where, forexample, a carrier with a fixed Monday-Friday sched-ule pulls a muscle and sees a doctor for it on Friday,is told to rest and is given a 10-day course of medica-tion for the problem, and then recovers well enoughto go back to work the following Tuesday. Only twodays were taken off, so no medical documentation isrequired. However, the condition qualifies as a"serious health condition" under the FMLA. The car-rier may have the time off counted as FMLA leave bysubmitting NALC FMLA Form 3, personally certify-ing that the condition meets the FMLA definition.See Form 3 in Appendix A.

NALC Form 4: Medical Certification—Fam-ily Member's Serious Health Condition. Carriersmay use Form 4 to provide a health care provider'scertification that a carrier is needed to care for a fam-ily member with a serious health condition. The formshould be filled out completely and signed by thefamily member's health care provider and then sub-mitted to management. (For this certification it is im-portant to know the meaning of "needed to care for"under the FMLA; see the definition on page 15.) SeeForm 4 in Appendix A.

DOCUMENTATION OF REQUESTS

FOR FMLA L EAVE:NALC FMLA F ORMS


NALC Form 5: Employee's Notice of Need forIntermittent Leave or a Reduced Work Schedule.This form may be used to request intermittent leaveor a reduced daily or weekly work schedule forFMLA-covered conditions. When this type of FMLAleave is requested because of the carrier's own or afamily member's serious health condition, the carriermust also submit the proper health care provider'smedical certification form (Form 2 or Form 4). SeeForm 5 in Appendix A,.

The FMLA regulations contain special rules re-garding a health care provider's certification of a seri-ous health condition. Where required, the carriermust submit the health care provider's certificationwithin the time frame requested by management,which must allow for at least 15 calendar days, unlessit is not possible and practical to do so under the cir-cumstances despite the employee's diligent, goodfaith efforts. If an employee submits an incompletemedical certification, management must advise theemployee and provide him or her with a reasonableopportunity to fix the problem.

If the employee submits a complete certificationsigned by the health care provider, management maynot request any additional information from thehealth care provider. However, a health care providerrepresenting the Postal Service may contact the em-ployee's health care provider, with the employee'spermission, for the purposes of clarification and au-thenticity of the medical certification.

If management has reason to doubt the validity ofa medical certification it may require the employee toobtain a second opinion at management expense, in-cluding reasonable travel costs. The health careprovider selected by management to provide a secondopinion may not be employed on a regular basis bythe Postal Service; nor may the provider be one whoregularly contracts with or provide services to thePostal Service, unless access to health care is ex-tremely limited in the area. If the employee's and em-ployer's health care provider differ, management mayrequire a third opinion at its expense, from a healthcare provider chosen jointly by the employee and theemployer. The third opinion is final and binding.

Recertification of serious health conditions.Postal management may request a recertification froma health care provider in certain circumstances. Gen-erally, management may request recertification at rea-sonable intervals, but not before the minimum periodspecified in the certification has expired, and other-wise not more often than every 30 days, unless: (1)the carrier requests an extension of leave; (2) circum-stances described by the previous certification havechanged significantly (for example, duration of theillness, the nature of the illness, complications); or (3)the employer receives information that casts doubtupon the continuing validity of the certification.

As with an initial certification, a carrier has atleast 15 days to provide a requested recertification.No second or third opinion may be required of a re-certification. Unless postal management providesotherwise, any recertification it requests is at em-ployee expense.

SPECIAL FMLA R ULES ON

MEDICAL CERTIFICATIONS


The FMLA, Benefitsand the Contract7

This section explains how the taking of FMLAleave may affect employee benefits and certain con-tractual protections.

The FMLA requires the Postal Service to main-tain group health plan (FEHBP) coverage for an em-ployee who takes FMLA leave. The employee is re-quired to continue to pay the employee portion of thehealth plan premium, which will continue to be with-held from an employee taking paid FMLA leave.When the employee will be on LWOP, the PostalService must provide the carrier with information onhow to pay his or her portion of the premium.

An employee's entitlement to benefits other thangroup health benefits during a period of FMLA leave(for example, holiday pay) is not changed by theFMLA. Rather, the established benefit rules continueto apply for the type of leave taken—LWOP, annualleave or sick leave.

Employees retain the no-layoff protection of Arti-cle 6, paragraph (2) when FMLA leave interrupts the20 pay periods that must be worked during six yearsof continuous service. The only time FMLA leavewould interrupt the years required for protection is incases where more than 12 weeks of FMLA leave dur-ing two different leave years result in more than 6 payperiods of absence during an individual employee's"anniversary" year. In these rare cases management'stime-keeping computer system will fail to recognizethe no layoff protection even though it has been

attained under the contract. To correct this error localmanagement must send a memo to the USPS Min-neapolis Information Service Center to make a man-ual change in the computer records.

It is NALC's position that annual leave taken asFMLA leave may be counted toward the leave quotain a Local Memorandum of Understanding, absentLMOU language to the contrary. However, wheremanagement is required to grant annual leave for anFMLA covered condition, such leave must be grantedeven though the annual leave quota provided by aLMOU has already been filled.

Basic life insurance coverage is free and contin-ues during time off for FMLA leave. If a carrier is ina LWOP status for more than a year, this coverage isdiscontinued but the carrier has an opportunity tocovert to an individual policy. Optional life insur-ance coverage also continues, with premiums with-held from paychecks during periods of paid leave. Ifa carrier is in a nonpay status, optional insurance cov-erage continues without cost for up to 12 months, af-ter which the policy may be converted to an individ-ual policy. However, if the employee has at least 4consecutive months during which some pay is re-ceived during each pay period after a period of non-pay status, he or she is entitled to begin a new 12month period.

HEALTH BENEFITS

OTHER BENEFITS

NO LAYOFF

LOCAL LEAVE POLICY

L IFE INSURANCE


Seniority is not affected by the taking of FMLAleave even where an employee takes the full 12 weeksin LWOP status. A carrier retains and accrues senior-ity as if he or she had worked the entire time.

The FMLA does not change the methods bywhich leave is accumulated under the contract andpostal regulations. Leave continues to be earned ac-cording to the regulations cited in the USPS Em-ployee Labor Relations Manual, Chapter 5, Subchap-ter 510.

ACCUMULATION OF LEAVESENIORITY

Enforcingthe FMLA8

The FMLA may be enforced though the NationalAgreement or through the legal enforcement mea-sures provided by the law. In addition, NALC repre-sentative may find it necessary to claim FMLA pro-tections as an important defense in many cases in-volving discipline for absenteeism.

If management violates the FMLA the law maybe enforced through the National Agreement, by fil-ing a grievance alleging violations of Articles 3(Management Rights) and 19 (Handbooks and Manu-als). Article 3 requires management to manage thePostal Service “... consistent with applicable laws andregulations ...” An Article 19 violation should be al-leged because the Postal Service's FMLA rules arecontained in Section 515 of the USPS Employee andLabor Relations Manual.

