HCM – Employees Enter Intermittent FMLA Leave
Intermittent Leave
Manager Approval
Intermittent Leave is FMLA leave taken in
separate blocks of time for a single serious
illness. For example, an employee needing to
take 6 hours twice a week for chemotherapy.
All intermittent/reduced leave time Absence
Requests must be approved by your Manager.
A Manager is required to send back any
intermittent/reduced leave requests that an
employee enters prior to the approval email.
Reduced Leave
Reduced Leave reduces an employee’s scheduled
work hours for a period of time for a serious
medical condition. For example, an employee
needing to do physical therapy for 6 weeks may
need to reduce her/his work day by 4 hours to
accommodate the physical therapy schedule.
Important: Employees must be approved to be
on leave before taking the time off and before
entering intermittent/reduced leave time in HCM.
FMLA Leave Process
Enter Intermittent Leave
1. Log into HCM using your MEID and password.
2. Click NavBar
in the upper right corner,
then click Navigator.
3. Follow the path: Self Service > Time
Reporting > Report Time > Timesheet.
4. In the Date field, use the calendar icon to
select the first/start day of the pay period (the
Saturday) - for which you are entering the
intermittent leave.
Employees must contact the Leaves Department
or their College Human Resource department for
information on initiating their FMLA intermittent
leave request. Employees must also notify their
supervisor of their intent to apply for Intermittent
or Reduced Leave FMLA.
Once the leave request is approved, an approval
email will be sent to the manager, employee, and
HR department.
Once the employee receives the approval email
notification from the Leaves Department, the
employee can now take the necessary time off
and enter the intermittent/reduced leave time in
HCM Absence Management any time
intermittent/reduced leave time is taken.
After the time has been entered by the employee,
the request will go to the Manager for approval.
Technology Training Services
480-731-8287

To view the correct pay period dates:
a) Go to: https://business.maricopa.edu/payroll
b) On the left, under Payroll, click Pay Calendars.
c) On the right, under Current Year; click
[Current Fiscal Year] Time & Labor Calendar.
August, 2016
www.maricopa.edu/training
d) In the Pay Period column, look for the correct
start date of the pay period for which you are
entering leave time.
9. In the Start and End dates, use the Calendars
to enter the intermittent leave date(s).
5. After entering the correct pay period start date
for your leave request, click the Refresh arrows.
6. Directly below the Submit button, click the
“Absence” tab.

If the leave is for one day, or for partial hours
for one day, enter the same date in both the
Start and End Dates.
10. Click in Absence Name and select FMLA
Intermittent/Reduced.
7. Scroll down to view your Absence Entitlement
Balances (Leave Accruals).
Notes: When you report intermittent/reduced
leave, the HCM system will automatically take
from entitlements (leave accruals) in this order:
Sick, Vacation, then Banked Vacation.
11. Click in Reason and make appropriate choice.
When all accruals are exhausted, HCM will use
FWP– FMLA Leave Without Pay.
8. To enter your intermittent leave hours,
click Add Absence Event.
Technology Training Services
480-731-8287
2
www.maricopa.edu/training
12. Click the Details link.

15. If you selected a Partial Days option,
enter the number of absence hours you are
requesting in the appropriate Day Hours field.
The next few steps determine how HCM will
calculate your hours being taken.
13. If taking an entire day(s) off, leave all of the
fields as they are, and go to step 16.
14. If not taking a full day off, click in Partial Days,
and select the appropriate option below.

For example, if requesting 4 hours off of your
8/hr day, use the All Days partial option, and
enter 4.00 in All Days Hours.
16. Leave the Duration field blank!
17. Click the Calculate End Date or Duration
button to calculate your absence hours.

None – None of the absence request days will
be partial days. (Go to step 16.)

All Days – The requested time off is only for
a few hours in one day. Or you are
requesting consecutive partial days with the
same number of hours off each day;
For example, two hours a day for three days.

End Day Only – Only the last day of the time
being requested will be a partial day off.
All the other days are full days off.

Start Day Only – Only the first day of the
time being requested will be a partial day off.
All the other days are full days off.


18. If desired, enter comments in the Reporter
Comments box (not required).

Start and End Days – Only the first and last
days of the time being requested will be
partial days off. The day(s) in between will be
full days off.
Technology Training Services
480-731-8287
HCM will calculate the total hours of your
Leave Request based on your work schedule
and the information you entered.
Please do not include any sensitive or
personal information in the Comments box.
19. Click OK.
3
www.maricopa.edu/training
20. In the Absence Events section, review the
intermittent leave request for accuracy.
Important Reminder for
Non-Exempt Employees
 Delete the hours in the Duration field.
Every pay period, you must report your hours
worked in your Timesheet. If you have approved
FMLA Intermittent Leave Requests in the current
pay period, you must adjust your regular hours
worked to ensure that you are not overpaid.
 Make your changes.
1. Log into HCM using your MEID and password.
21. To make changes, click the Details link.
 Click Calculate End Date or Duration.
2. Click NavBar
in the upper-right corner,
then click Navigator.
 Click OK.

3. Follow the path: Self Service > Time
Reporting > Report Time > Timesheet.
You can delete an Absence Request, before
submitting it. Click Delete (to the right);
then click Yes – Delete.

Notice any days with hours in two rows.

The hours in the second row are your Leave
Requests. If these hours have been approved,
they must be deducted from your Regular
Earnings hours in the first row.
22. Click the Submit button above the Absence
Events section.
23. Click OK to confirm.
4. Click the Reported Time Status tab to check if
your Absence Requests have been approved.
 You are returned to your Timesheet.
 Your Timesheet now displays the intermittent
leave you entered. (It’s not approved yet.)
5. Adjust your Regular Earnings hours accordingly.
 The Absence Status says Needs Approval.
 The request has been sent to your Manager.

24. Sign Out when finished.
Ensure your total hours for the day are correct.
6. Click the Submit button to submit your edited
hours.
7. Click Sign Out in the upper-right corner.
Technology Training Services
480-731-8287
4
www.maricopa.edu/training