[Congressional Record Volume 167, Number 211 (Tuesday, December 7, 2021)]
[House]
[Pages H7224-H7258]
From the Congressional Record Online through the Government Publishing Office [www.gpo.gov]




     AMENDED NOTICE OF ADOPTION OF REGULATIONS AND TRANSMITTAL FOR 
                         CONGRESSIONAL APPROVAL

                                                U.S. Congress,    
                                           Office of Congressional


                                             Workplace Rights,

                                 Washington, DC, December 7, 2021.
     Hon. Nancy Pelosi,
     Speaker of the House, House of Representatives,
     Washington, DC.
       Dear Madam Speaker: Section 304(b)(3) of the Congressional 
     Accountability Act (CAA), 2 U.S.C. Sec. 1384(b)(3), requires 
     that, with regard to substantive regulations under the CAA, 
     after the Board of Directors of the Office of Congressional 
     Workplace Rights (Board) has published a general notice of 
     proposed rulemaking as required by subsection (b)(1), and 
     received comments as required by subsection (b)(2), ``the 
     Board shall adopt regulations and shall transmit notice of 
     such action together with a copy of such regulations to the 
     Speaker of the House of Representatives and the President pro 
     tempore of the Senate for publication in the Congressional 
     Record on the first day on which both Houses are in session 
     following such transmittal.''
       The Board has adopted the regulations in the Amended Notice 
     of Adoption of Substantive Regulations and Transmittal for 
     Congressional Approval which accompany this transmittal 
     letter. The Board requests that the accompanying Amended 
     Notice be published in the House version of the Congressional 
     Record on the first day on which both Houses are in session 
     following receipt of this transmittal. The Board has adopted 
     the same regulations for the Senate, the House of 
     Representatives, and the other covered entities and 
     facilities, and therefore recommends that the adopted 
     regulations be approved by concurrent resolution of the 
     Congress.
       Any inquiries regarding this notice should be addressed to 
     Susan Tsui Grundmann, Executive Director of the Office of 
     Congressional Workplace Rights, Room LA-200, 110 2nd Street, 
     S.E., Washington, DC 20540; 202-724-9250.
           Sincerely,

                                       Barbara Childs Wallace,

                                  Chair of the Board of Directors,
                          Office of Congressional Workplace Rights
       Attachment.

 From the Board of Directors of the Office of Congressional Workplace 
                                 Rights

     Amended Notice of Adoption of Regulations and Transmittal for 
                         Congressional Approval

   Modifications to the rights and protections under the Family and 
    Medical Leave Act of 1993 (FMLA), Amended Notice of Adoption of 
Regulations, as required by 2 U.S.C. 1384, Congressional Accountability 
                     Act of 1995, as amended (CAA).