An employee also has the option of seeking re-dress for an FMLA violation by filing a complaintwith the Secretary of Labor, or by filing a privatelawsuit pursuant to Section 107 of the FMLA.

The FMLA prohibits the Postal Service from tak-ing any action against an employee for the use ofFMLA-required leave. This means that managementmay not use a carrier's taking of FMLA leave as a ba-sis for discipline against a letter carrier. Union repre-sentatives should review existing and future absen-teeism grievances to ensure that none of the time offcited as a basis for discipline or removal was coveredby the FMLA.

NALC representatives should also be prepared toargue that leave covered by the FMLA may not be abasis for discipline even if neither the employee normanagement knew, when the time off was taken, thatit was so covered. The law provides that an em-ployee need not mention the FMLA or specificallyrequest FMLA leave in order to gain the right to useleave under the law. The carrier need only apply forthe leave and supply a reason, and it is up to manage-ment to determine if the leave qualifies a FMLAleave. If it qualifies, the leave may not form a basisfor a charge of absenteeism.

ENFORCEMENT OF FMLAPROTECTIONS

DISCIPLINE FOR ABSENTEEISM


Definitions9The FMLA regulations define several key terms

that help to explain employee rights under the law.Several of those terms are defined throughout thisbooklet. The extensive definitions of three importantFMLA terms—"health care provider," "needed tocare for" and "serious health condition"—are givenhere.

A "health care provider" must provide a certifica-tion that the employee needs FMLA leave for his orown serious health condition or to care for a familymember who has a serious health condition. TheFMLA definition of a "health care provider" includes:

1. A doctor of medicine or osteopathy who is autho-rized to practice medicine or surgery (as appropri-ate) by the State in which the doctor practices; or

2. Any other person determined by the Secretary ofLabor to be capable of providing health care ser-vices; or

3. Any podiatrists, dentists, clinical psychologists,optometrists, and chiropractors, authorized topractice in the State and performing within thescope of their practice as defined under State law;or

4. Any nurse practitioners, nurse midwives and clin-ical social workers, authorized to practice in theState and performing within the scope of theirpractice as defined under State law; or

5. Christian Science practitioners listed with theFirst Church of Christ, Scientist in Boston, MA;or

6. Any health care provider from whom an em-ployer or a group health plan's benefits managerwill accept certification for the existence of a se-rious health condition to substantiate a claim forbenefits; or

7. A health care provider as defined above whopractices in a country other than the UnitedStates, who is licensed to practice in accordancewith the laws and regulations of that country.

Where an employee needs FMLA leave to carefor a family member with a serious health condition,management may require certification of this need bythe health care provider. This certification (1) estab-lishes that the family member has a serious healthcondition and (2) establishes that the employee is"needed to care for" the family member. See NALCFMLA Form 4, "Medical Certification—FamilyMember's Serious Health Condition," in Appendix A.

The definition of "needed to care for" a familymember includes both physical and psychologicalcare. It includes situations where:

1. The family member is unable to care for his orher basic medical, hygienic or nutritional needsor safety, or is unable to travel to the doctor, etc.;

2. The family member is receiving inpatient orhome care and the employee is needed to providebeneficial psychological comfort and reassurance;

3. The employee is needed to fill in for others whoare caring for the family member, or to make ar-rangements for changes in care such as transfer toa nursing home;

4. The family member's need for care is intermit-tent; or

5. The employee is needed only intermittently—such as where other care is normally available, orcare responsibilities are shared with another care-giver.

“H EALTH CARE PROVIDER ”

“N EEDED TO CARE FOR”


A "serious health condition" of a family memberis defined in the FMLA regulations for both carriersthemselves and for family members as any illness,injury, impairment or physical or mental conditionthat involves one of the following:

1. Hospital care: This means inpatient care(that is, an overnight stay) in a hospital, hospice orresidential medical care facility, including any periodof incapacity or subsequent treatment in connectionwith or consequent to such inpatient care.

2. Absence plus treatment: A period of inca-pacity of more than three consecutive calendar days(including any subsequent treatment or period of in-capacity relating to the same condition), that also in-volves:

(a) Treatment5 two or more times by a healthcare provider, by a nurse or physician's assis-tant under direct supervision of a health careprovider, or by a provider of health care ser-vices (for example, physical therapist) underorders of, or on referral by, a health careprovider; or

(b) Treatment by a health care provider on atleast one occasion which results in a regimenof continuing treatment6 under the supervi-sion of the health care provider.

3. Pregnancy: Any period of incapacity due topregnancy, or for prenatal care.

4. Chronic conditions requiring treatments:A chronic condition which:

(a) Requires periodic visits for treatment by ahealth care provider, or by a nurse or physi-cian's assistant under direct supervision of ahealth care provider;

(b) Continues over an extended period of time(including recurring episodes of a single un-derlying condition); and

(c) May cause episodic rather than a continuingperiod of incapacity (for example, asthma,diabetes, epilepsy, etc.).

5. Permanent long-term conditions requiring su-pervision: A period of incapacity which is perma-nent or long-term due to a condition for which treat-ment may not be effective. The employee or familymember must be under the continuing supervision of,but need not be receiving active treatment by a healthcare provider. Examples include Alzheimer's, asevere stroke, or the terminal stages of a disease.

6. Multiple treatments (non-chronic conditions):Any period of absence to receive multiple treatments(including any period of recovery therefrom) by ahealth care provider or by a provider of health careservices under orders of, or on referral by, a healthcare provider either for restorative surgery after anaccident or other injury, or for a condition that wouldlikely result in a period of incapacity of more thanthree consecutive calendar days in the absence ofmedical intervention or treatment such as cancer(chemotherapy, radiation, etc), severe arthritis(physical therapy), kidney disease (dialysis).

“SERIOUS HEALTH CONDITION ”

5Treatment includes examinations to determine if a serious health condition exists and evaluations of the condition. Treatmentdoes not include routine physical examinations, eye examinations or dental examinations.

6A regimen of continuing treatment includes, for example, a course of prescription medication (for example, an antibiotic) or ther-apy requiring special equipment to resolve or alleviate the health condition. A regimen of treatment does not include the taking ofover-the-counter medications such as aspirin, antihistamines, or salves; or bed-rest, drinking fluids, exercise, and other similar activi-ties that can be initiated without a visit to a health care provider.


1. Q. Is an employee entitled to up to 12 workweeks of FMLA leave within a Postal Ser-vice leave year, or during any 12 month pe-riod?

A. During a Postal Service leave year.

2. Q. Do COP, OWCP, military and court leavecount toward the "12 months of employment"eligibility requirement for FMLA leave?

A. Yes. However, leave hours do not count to-wards the eligibility requirement of 1,250hours worked.

3. Q. If a carrier had an on-the-job injury, doestime spent on OWCP count towards the 12-week FMLA leave entitlement?

A. Only if the employee's injury meets theFMLA definition of a "serious health condi-tion."

4. Q. What if a full-time carrier is on OWCP andable to work 6 hours per day, 5 days perweek? How much time is counted as FMLAleave?

