FMLA eForms

As of February 5th, 2026, the City has transitioned to a new electronic FMLA process conveniently available in Employee Self-Service. This updated experience streamlines how employees apply for FMLA and submit required documentation, helping to improve efficiency, accuracy, and communication throughout the entire process.

Employees who meet applicable eligibility requirements are encouraged to utilize available leave and workplace accommodation benefits, including FMLA, when appropriate. However, participation in such entitlements is voluntary, and employees should apply only if they feel their circumstances require it.

The information below is intended to help provide a better understanding regarding the FMLA eForm request process:

FMLA eForm Process

Phase One: Confirming Eligibility & Submitting an FMLA eForm

How the Process Works

Submit an FMLA eForm: This action initiates the FMLA leave request process and will determine if the threshold federal eligibility requirements have been met.
- NOTE: With the exception of Parental Leave requests, it is not required to know anticipated leave beginning and/or end dates. This information can be left blank on initial eForm requests.
- Notifications of new eForm requests are immediately sent to the Leave Coordinator for review and confirmation of employee eligibility.

Please allow up to 2 business days for review and processing of new FMLA eForm requests.

What to Expect Next:

Eligibility Confirmation: If FMLA eligibility is confirmed, an automated email should be sent to the email address listed on the eForm. This automated message includes two attachments:
- Notification of Eligibility Form - This is a required notification form, for record purposes only, that serves as documented proof of FMLA eligibility notification. This document is not required for eForm submissions.
- Health Certification Form - Bring this form to providers and discuss specifics of the necessary medical leave. The appropriate leave information should be recorded on this form and certified by the provider, via signature. This form is to be completed and signed only by licensed medical professionals.
  - EXCEPTION: Employees requesting to care for qualified family member(s) under the FMLA must complete Section II of the Family Member Health Certification.
- NOTE: Automated messages sent to email addresses outside the City of Albuquerque domain network (i.e. - Gmail, Yahoo, AOL) may go to Spam or Junk folders.
Submission Deadline: All necessary and completed documentation should be uploaded and eForm submitted within 15 calendar days from the date the request is made. This means the timing of your FMLA eForm request should align with any appointment(s) where the appropriate forms can be brought to your provider for completion.
Extensions: In the event FMLA paperwork may not be submitted within the designated timeframe, please reach out to the Leave Coordinator to request an extension.

Phase Two: Document Upload & eForm Submission

After a provider has completed and signed the necessary paperwork, employees are responsible for coordinating retrieval of their paperwork with their physician. Doctors and medical offices should not be sending copies of completed FMLA paperwork to Employee Relations unless there are pre-approved, extenuating circumstances that require it.

How the Process Works

Using any device and Login to Employee Self-Service
Navigate to Fluid Forms, then FMLA eForms from the homepage
Select Upload to an FMLA eForm from the left side menu
Click only the black Search button at the bottom of the window to load any pending eForm
- DO NOT ENTER INFORMATION INTO ANY OF THE SEARCH BOXES
Upload the completed document(s)
Click the toggle button to confirm "Yes" and acknowledge the validity of the documentation being submitted and consent to electronic communication
Select the Approve button at the bottom of the window

Please allow up to 5 business days for eForm document review and processing.

What to Expect Next:

Document Submission Confirmation: Once documentation has been uploaded, and the eForm has been acknowledged and approved, employees should receive an automated message to the email address listed on their eForm, confirming documentation upload and eForm submission was successful.
- Notifications of eForm document submissions are immediately sent to the Leave Coordinator for review and and processing.
Email Notification: If approved, an automated email message should be sent to the email address listed on the eForm that includes an official Approval Memorandum letter detailing your FMLA leave information, as authorized by the provider.
- An automated email message is also sent to the employee's specific department notifying them of the FMLA approval and confirming the leave can be utilized.

ONLY APPLICABLE TO PARENTAL LEAVE REQUSTS

Phase Three: Proof of Birth Upload & eForm Submission

After upload of FMLA documentation and eForm submission for review and approval, employees are approved for preliminary Parental Leave dates, based on the expected birth/placement date. These preliminary approval dates are to allow departments ample time to prepare for their employee's 12-week absence.

Once a child has been born/placed with an employee, they are responsible for obtaining a Proof of Birth/Placement document to finalize their Parental Leave request. This Proof of Birth/Placement document should be uploaded and submitted through the eForm process within 31 days from the date of the child's recorded birth or placement with the employee.

Doctors and medical offices should not be sending copies of completed FMLA paperwork or Proof of Birth/Placement documents to Employee Relations unless there are pre-approved, extenuating circumstances that require it.

How the Process Works

Using any device and Login to Employee Self-Service
Navigate to Fluid Forms, then FMLA eForms from the homepage
Select Upload to an FMLA eForm from the left side menu
Click only the black Search button at the bottom of the window to load any pending eForm
- DO NOT ENTER INFORMATION INTO ANYT OF THE SEARCH BOXES
Upload the Proof of Birth/Placement document
Select the Approve button at the bottom of the window

Please allow up to 5 business days for eForm document review and processing.

What to Expect Next:

Document Submission Confirmation: Once documentation has been uploaded, and the eForm has been acknowledged and approved, employees should receive an automated message to the email address listed on their eForm, confirming documentation upload and eForm submission was successful.
- Notifications of eForm document submissions are immediately sent to the Leave Coordinator for review and and processing.
Email Notification: If approved, an automated email message should be sent to the email address listed on the eForm that includes an official Approval Memorandum letter detailing your FMLA/Parental Leave information, as authorized by the provider.
- An automated email message is also sent to the employee's specific department notifying them of the FMLA approval and confirming the leave can be utilized.