DEPARTMENT: Human Resources
DEPARTMENT HEAD: Lori Steward, Human Resources Director
COUNCIL DISTRICTS IMPACTED: City wide
SUBJECT: Family Medical Leave Act (FMLA) Administration Services
SUMMARY:
This ordinance authorizes the City Manager or his designee to enter into a contract with FMLASource, Inc. to provide FMLA administration services for the City of San Antonio Human Resources Department. The term of this contract is one (1) year, beginning July 1, 2020, and ending June 30, 2021, with an option to extend the contract for up to four (4) one (1) year extensions, subject to and contingent upon funding by City Council, with total compensation not to exceed $634,760.00. Funding for FY 2020 in the amount of $31,738 is available in the City's Employee Benefits Fund. Funding for subsequent years of the contract will be contingent upon City Council approval of the annual budget.
BACKGROUND INFORMATION:
City of San Antonio employs approximately 7,200 civilian employees that are deemed eligible to apply for the Family and Medical Leave Act (FMLA). In 2019 City employees submitted 2,561 new requests for FMLA. Ensuring compliance with federal law and minimize the abuse and overuse of FMLA requires dedicated staff. Utilizing a third party vendor to administer FMLA saves the City on the cost of additional staff, mitigates litigation risk by ensuring compliance with FMLA and minimizes abuse of FMLA by employees.
Administering FMLA starts at the individual departmental level. Employees submit an intake form through their department's HR representative, and are provided the requisite forms by the vendor. The completed forms and supporting documents are returned to the vendor for review. The third party vendor renders a decision and communicates back to the employee and respective department.
FMLA leave runs concurrent with the City's other leave of absence programs. The third party vendor is responsible for tracking FMLA leave ent...
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