A. Only the time spent off work is counted to-ward the FMLA entitlement. In this case 2hours per day, 5 days per week are countedtowards the 480 hour (12 week) entitlement.

5. Q. Can an employee use FMLA leave to look forchild care?

A. No; looking for child care is not an FMLAcovered condition. However, a supervisorcan approve regular annual leave for such apurpose.

6. Q. A carrier's wife had an operation and the car-rier stayed home to take care of her for twoweeks. He used his annual leave, however,and did not tell his supervisor the reason forthe annual leave. Can he go back now andhave the leave counted toward the 12 weeksof FMLA leave?

A. Yes. However, the carrier should notify theemployer within two days of returning towork. In addition, medical documentation ofhis wife's serious health condition may be re-quired.

7. Q. A carrier's child has asthma. Once a monthhe takes the child to the doctor for treatment.Does this qualify for FMLA leave?

A. Yes. Intermittent absences due to a familymember's chronic condition do meet the crite-ria for FMLA leave. This case and casessimilar require the employee and supervisorto have an open line of communication.

8. Q. Can a carrier take FMLA leave for substanceabuse treatment?

A. Yes, but only where the treatment is fur-nished by a health care provider as defined inthe FMLA. Absence because of the em-ployee's use of the substance, rather than fortreatment, does not qualify for FMLA leave.

9. Q. A carrier's father-in-law who lives with her isvery ill and requires her care. Would this fallunder FMLA leave?

A. No. FMLA leave may be used to care ofonly a spouse, parent or child with a serioushealth condition. "In-laws" do not qualify.Leave taken to care for anyone else wouldrequire approval under the usual leave proce-dures.

COUNTING FMLA L EAVE HOURS

WHICH SITUATIONS CALL FOR

FMLA L EAVE?

Questions& Answers10


10. Q. May a carrier take 12 weeks of FMLA leavein July when he adopts a child, and then takeanother 12 weeks of FMLA leave in Marchof the next leave year?

A. Yes. An employee is entitled up to 12 weeksper leave year to care for new child up to ayear from the date the new child arrives.

11. Q. Can a carrier use sick leave to stay home totake care of his wife, who just gave birth, andto take care of the new baby?

A. Yes, in part. NALC's 1994 National Agree-ment with the Postal Service established theright to use sick leave to care for a spouse,parent or child (same definitions as inFMLA) who has an illness, injury or condi-tion which, if the employee had it, would jus-tify the use of sick leave. So in this case thecarrier may use sick leave to care for his inca-pacitated wife. He also has the right to useFMLA leave—annual leave or LWOP, in thissituation—to care for the healthy baby.

12. Q. A carrier's father needs dialysis treatmentsonce every two weeks. May the carrier takepaid sick leave on an intermittent basis totake his father to dialysis?

A. Yes. This situation is covered by the Na-tional Agreement's provisions on Sick Leavefor Dependent Care, so the carrier may takeup to 80 hours of paid sick leave for this pur-pose. In addition, this situation is covered bythe FMLA and the carrier is entitled to inter-mittent FMLA leave if certified by the healthcare provider.

13. Q. May an employee use LWOP for an FMLA-covered situation instead of using accruedannual or sick leave?

A. Under Section 514 of the USPS Employeeand Labor Relations Manual, as a generalrule management has discretion in the grant-ing of LWOP; this is an administrative deci-sion that must be based on the needs of the

employee, the needs of the Postal Service andthe cost to the Postal Service. However, if theemployee has exhausted paid leave thenLWOP must be granted for an FMLA-covered condition.

14. Q. A carrier's daughter broke her leg and musthave complete bed rest for two weeks. Thecarrier submitted the appropriate documenta-tion in order to stay home and care for her.At the end of the two weeks the doctor toldthe carrier that her daughter would need anadditional three weeks of bed rest. Must thecarrier submit additional documentation?

A. Yes. Since the circumstances have changedthe supervisor may require additional certifi-cation from the health care provider.

15. Q. How often can the USPS ask for medicaldocumentation to prove a carrier is still enti-tled to FMLA leave?

A. Generally, after the original medical certifi ca-tion has been submitted, the Postal Servicecannot ask for recertification until the expira-tion of the minimum period of leave certifi edby the health care provider. If there is nominimum period, management may not askfor recertification more often than every 30days.

16. Q. Can a supervisor call a carrier's doctor for ad-ditional information about an FMLA medicalcertifi cation?

A. No. If the employee submits the requesteddocumentation and a supervisor has questionsabout that documentation, the supervisormust request that a Postal Service health careprovider call the employee's health careprovider. The employee's health careprovider must have the employee's permis-sion to release any information to the PostalService health care provider, and that infor-mation is limited to clarifi cation of documen-tation already provided.

TYPES OF LEAVE WHI CH

MAY BE TAKEN

MEDICAL DOCUMENTAT ION


17. Q. A carrier and her husband both work for thePostal Service. She is pregnant and going tohave a baby in mid-June. Is each employeeeligible to take 12 weeks off?

A. Yes. Although the FMLA provides only for acombined 12 weeks in this situation, underPostal Service policy each employee is enti-tled to 12 weeks off per leave year.

18. Q. May an employer transfer an employee to analternative position in order to accommodateintermittent leave or a reduced leave schedule?

A. Yes, when the leave is foreseeable based onplanned medical treatments. However, anytransfer to an alternative position—including across-craft transfer—requires compliance withthe National Agreement.

19. Q. How does a carrier request leave for FMLAreasons?

A. The carrier should complete a 3971, Requestfor or Notification of Absence. The 3971 hasbeen modified to include an appropriate spacefor leave designated as FMLA leave. In anemergency situation, a phone call, telegram,etc. will suffice until it is possible to submitthe necessary paperwork.

20. Q. How is time spent in FMLA leave tracked?A. The employee should always keep a copy of

the employer-signed duplicate 3971. In addi-tion, the employer makes an annotation on the3972, Absence Analysis Card, to the effectthat the leave was for a FMLA covered condi-tion.

21. Q. Can an employee be disciplined or receiveother administrative action for absences cov-ered by the FMLA?

A. No. FMLA leave may not be used as a basisfor disciplinary purposes under any circum-stances. The law prohibits management frominterfering with, restraining, or denying theexercise of (or attempts to exercise) any rightsprovided by the FMLA.

22. Q. Does a carrier continue to earn sick and annualleave when taking LWOP for an FMLA-covered condition?

A. The FMLA does not change the usual rules forthe accrual of leave. When an employee's to-tal time on LWOP during a year reaches 80hours, his or her leave credits are reduced bythe amount normally earned in one pay period.So, for example, six weeks (240 hours) spenton LWOP—even for an FMLA-covered con-dition—will reduce both annual and sick leaveby the amount earned in three pay periods.