     Background:
       Section 304(b)(3) of the Congressional Accountability Act 
     (CAA), 2 U.S.C. Sec. 1384(b)(3), requires that, with regard 
     to substantive regulations under the CAA, after the Board of 
     Directors of the Office of Congressional Workplace Rights 
     (Board) has published a general notice of proposed rulemaking 
     as required by subsection (b)(1), and received comments as 
     required by subsection (b)(2), ``the Board shall adopt 
     regulations and shall transmit notice of such action together 
     with a copy of such regulations to the Speaker of the House 
     of Representatives and the President pro tempore of the 
     Senate for publication in the Congressional Record on the 
     first day on which both Houses are in session following such 
     transmittal.''
       Section 202 of the CAA (2 U.S.C. 1302 et seq.), applies the 
     rights and protections of sections 101 through 105 of the 
     FMLA to covered employees in the legislative branch. On June 
     22, 2016, the Board adopted and submitted for publication in 
     the Congressional Record amendments to its substantive 
     regulations regarding the FMLA. 162 Cong. Rec. H4128-H4168, 
     S4475-S4516 (daily ed. June 22, 2016). As set forth in the 
     Board's accompanying Notice of Adoption of Regulations and 
     Transmittal for Congressional Approval, the 2016 amendments 
     provide needed clarity on certain aspects of the FMLA. 
     Congress has not yet acted on the Board's request for 
     approval of these amendments.
       The purpose of this Amended Notice of Adoption of 
     Regulations and Transmittal for Congressional Approval is to 
     announce adoption of additional modifications to the existing 
     legislative branch FMLA substantive regulations. 
     Specifically, on December 20, 2019, Congress enacted the 
     Federal Employee Paid Leave Act (subtitle A of title LXXVI of 
     division F of the National Defense Authorization Act for 
     Fiscal Year 2020, Public Law 116-92, December 20, 2019) 
     (FEPLA). FEPLA amended the FMLA to allow most civilian 
     Federal employees, including eligible employees in the 
     legislative branch, to substitute up to 12 weeks of paid 
     parental leave (PPL) for unpaid FMLA leave granted in 
     connection with the birth of an employee's son or daughter or 
     for the placement of a son or daughter with an employee for 
     adoption or foster care. These additional modifications are 
     necessary in order to bring existing legislative branch FMLA 
     regulations (issued April 19, 1996) in line with these recent 
     statutory changes.
     What is the authority under the CAA for these substantive 
         regulations?
       Section 202(a) of the CAA provides that the rights and 
     protections established by sections 101 through 105 of the 
     FMLA (29 U.S.C. 2611-2615) shall apply to covered employees 
     in the legislative branch. Section 202(d)(1) and (2) of the 
     CAA require that the Board, pursuant to section 304 of the 
     CAA, issue regulations implementing the rights and 
     protections of the FMLA and that those regulations shall be 
     ``the same as substantive regulations promulgated by the 
     Secretary of Labor to implement the statutory provisions 
     referred to in the subsection (a) [of section 202 of the CAA] 
     except insofar as the Board may determine, for good cause 
     shown . . . that a modification of such regulations would be 
     more effective for the implementation of the rights and 
     protections under this section.'' The modifications to the 
     regulations proposed by the Board herein are on all matters 
     for which section 202 of the CAA requires regulations to be 
     issued.
     Are there currently FMLA regulations in effect?
       Yes. On January 22, 1996, the OCWR Board adopted and 
     submitted for publication in the Congressional Record the 
     original FMLA final regulations implementing section 202 of 
     the CAA, which applies certain rights and protections of the 
     FMLA. On April 15, 1996, pursuant to section 304(c) of the 
     CAA, the House and the Senate passed resolutions approving 
     the final regulations. Specifically, the Senate passed S. 
     Res. 242, providing for approval of the final regulations 
     applicable to the Senate and the employees of the Senate; the 
     House passed H. Res. 400 providing for approval of the final 
     regulations applicable to the House and the employees of the 
     House; and the House and the Senate passed S. Con. Res. 51, 
     providing for approval of the final regulations applicable to 
     employing offices and employees other than those offices and 
     employees of the House and the Senate. After the Senate and 
     the House passed these resolutions, the Board formally issued 
     the FMLA regulations on April 19, 1996.
     What does the FMLA provide?
       In general, the FMLA provides eligible employees the right 
     to take a total of 12 workweeks of unpaid leave during any 
     12-month period for specified family and medical reasons and 
     for specified circumstances relating to a family member's 
     military service. Employing offices in the legislative branch 
     covered by FMLA provisions of the CAA must provide unpaid 
     leave to eligible employees: (1) for the birth of a son or 
     daughter and to care for the newborn son or daughter; or (2) 
     for placement with the employee of a son or daughter for 
     adoption or foster care; (3) to care for the employee's 
     spouse, son, daughter, or parent with a serious health 
     condition; (4) because of a serious health condition that 
     makes the employee unable to perform the functions of the 
     employee's job; (5) because of any qualifying exigency 
     arising out of the fact that the employee's spouse, son, 
     daughter, or parent is a military member on covered active 
     duty status; and (6) to care for a covered servicemember with 
     a serious injury or illness if the employee is the spouse, 
     son, daughter, parent, or next of kin of the covered 
     servicemember.
     How do the FEPLA amendments affect the FMLA as applied to the 
         legislative branch?
       The FEPLA amendments to the FMLA include provisions 
     expressly applicable to the legislative branch that both: (1) 
     change the eligibility rules for employees to take protected 
     leave for births or placements under the FMLA; and (2) permit 
     employees to substitute PPL and other paid accrued leave for 
     unpaid FMLA leave for such births or placements. The FEPLA 
     amendments are summarized below.
       For purposes of FMLA leave with respect to any birth or 
     placement, all covered employees in the legislative branch 
     are eligible

[[Page H7225]]

