LETTER ADVISING EMPLOYEE THEY HAVE EXHAUSTED FMLA

Please note - this document should be placed on dept. letterhead.

Date
Employee Name
Address,
City, State Zip
Dear (name):
I hope this letter finds you recuperating and getting your strength back [tweak language
as appropriate for the employee's or family members situation]. Regrettably, I am
writing to inform you that you are about to exhaust your 12 weeks (480 hours) of leave
under the Family and Medical Leave Act (FMLA) as of [date]. Your accrued vacation and sick
leave are almost exhausted [ensure this statement is accurate and if not, contact
your HRP] and you are soon to be in an unpaid status.
In accordance with the University's policy on FMLA (HR407), and as noted in your initial
FMLA letter of [date], we require all employees on leave to provide notice of their intent to
return to work. You will need to provide a certification statement from your healthcare
provider releasing you for work.
Since we have not heard from you regarding your return date, we are writing for clarification
of your intentions. Given the upcoming expiration of your FMLA, you have some options
available:
(1) contact me immediately about your return to work;
(2) request an extended leave under the University's Leave of Absence Without Pay
policy (HR408) due to your inability to return to work because of your medical
condition. If you elect to request an unpaid leave, please know that one may be
granted to you if the department's workload permits and it is for your prolonged
illness. Under this scenario, you will need to provide an updated physician's
certification statement to support the leave and submit that to me by [date-7 days
out]. We will then notify you if the unpaid leave has been approved in accordance
with policy; or
(3) resign due to your inability to return to work at this time.
If I do not hear from you by [date - 7 days out], I will assume you have abandoned your
position and your employment with MU will be terminated. In this case, information
regarding your rights under COBRA will be sent to you separately from Faculty and Staff
Benefits. You will also need to contact our office to arrange a time to return the keys
[uniforms, credit cards, other applicable materials] in your possession and pick up any
personal items you may have left here at work.
[employee's first name], I look forward to hearing from you very soon. You can reach me
at [phone number]. Should you find that you are able to return to work at a later date,
please feel free to contact Human Resource Services about current employment
opportunities.
Sincerely,

Supervisor
CC: Human Resource Services