MISCELLANEOUS


Appendices

NALC has created its own FMLA forms whichletter carriers may use to apply for FMLA leave.These forms are published here so they may be photo-copied when needed. The forms are:

NALC Form 1: Employee's Notification of NewChild in the Family

NALC Form 2: Medical Certification—Em-ployee's Own Serious HealthCondition

NALC Form 3: Employee's Certification of OwnSerious Health Condition

NALC Form 4: Medical Certification—FamilyMember's Serious Health Condi-tion

NALC Form 5: Employee's Notice of Need forIntermittent Leave or a ReducedWork Schedule

Forms 1 and 5 have one page each; Forms 2, 3and 4 are two-page forms.

For detailed information on applying for FMLAleave and providing appropriate documentation ofFMLA leave requests, review “Documentation of Re-quests for FMLA Leave: NALC FMLA Forms,” onpages 11-12.

APPENDIX BAPPENDIX A NALC FMLA F ORMS

Following the FMLA Forms is Appendix B, a re-production of the Employee and Labor Relations Man-ual (ELM) regulations governing the administration ofthe Family and Medical Leave Act in the Postal Ser-vice. These regulations do not in any way change theprovisions of the Act or of the federal FMLA regula-tions. Rather, they simply provide regulations for ad-ministering the FMLA within the Postal Service orga-nization.

The Family and Medical Leave Actguarantees each letter carrier 12 weeksof time off per postal leave year for a newchild in the family—by birth, by placementof a foster child or by adoption. The ageof a child adopted or placed in foster caredoes not affect eligibility for leave (exceptthat the child must be under 18, or olderbut incapable of self-care). When bothparents work for the Postal Service, eachparent may take up to 12 weeks of FMLAleave for this purpose.

Before the child arrives: In thecase of a birth, the pregnant employee isentitled to FMLA leave before the actualdate of birth, for prenatal care or if hercondition makes her unable to work. Accrued paid sick leave may be used

for these purposes; the employee alsomay use annual leave or LWOP inaccordance with existing rules.

Before or after a foster or adoptedchild is placed, the employee is entitled totake FMLA leave for making requiredarrangements for the placement—toattend counseling sessions, appear incourt, consult with his or her attorney ordoctors representing the birth parent, orsubmit to a physical examination. Afather or mother is entitled to take FMLAleave for these reasons, and may useannual leave or LWOP in accordancewith existing rules.

Caring for the child during the firstyear. Whether the child arrives by birthor by placement, a mother or father is

entitled to FMLA leave to care for thechild during the first year. No medicaljustification is needed—the FMLA leave isguaranteed simply to care for the newchild. This particular right to FMLA leaveterminates on the first anniversary of thechild's birth or placement.

LWOP rules. Under Section 514 ofthe USPS Employee and Labor RelationsManual, as a general rule managementhas discretion in the granting of LWOP;this is an administrative decision thatmust be based on the needs of the em-ployee, the needs of the Postal Serviceand the cost to the Postal Service. How-ever, if the employee has exhausted paidleave then LWOP must be granted for anFMLA-covered condition.

NALC Form 1 - Family and Medical Leave Act of 1993Employee Should Deliver Completed Form to Postal Service Supervisor, and Keep a Copy

Employee's Notification of New Child in the Family

To take FMLA leave for a new child in the family, an employee must notify management within 30 days (when practicable) of theanticipated date of the birth, placement in foster care or adoption. This form may be used for that purpose. When the leave begins,

complete and submit a Form 3971, Request for or Notification of Absence, for each pay period in which leave will be taken.

Employee Name (Print)

To Postal Supervisor:

This serves as notification under the Family and Medical Leave Act of 1993 that I expectto become the parent of a new child, by (check one)

” Birth

” Adoption

” Placement in foster care

on (approximate date) .

Following that date I plan to take time off work to care for my new child. I plan to return to work

on (approximate date) .

Employee Signature Date

Family and Medical Leave Act Rules: New Child in the Family

October, 1995 NALC FMLA Form 1 (Page 1 of 1)

NALC Form 2 - Family and Medical Leave Act of 1993Health Care Provider: Please Complete this Form Using Extra Sheets if Needed, and Return to Employee

Medical Certification—Employee's Own Serious Health ConditionThe employee's health care provider must complete this form when an employee requests FMLA leave and medical

documentation is required (see ELM Sections 512.41, 513.6 and 515.5). A Form PS 3971, Request for or Notification ofAbsence, also must be completed and submitted as usual.

Employee: Return the completed form to the appropriatePostal Service Supervisor, and keep a copy for your ownrecords.


1. Description of serious health condition: The back (p. 2) of this form describes what is meant by a "serious health condition" underthe Family and Medical Leave Act. Does the employee's condition qualify under any of the categories described? If so, please check the applicable1

category.

” 1 ” 2 ” 3 ” 4 ” 5 ” 6 ” None of these

2. Medical facts: Please describe briefly the medical facts which fit the category checked above, without including a specific diagnosis or prognosis.

3. Duration of condition and incapacity

a. Date the condition began: Probable duration of the condition:

Probable duration of the patient's present incapacity (if different): 2

b. Will it be necessary for the employee to take time off work only intermittently or to work on a less than full schedule as a result of thecondition (including for treatment described in Item 4 below)? ” Yes ” No

If yes, give the probable duration:

c. If the condition is a chronic condition (condition #4) or pregnancy(#3), state whether the patient is presently incapacitated and the likelyduration and frequency of episodes of incapacity:

4. If additional treatments will be required for the condition, please describe: the nature of such additional treatments or continuing regimen oftreatment under your supervision (e.g., prescription drugs, physical therapy requiring special equipment); the probable number of such treatments;the length of absence required; and the actual or estimated dates of the treatments, if known.

5. Is the employee able to perform the functions of his or her position? ” Yes ” No

If not, please describe the employee's restrictions and their duration:

Health Care Provider Signature Date

Address Phone


"Serious Health Condition"Definition under Family and Medical Leave Act of 1993

A "serious health condition" of a familymember is defined in the FMLA regulations asany illness, injury, impairment or physical ormental condition that involves one of the following:

1. Hospital care:This means inpatient care (that is, anovernight stay) in a hospital, hospice orresidential medical care facility, includingany period of incapacity or subsequenttreatment in connection with or consequentto such inpatient care.

2. Absence plus treatment:A period of incapacity of more than threeconsecutive calendar days (including anysubsequent treatment or period of incapac-ity relating to the same condition), that alsoinvolves:

a. Treatment two or more times by a3

health care provider, by a nurse orphysician's assistant under direct su-pervision of a health care provider, orby a provider of health care services(e.g., physical therapist) under ordersof, or on referral by, a health care pro-vider; or

b. Treatment by a health care provider onat least one occasion which results ina regimen of continuing treatment4

under the supervision of the health careprovider.

3. Pregnancy:Any period of incapacity due to pregnancy,or for prenatal care.

4. Chronic conditions requiring treatments:

A chronic condition which

a. Requires periodic visits for treatment by ahealth care provider, or by a nurse or physi-cian's assistant under direct supervision of ahealth care provider;

b. Continues over an extended period of time(including recurring episodes of a single under-lying condition); and

c. May cause episodic rather than a continuingperiod of incapacity (e.g., asthma, diabetes,epilepsy).