     for job-protected leave under the FMLA immediately upon 
     commencement of employment. ``Covered employee'' means any 
     employee of: (1) the House of Representatives; (2) the 
     Senate; (3) the Office of Congressional Accessibility 
     Services; (4) the Capitol Police; (5) the Congressional 
     Budget Office; (6) the Office of the Architect of the 
     Capitol; (7) the Office of the Attending Physician; (8) the 
     Office of Congressional Workplace Rights; (9) the Office of 
     Technology Assessment; (10) the Library of Congress; (11) the 
     John C. Stennis Center for Public Service Training and 
     Development; (12) the China Review Commission; (13) the 
     Congressional Executive China Commission; (14) the Helsinki 
     Commission; or (14) the United States Commission on 
     International Religious Freedom. See 2 U.S.C. 1301(a).
       Generally, FMLA leave is unpaid leave. However, under 
     certain circumstances, the FEPLA amendments to the FMLA, as 
     made applicable by the CAA, permit an eligible employee to 
     choose to substitute PPL and accrued paid leave (such as paid 
     annual, vacation, personal, family, medical, or sick leave) 
     for unpaid FMLA leave. The term ``substitute'' means that 
     paid leave will run concurrently with the unpaid FMLA leave. 
     Accordingly, the employee receives pay during the period of 
     otherwise unpaid FMLA leave. For leave taken for a birth or 
     placement, an employee may elect to substitute for unpaid 
     FMLA leave--(1) up to 12 workweeks of PPL in connection with 
     the occurrence of a birth or placement; and (2) any 
     additional paid annual, vacation, personal, family, medical, 
     or sick leave provided by the employing office to such 
     employee. Paid parental leave may be used only ``in 
     connection with the birth or placement involved.'' See 2 
     U.S.C. 1312(d)(2)(A).
       By law, unpaid FMLA leave is generally limited to a total 
     of 12 weeks in any 12-month period. Accordingly, any use of 
     unpaid FMLA leave for a purpose other than birth or placement 
     may reduce an employee's ability to substitute PPL for a 
     birth or placement. Thus, for example, if an employee has 
     used 3 weeks of unpaid FMLA leave during the leave year 
     before the birth or placement, that employee's entitlement to 
     12 weeks of PPL may be reduced to 9 weeks.
       Paid parental leave may be used no later than the end of 
     the 12-month period beginning on the date of the birth or 
     placement involved. There are no carryover provisions for 
     unused PPL. An employee may not be paid for unused or expired 
     PPL. Paid parental leave may not be considered annual leave 
     for purposes of making a lump-sum payment for annual leave or 
     for any other purpose.
       FEPLA expressly provides that legislative branch employees 
     using parental leave under the FMLA are not subject to the 
     limitations that apply in the executive branch whereby 
     employees may be required to agree in writing to work for the 
     executive branch agency for at least 12 weeks after returning 
     from leave. FEPLA also expressly provides that PPL applies to 
     covered employees in the legislative branch without regard to 
     the limitations that may apply in the executive branch, state 
     and local governments, and private sector, whereby an 
     employer may recover the premiums for maintaining coverage 
     under a group health plan if the employee fails to return 
     from PPL.
     When are the Paid Parental Leave provisions of FEPLA 
         effective?
       FEPLA provides that the amendments to the CAA concerning 
     PPL are not effective with respect to any birth or placement 
     for adoption or foster care occurring before October 1, 2020. 
     Thus, by law, PPL is available to covered employees only in 
     connection with a birth or placement that occurs on or after 
     October 1, 2020.
     How does FEPLA address active duty service in the National 
         Guard or Reserves?
       In addition to providing for PPL, effective December 20, 
     2019, FEPLA also amended the general eligibility provisions 
     of the FMLA (as applied by the CAA) to provide that, for 
     purposes of determining whether a covered employee has been 
     employed by any employing office for at least 12 months and 
     for at least 1,250 hours of service during the 12-month 
     period immediately preceding the commencement of the leave, 
     any service on active duty (as defined in 29 U.S.C. 2611(14)) 
     by a member of the National Guard or Reserves shall be 
     counted as time during which such employee has been employed 
     by an employing office.
     Why are these additional changes to the FMLA regulations 
         necessary?
       The CAA requires that the FMLA regulations applicable to 
     the legislative branch and promulgated by the OCWR be the 
     same as substantive regulations promulgated by the Secretary 
     of Labor to implement FMLA title I, except insofar as the 
     Board may determine, for good cause shown and stated together 
     with the regulation, that a modification of such regulations 
     would be more effective for the implementation of the rights 
     and protections under the CAA. 2 U.S.C. 1312(e). FMLA title I 
     covers employees of most private sector employers, state and 
     local governments, and certain quasi-governmental entities, 
     such as the U.S. Postal Service. These employees are governed 
     by Department of Labor regulations at 29 C.F.R. 601 and part 
     825. The Secretary of Labor will not be promulgating FEPLA 
     regulations because FEPLA does not extend PPL to private 
     sector employees or other employees directly covered by FMLA 
     title I. The Board has determined that these circumstances 
     constitute good cause for further modification of its 
     substantive FMLA regulations in order to effectively 
     implement FEPLA's rights and protections to Federal employees 
     in the legislative branch.
     Procedural Summary:
     How are substantive regulations proposed and approved under 
         the CAA?