5. Permanent/long-term conditionsrequiring supervision:A period of incapacity which is permanent orlong-term due to a condition for which treatmentmay not be effective. The employee or familymember must be under the continuing supervi-sion of, but need not be receiving active treat-ment by a health care provider. Examples in-clude Alzheimer's, a severe stroke, or the terminalstages of a disease.

6. Multiple treatments(non-chronic conditions):Any period of absence to receive multiple treat-ments (including any period of recovery therefrom)by a health care provider or by a provider of healthcare services under orders of, or on referral by, ahealth care provider either for restorative surgeryafter an accident or other injury, or for a conditionthat would likely result in a period of incapacity ofmore than three consecutive calendar days inthe absence of medical intervention or treat-ment such as cancer (chemotherapy, radiation,etc), severe arthritis (physical therapy), kidneydisease (dialysis).

Here and elsewhere on this form, the information sought relates only to the condition for which the1

employee is taking FMLA leave.

"Incapacity," for purposes of the FMLA, is defined to mean inability to work, attend school or perform2

other regular daily activities due to the serious health condition, treatment therefor, or recovery therefrom.

Treatment includes examinations to determine if a serious health condition exists and evaluations of the3

condition. Treatment does not include routine physical examinations, eye examinations, or dental examinations.

A regimen of continuing treatment includes, for example, a course of prescription medication (e.g., an4

antibiotic) or therapy requiring special equipment to resolve or alleviate the health condition. A regimen oftreatment does not include the taking of over-the-counter medications such as aspirin, antihistamines, orsalves; or bed-rest, drinking fluids, exercise, and other similar activities that can be initiated without a visit to ahealth care provider.



Employee's Certification of Own Serious Health Condition

An employee should use this form to request FMLA leave in situations where medical documentation is not required (see ELM Sections512.41, 513.36 and 515.5). A Form PS 3971, Request for or Notification of Absence, also must be completed and submitted as usual.


1. Description of serious health condition: To qualify for leave for your own serious illness underthe Family and Medical Leave Act, your condition must qualify as a "serious health condition" under1

the special definition in the law, described on the back (p. 2) of this form. Does your condition qualifyunder any of the categories described? If so, please check the applicable category.

” 1 ” 2 ” 3 ” 4 ” 5 ” 6

2. Duration of condition

a. Date the condition began:

b. Probable duration of the condition:




























NALC Form 4 - Family and Medical Leave Act of 1993Health Care Provider: Please Complete this Form Using Extra Sheets if Needed, and Return to Employee

Medical Certification—Family Member’s Serious Health Condition

Employee: Return the completed form to the appropriate PostalService Supervisor, and keep a copy for your own records.


1. Patient's name:

Relationship to employee: ” Child ” Spouse ” Parent

2. Description of serious health condition: The back (p. 2) of this form describes what is meant by a “serious healthcondition” under the Family and Medical Leave Act. Does the patient’s condition qualify under any of the categories described? 1

If so, please check the applicable category.

” 1 ” 2 ” 3 ” 4 ” 5 ” 6 ” None of these

3. Medical facts: Please describe briefly the medical facts which fit the category checked above, without including a specificdiagnosis or prognosis.

4. Duration of condition and incapacity

a. Date the condition began: Probable duration of the condition:

Probable duration of the patient's present incapacity (if different): 2

b. If the condition is a chronic condition (condition #4) or pregnancy(#3), state whether the patient is presently incapacitatedand the likely duration and frequency of episodes of incapacity:

5. If additional treatments will be required for the condition, please describe: the nature of such additional treatments orcontinuing regimen of treatment under your supervision (e.g., prescription drugs, physical therapy requiring special equipment); theprobable number of such treatments; the length of the employee’s required absence for the treatments; and the actual or estimateddates of the treatments, if known.

6. Need for employee's carea. Does the patient require assistance for basic medical, hygiene, nutritional needs, safety

or transportation?

” Yes ” No

b. If no, would the employee's presence to provide psychological comfort be beneficialto the patient or assist in the patient's recovery? ” Yes ” No

c. Will it be necessary for the employee to take time off work intermittently or to work ona less than full schedule as a result of the patient's condition and/or treatments? ” Yes ” No

If yes, give the probable duration:

Health Care Provider Signature Date

Address Phone




























Employee Notice of Need for Intermittent Leaveor for a Reduced Work Schedule

An employee should use this form to request FMLA leave involving intermittent periods of time off or a reduced daily or weekly workschedule. When the reason for the leave is the employee's or a family member's serious health condition ( including incapacity dueto pregnancy or childbirth), the appropriate additional form (NALC FMLA Form 2, 3 or 4) should also be completed and attached.Management must grant the intermittent leave or reduced work schedule leave when medical necessity is shown; subject to the healthcare provider's instructions, where leave is foreseeable the employee should try to work out a schedule with management that meetsthe carrier's medical needs, or family member's need for care, without unduly disrupting management's operation.

When intermittent leave or a reduced work schedule is requested to care for an employee's new child during the first year after thebirth, placement in foster care or adoption (non-health reasons), management approval is needed. (Under ELM Section 514, as ageneral rule management has discretion in the granting of LWOP; this is an administrative decision that must be based on the needsof the employee, the needs of the Postal Service and the cost to the Postal Service.) The employee should seek the assistance of anNALC representative where needed.

A Form PS 3971, Request for or Notification of Absence, also must be completed and submitted as usual for each pay period.


1. Reason for reduced or intermittent schedule: The reason for this notice of a need for intermit-tent leave or a reduced work schedule is:

” My own serious health condition, or I am needed to care for a family member with a serious healthcondition, as defined in the Family and Medical Leave Act (see attached certification).or

” To care for my new child (non-health reasons).

2. Description of intermittent leave or reduced work schedule, including duration:



POSTAL BULLETIN 21847, 8-5-93, PAGE 3

ELM REVISION

FAMILY AND MEDICAL LEAVE

The Employee and Labor Relations Manual (ELM) 515 and other sections are changed to comply with the Family andMedical Leave Act of 1993.

Policy formerly found in ELM 515, Absence for Maternity/Paternity Reasons, is incorporated into this new policy, and515 is renamed Absence for Family Care or Serious Health Condition of Employee. These provisions are effective onthe date of this Postal Bulletin.

CONTENTS

515 Absence for Family Care or Serious Health Condition of Employee515.1 Purpose of 515515.2 Definitions515.3 Eligibility515.4 Leave Requirements

515.41 Conditions515.42 Leave Type512.43 Authorized Hours

515.5 Documentation515.51 General515.52 New Son or Daughter515.53 Care of Others for Medical Reasons515.54 Additional Medical Opinions515.55 Employee Incapacitation

515.6 Intermittent Leave or Reduced Schedule515.61 New Son or Daughter515.62 Care of Others for Medical Reasons or Employee Incapacitation515.63 Temporary Change in Duty Assignment515.64 FLSA Status

515.6 Return to Position515.8 Benefits515.9 Family Leave Poster

Changes to Other Sections

These sections are changed to reflect the new policy detailed in 515 and to show updated reporting relationships,marked to show substantive changes by bars in the margin or bold text in exhibits, and published on the pages following515.

434.662k, under Eligibility (under Out-of-Schedule Premium).434.71, Policy (under Nonbargaining Rescheduling Premium).444.324, Pay on a Salary Basis (under FLSA-Exempt Positions).513.32, Conditions for Authorization (under Sick Leave).513.363, Extended Periods (under Sick Leave).514.22c, under Administrative Discretion (under Leave Without Pay)Exhibit 514.4f, under Acceptable Reasons and Instructions for LWOP.519.71, Policy (under Nonbargaining Personal Absence).

—Employee Relations, 8-5-93

PAGE 4, 8-5-93, 21847 POSTAL BULLETIN

515 Absence for Family Care or SeriousHealth Condition of Employee

515.1 Purpose of 515. This section provides poli-cies to comply with the Family and Medical Leave Actof 1993. Nothing in this section is intended to limitemployees’ rights or benefits available under othercurrent policies (see 511, 512, 513, 514), or collectivebargaining agreements. Likewise, nothing increases theamount of paid leave beyond what is provided for undercurrent leave policies or in any collective bargainingagreement. The conditions for authorizing the use ofannual leave, sick leave, or LWOP are modified only tothe extent described in this section.

515.2 Definitions. The following definitions apply forthe purposes of the section:

a. Son or daughter—biological, adopted, or fosterchild, stepchild, legal ward, or child who stands inthe position of a son or daughter to the employee,who is under 18 years of age or who is over 18 andincapable of self-care because of mental or physicaldisability.

b. Parent—biological parent or individual who stood inthat position to the employee when the employeewas a child.

c. Spouse—husband or wife.d. Serious health condition—illness, injury, impair-

ment, or physical or mental condition that involvesany of the following:

(1) Any period of incapacity or treatment in connec-tion with or consequent to inpatient care in ahospital, hospice, or residential medical carefacility.

(2) Any period of incapacity requiring absence fromwork or regular daily activities of more than 3calendar days, that also involves continuingtreatment by (or under the supervision of) ahealth care provider.

(3) Continuing treatment by (or under the supervi-sion of) a health care provider (a) for a chronicor long-term health condition that is incurable orso serious that, if not treated, would likely resultin a period of incapacity of more than 3 days; or(b) for prenatal care.

Note: Voluntary or cosmetic treatments (such asmost treatments for orthodontia or acne) which arenot medically necessary are not “serious healthconditions,” unless inpatient hospital care is re-quired. Restorative dental surgery after an accidentor removal of cancerous growths is a serious healthcondition provided all the other conditions are met.Treatments for allergies or stress, or for substanceabuse, are serious health conditions if all the condi-tions of the regulations are met. Prenatal care is

included as a serious health condition. Routinepreventative physical examinations are excluded.

e. Health care provider—doctor of medicine or osteop-athy, Christian Science practitioner listed with theFirst Church of Christ, Scientist in Boston, MA, orother attending practitioner (see 513.364).

515.3 Eligibility. To request leave under this section,an employee must have been employed by the PostalService for an accumulated total of 12 months, and musthave worked a minimum of 1,250 hours during the 12-month period before the date leave begins.

515.4 Leave Requirements

515.41 Conditions. Eligible employees must be allowedan accumulated total of up to 12 workweeks of leavewithin a Postal Service leave year for one or more of thefollowing:

a. Because of the birth of a son or daughter of theemployee and in order to care for such son ordaughter. Entitlement to leave for this conditionexpires 1 year after the birth.

b. Because of the placement of a son or daughter withthe employee for adoption or foster care. Entitlementto leave for this condition expires 1 year after theplacement.

c. In order to care for the spouse, son, daughter, orparent of the employee if the spouse, son, daughter,or parent has a serious health condition.

d. Because of a serious health condition that makesthe employee unable to perform the functions of theemployee’s position.

515.42 Leave Type. Absences approved under thissection are charged as annual leave, sick leave, or leavewithout pay, or a combination of these. Leave is chargedconsistent with current leave policies and applicablecollective bargaining agreements. Approving officialsshould note “FMLA” in the approval block of the Form3971, Request for or Notification of Absence.

515.43 Authorized Hours. Under this section, full-time employees, are entitled to up to 480 hours ofleave (i.e., 12 weeks times 40 hours per week)within a leave year. Employees with weekly sched-ules of less than 40 hours are entitled to 12 timesthe number of hours normally scheduled in theirworkweek. For example, a part-time employee with anormal schedule of 30 hours a week is entitled to 360hours (12 weeks times 30 hours). A part-time employeewho does not have a normal weekly schedule is entitledto the total number of hours worked in the previous 12weeks, not including overtime hours. Leave in additionto the 12 workweeks authorized under this section


may be granted in accordance with other leave policies Service on a regular basis. Recertifications of a medicalor collective bargaining agreements (see 511, 512, 513,514).

515.5 Documentation

515.51 General. An employee must provide a Form3971, Request for or Notification of Absence, togetherwith documentation supporting the request, at least 30days before the absence if the need for the leave isforeseeable. If 30 days notice is not practicable, noticemust be given as soon as practicable. Ordinarily at leastverbal notification should be given within 1 or 2 businessdays of when the need for leave becomes known to theemployee. The employee will be provided a noticedetailing the specific expectations and obligations andconsequences of a failure to meet these obligations.Additional documentation may be requested, which mustbe provided within 15 days or as soon as practical underthe particular facts and circumstances. During anabsence, the employee must keep his or her supervisorinformed of intentions to return to work and of statuschanges which could affect his or her ability to return towork. Failure to provide documentation can result in thedenial of family and medical leave under this section.

515.52 New Son or Daughter. An employee requestingtime off because of the birth of the employee’s son ordaughter and to care for the son or daughter, or becauseof the placement of a son or daughter with the employeefor adoption or foster care, may be required to providethe birth or placement date.

515.53 Care of Others for Medical Reasons. Anemployee requesting time off to care for a spouse,parent, son, or daughter who has a serious healthcondition may be required to provide documentationfrom the health care provider stating the date the serioushealth condition began, probable duration of the illness,appropriate medical facts, and when the employee willbe needed to provide such care or psychological sup-port. When the request is to care for someone other thana biological parent or child, appropriate explanation ofthe relationship may be required.

515.54 Additional Medical Opinions. A secondmedical opinion by a health care provider who is desig-nated and paid for by the Postal Service may be re-quired. In case of a difference between the original andsecond opinion, a third opinion by a health care providermay be required. The third health care provider is jointlydesignated or approved by management and theemployee, and the third opinion is final. The PostalService pays the health care provider for the thirdopinion. A health care provider selected for the secondor third opinion may not be employed by the Postal the job such as the perceived loss of potential for

condition may also be required during absences.

515.55 Employee Incapacitation. An employee re-questing time off under this section because of his or herown incapacitation must satisfy the documentationrequirements for sick leave in 513.31 through 513.38 orfor leave without pay in 514.4. If absence exceeds 21calendar days, evidence of ability to return to work withor without limitations must be submitted. If additionalmedical opinions are required, they are administered asdescribed in 515.54.

515.6 Intermittent Leave or Reduced Schedule

515.61 New Son or Daughter. Leave requested be-cause of the birth of the employee’s son or daughter andto care for the son or daughter or because of the place-ment of a son or daughter with the employee for adop-tion or foster care may be taken on an intermittent basisor by establishing a reduced work schedule only if therequest for such intermittent leave or schedule modifica-tion is approved. Approval is based on employee need,Postal Service need, and costs to the Postal Service.

515.62 Care of Others for Medical Reasons or Em-ployee Incapacitation. Leave requested to care for aspouse, son, daughter, or parent with a serious healthcondition or due to the employee’s health condition maybe taken on an intermittent basis or by establishing areduced work schedule when medically necessary.

515.63 Temporary Change in Duty Assignment. If anemployee requests intermittent leave or a reduced workschedule, the Postal Service may assign the employee,with equivalent pay and benefits, temporarily to theduties of another position consistent with applicablecollective bargaining agreements and regulations if suchan assignment better accommodates the recurringperiods of absence.

515.64 FLSA Status. An employee exempt from theFair Labor Standards Act (FLSA) normally may not takeleave in less than 1-day increments. However, leavetaken under this section on an intermittent basis or bytemporarily establishing a reduced work schedule can betaken in less than 1-day increments without affecting theemployee’s FLSA-exempt status.

515.7 Return to Position. Employees taking leaveunder this section are entitled to return to theirpositions held when leave began, or to equivalent po-sitions with equivalent pay, benefits, working conditions,and other terms of employment. Returning employeesare not entitled to any right, benefit, or position whichthey would not have been entitled had they not takenthe leave, or to intangible, unmeasurable aspects of


future promotional opportunities. If an employee was 515.9 Family Leave Poster. All postal facilities, includ-hired for a specific term or only to perform work on adiscrete project, then there is no further reinstatementobligation under this section if the employment term orproject is over and the employment would not haveotherwise continued.

515.8 Benefits. All benefits shall accrue to employ-ees in a leave status under this section pursuant to theapplicable provision of the ELM.

ing stations and branches, are required to conspicuously

display Poster 43, Your Rights Under the Family and

Medical Leave Act of 1993. It must be posted, and

remain posted, on bulletin boards where it can be seen

readily by employees and applicants for employment.


434 Overtime and Premium Pay 513 Sick Leave* * * * *

434.6 Out of Schedule Premium* * * * *

434.62 Eligibility* * * * *

434.622 Eligible employees are not entitled to out ofschedule premium under the following conditions:

* * * * *

k. When the assignment is made to accommodate arequest for intermittent leave or a reduced work is granted as may beschedule for family care or serious health problemof the employee (see 515.6).

* * * * *

434.7 Nonbargaining Rescheduling Premium434.71 Policy. Nonbargaining rescheduling premium ispaid to eligible nonbargaining unit employees for timeactually worked outside of, and instead of, their regularlyscheduled workweek when less than 7 calendar daysnotice of the schedule change was given. It is not paidbeyond the 7th calendar day after the notice of schedulechange is given. Neither is it paid when the assignmentis made to accommodate a request for intermittent leaveor a reduced work schedule for family care or serioushealth problem of the employee (see 515.6).

440 Fair Labor Standards Act (FLSA)Administration

* * * * *

444.32 Exempt Positions* * * * *

444.324 Pay on a Salary Basis. Pay on a salary basisis defined as receiving a fixed salary regardless of thehours worked, or the quality or quantity of work per-formed. Deductions for annual or sick leave and leavewithout pay may be made in increments of full days only,except for leave taken in accordance with 515.61 and515.62 (leave taken on an intermittent basis or byestablishing a reduced work schedule because of a newson or daughter, because medically necessary to carefor others, or because the employee is incapacitated). Ifan employee is not paid on a salary basis, even thoughall the other criteria for exemption are met, the employeemust be classified nonexempt.

* * * * *

* * * * *513.32 Conditions for Authorization

Conditions

a. Illness or injury. If employees are incapacitatedfor the performance of officialduties.

b. Pregnancy and con- If absence is required forfinement. (Sick leave, physical examinations orannual leave, or LWOP periods of incapacitation.

necessary.)

c. Medical, dental, or If absence is necessary duringoptical examination or the employee’s regulartreatment. scheduled tour.

d. Contagious disease. A If employees (1) must care forcontagious disease is a family member afflicted with adisease ruled as requir- contagious disease, (2) haveing isolation, quaran- been exposed to a contagioustine, or restriction of disease and would jeopardizemovement of the pa- the health of others, or (3)tient for a particular have evidence supplied by theperiod by the health local health authorities or cer-authorities having juris- tificate signed by a physiciandiction. certifying the need for the pe-

riod of isolation or restriction.

e. Medical treatment for If employees (1) present adisabled veterans. statement from a duly autho-(Sick leave, annual rized medical authority thatleave, or LWOP is treatment is required, and (2)granted as may be when possible, give prior no-necessary.) tice of the definite number of

days and hours of absence.(Such information is neededfor work scheduling purposes.)

* * * * *513.363 Extended Periods. Employees who are on sickleave for extended periods are required to submit atappropriate intervals, but not more frequently than onceevery 30 days, satisfactory evidence of continuedincapacity for work unless some responsible supervisorhas knowledge of the employee ‘s continuing incapacityfor work.

* * * * *514 Leave Without Pay (LWOP)

* * * * *514.22 Administrative Discretion. Each request forLWOP is examined closely and a decision is madebased on the needs of the employee, the needs ofthe Postal Service and the cost to the Postal Service.The granting of LWOP is a matter of administrativediscretion. It is not granted on the employee’s de-mand except:a. A disabled veteran is entitled to LWOP, if neces-

sary, for medical treatment under Executive Order5396.


b. A Reservist or a National Guardsman is entitled toLWOP, if necessary, to perform military trainingduties under the Vietnam Era Veterans’ Readjust-ment Act of 1974. (See 38 U.S.C., section 2024.)

c. An employee who requests and is entitled to time offunder 515, Absences for Family Care or SeriousHealth Problem of Employee, must be allowed up toa total of 12 workweeks of absence within a PostalService leave year for one or more reasons listed in515.41. Leave without pay may be taken in combina-tion with annual or sick leave for which the employeeis qualified.

* * * * *

514.4 Acceptable Reason and Instructions.See Exhibit 514.4 for acceptable reasons and instruc-tions for LWOP.

* * * * *

519.7 Nonbargaining Personal Absence

519.71 Policy. Nonbargaining exempt employees arepaid on a salary basis; i.e., they receive a fixed salary forthe workweek regardless of the number of hours workedor the quality of the work performed. They may becharged with annual leave, sick leave, LWOP, or anycombination thereof, when they are absent from work for1 or more full days. Except for leave taken in accordancewith 515.61 and 515.62 (leave taken on an intermittentbasis or by establishing a reduced work schedulebecause of a new son or daughter, because medicallynecessary to care for others, or because the employeeis incapacitated), they cannot be charged with annualleave, sick leave, or LWOP on any service day in whichthey have workhours, court leave, military leave, holidayleave, administrative leave, or continuation of pay.


Acceptable Reasons for LWOP Instructions

a. Personal reasons. LWOP may be granted to cover the absence.

b. Employee has no leave to cover vaca- LWOP may be granted to cover the absence.tion during choice vacation period.

c. Full-time attendance at a college or (1) Restricted to full-time employee.university.

(2) An official transcript of courses taken must be submitted to the installation head.

d. Personal illness or injury (also see (1) LWOP may be granted after accumulated accrued sick and annual leave have been515). exhausted; except that during a pay period in which, due to personal injury or illness, no

work is performed, an employee may utilize annual and/or sick leave in conjunction withLWOP, subject to approval of the leave in accordance with normal leave approvalprocedures.

(2) A medical document from the attending physician or practitioner must be obtainedbefore approval, the same as for sick leave.

(3) Applications for LWOP to cover a period in excess of 30 days in any 1 year in casesof illness or injury are reviewed and acted upon by the installation head.

(4) An employee normally will not be separated from the service because of absencedue to personal illness or injury for a period of less than 1 year (also see 568). Anemployee may be separated if required to be absent for more than 1 year unless thereis cause to expect recovery and return within a reasonable time after the end of 1 yearin LWOP status.

(5) The separation of an employee after 1 year of continued absence with or without paydoes not prevent an eligible employee from filing an application for retirement (also see568).

e. Injury in line of duty. (1) Supervisors must advise employees of their right to file an application for FECAbenefits as a result of illness or injury that is suffered in the line of duty. (See instruc-tions on CA-1 and CA-2a for traumatic injuries and CA-2 for occupational illnesses anddiseases.)

(2) In traumatic injury cases, an employee is entitled to a maximum of 45 calendar daysof continuation of pay (COP) without charge to leave if written notice of injury is filedwithin 30 days of injury. The period of COP begins at the start of the employee’s first fulltour of duty thereafter, or the first day following the disability, whichever occurs sooner.The period during which 45 days of COP may be claimed must begin within 90 days ofthe occurrence of the injury but may end after 90 days from the occurrence. If, afterreturning to work subsequent to an apparent recovery from a traumatic injury, anemployee is again absent from work as a result of the original traumatic injury, theemployee may use any remaining COP time left up to the 45-day limit. However, theremaining COP time must be used within 90 days of the date the employee first returnsto work following the initial traumatic injury.

(3) An employee may choose sick or annual leave in lieu of COP; however, this leavemay be retroactively converted to COP provided a request is made within 1 year of thedate the leave was used or the date of the claim approval, whichever is later.

(4) Before being placed on LWOP, an employee may choose to use annual or sickleave until it is exhausted. Leave is earned during that part of a pay period in which theemployee is in pay status.

(5) On favorable adjudication of a claim by the Office of Workers’ CompensationPrograms (OWCP), LWOP may be substituted for a period of sick and/or annual leaveso that the employee may accept disability compensation for the period of absence.

(6) On favorable adjudication of a claim by OWCP, current employees are permitted tobuy back the leave that they used while awaiting adjudication (see 545.73b6). If theinjury is a traumatic injury, only leave used after the end of the 45-day COP period maybe bought back. OWCP does not restrict the amount of leave hours an employee maybuy back. However, Postal Service regulations do not permit employees to carry-overinto the next leave year more than the allowable maximum number of hours of annualleave (see 512.12). When an employee buys back annual leave in the previous year inan amount that exceeds the applicable maximum carry-over, such excess will beautomatically forfeited. For every 80 hours of leave bought back and changed to LWOP,both annual and sick leave must be adjusted by the amount earned in a pay period.

Exhibit 514.4 (p. 1), Acceptable Reasons and Instructions for LWOP


Acceptable Reasons for LWOP Instructions

f. Family care (see 515). An eligible employee may request and must be allowed a total of up to 12 work-weeks of absence during a Postal Service leave year for one or more reasonslisted in 515.41. LWOP may be taken in combination with annual or sick leave forwhich the employee is qualified.

g. Military duty for scheduled drills or for An employee enlisted under the Reserve Forces Act of 1955 who has completed theperiods of training. initial period of active duty training of not less than 3 months or more than 6 months

may be granted LWOP for scheduled drills or periods of training.

h. Military duty for any purpose, training Eligible members of the National Guard or reserve components of the Armed Forcesor otherwise. who are ordered to active duty for training or for any other purposes, for a specified

period of time not to exceed 1 year, but in excess of the total time allowable undermilitary leave and annual leave are granted LWOP.

i. Employee elected to devote full-time (1) LWOP normally does not exceed 2 consecutive years coinciding with the electedservice as a national president to an term of office.organization of supervisory or othermanagerial personnel (see 416.3).

(2) The employee requests in writing, through the appropriate management structure,that the vice president of Labor Relations grant the employee LWOP during tenure ofpresidency for the purpose of serving as resident president of an employee organizationin Washington, D.C., in a full-time capacity.

(3) If LWOP is granted, the employee continues to be eligible for appropriate fringebenefits during that period.

(4) The vice president of Labor Relations reserves the right to deny the request forLWOP if it is determined that the position must be filled on a permanent basis, unen-cumbered by an individual on prolonged leave.

j. Union business. See applicable provisions of current collective bargaining agreement.

k. Postmaster elected as an organization See 519.272c and d.officer, other than the president.

Exhibit 514.4 (p. 2), Acceptable Reasons and Instructions for LWOP

OFFICERSVincent R. Sombrotto

President

NATIONAL ASSOCIATION OF LETTER CARRIERS

Francis J. ConnersExecutive Vice President

William R. YatesSecretary-Treasurer

Jim EdgemonDirector of City Delivery

Michael J. O’ConnorDirector, Life Insurance

William H. YoungVice President

James G. Souza, Jr.Assistant Secretary-Treasurer

William M. Dunn, Jr.Director, Safety & Health

Thomas H. Young, Jr.Director, Health Benefits

Larry Brown Jane E. Broendel

James E. WorshamDirector of Retired Members

NATIONAL TRUSTEESJohn W. Di Tollo

Chairman

NATIONAL BUSINESS AGENTS

Dale P. HartJim WilliamsDavid M. BybeePaul C. DavisJoe P. MillerRonald G. BrownBarry WeinerBen Johnson

Matthew RoseGary H. MullinsWilliam J. CookeJames J. DolanA.P. (Tony) MartinezPaul DanielsAlan Ferranto

Documents

NALC Guide to the Family and Medical Leave ActNALC Guide to the Family and Medical Leave Act Page 1. Introduction. T. his booklet outlines the rights of letter carriers under the Family