       Pursuant to section 304 of the CAA, 2 U.S.C. 1384, the 
     procedure for proposing and approving substantive regulations 
     provides that:
       (1) the Board of Directors proposes substantive regulations 
     and publishes a general notice of proposed rulemaking in the 
     Congressional Record;
       (2) there be a comment period of at least 30 days after the 
     date of publication of the general notice of proposed 
     rulemaking;
       (3) after consideration of comments by the Board of 
     Directors, the Board adopts regulations and transmits notice 
     of such action (together with the regulations and a 
     recommendation regarding the method for congressional 
     approval of the regulations) to the Speaker of the House and 
     President Pro Tempore of the Senate for publication in the 
     Congressional Record;
       (4) there be committee referral and action on the proposed 
     regulations by resolution in each House, concurrent 
     resolution, or by joint resolution; and
       (5) there be final publication of the approved regulations 
     in the Congressional Record, with an effective date 
     prescribed in the final publication. For more detail, please 
     reference the text of 2 U.S.C. 1384.
     What is the approach taken by these adopted substantive 
         regulations?
       The Board follows the procedures as enumerated above and as 
     required by statute. This Amended Notice of Adopted 
     Rulemaking is step (3) of the outline set forth above. The 
     Board has reviewed and responded to the comments received 
     under step (2) of the outline above, and it has made changes 
     where necessary to ensure that the adopted regulations fully 
     implement section 202 of the CAA, and reflect the practices 
     and policies particular to the legislative branch. (Because 
     the Board's 2016 amendments were adopted pursuant to the 
     procedures for proposing and approving substantive 
     regulations in section 304 of the CAA, 2 U.S.C. 1384, 
     including providing a comment period of 60 days after 
     publication of the proposed amendments in the Congressional 
     Record, the Board did not seek additional comments on those 
     adopted amendments.)
     Are there substantive differences in the adopted regulations 
         for the House of Representatives, the Senate and other 
         employing offices?
       No. The Board of Directors has identified no ``good cause'' 
     for varying the text of these regulations. Therefore, if 
     these regulations are approved as adopted, there will be one 
     text applicable to all employing offices and covered 
     employees. See 2 U.S.C. 1331(e)(2).
     Are these adopted regulations also recommended by the OCWR's 
         Executive Director, the Deputy Executive Director for the 
         Senate, and the Deputy Executive Director for the House 
         of Representatives?
       As required by section 304(b)(1) of the CAA, 2 U.S.C. 
     1384(b)(1), these adopted regulations are also recommended by 
     the Executive Director, the Deputy Executive Director for the 
     Senate and the Deputy Executive Director for the House of 
     Representatives.
     Are these adopted substantive regulations available to 
         persons with disabilities in an alternate format?
       In addition to being posted on the OCWR's website 
     (www.ocwr.gov), this Notice is also available in alternative 
     formats. Requests for this Notice in an alternative format 
     should be made to the Office of Congressional Workplace 
     Rights, at 202/724-9250 (voice).
     Am I allowed to view copies of comments submitted by others?
       Yes. Copies of submitted comments will be available for 
     review on the OCWR's public website at www.ocwr.gov.
 Summary:
       The Congressional Accountability Act of 1995 (CAA), PL 104-
     1, was enacted into law on January 23, 1995. The CAA, as 
     amended, applies the rights and protections of 13 federal 
     labor and employment statutes to covered employees and 
     employing offices within the legislative branch of the 
     federal government. Section 202 of the CAA applies to 
     employees covered by the CAA, the rights and protections 
     established by sections 101 through 105 of the Family and 
     Medical Leave Act of 1993 (FMLA), 29 U.S.C. 2611-2615. The 
     above provisions of section 202 became effective on January 
     1, 1997. 2 U.S.C. 1312. The Board of Directors of the Office 
     of Congressional Workplace Rights (OCWR) is now publishing 
     adopted amended regulations to implement section 202 of the 
     CAA, 2 U.S.C. 1301-1438, as applied to covered employees of 
     the House of Representatives, the Senate, and certain 
     congressional instrumentalities listed below.
       The purpose of these amended regulations is to implement 
     section 202 of the CAA. In this Amended Notice of Adoption of 
     Regulations, the Board proposes that virtually identical 
     regulations be adopted for the Senate, the House of 
     Representatives, and certain congressional instrumentalities. 
     Accordingly:
       (1) Senate. The amended regulations adopted in this Notice 
     shall apply to entities within the Senate, as recommended by 
     the

[[Page H7226]]

     OCWR's Deputy Executive Director for the Senate.
       (2) House of Representatives. The amended regulations 
     adopted in this Notice shall apply to entities within the 
     House of Representatives, as recommended by the OCWR's Deputy 
     Executive Director for the House of Representatives.
       (3) Certain congressional instrumentalities. The amended 
     regulations adopted in this Notice shall apply to the Office 
     of Congressional Accessibility Services; the Capitol Police; 
     the Congressional Budget Office; the Office of the Architect 
     of the Capitol; the Office of the Attending Physician; the 
     Office of Congressional Workplace Rights; the Office of 
     Technology Assessment; the Library of Congress; the Stennis 
     Center for Public Service; the China Review Commission; the 
     Congressional Executive China Commission; the Helsinki 
     Commission; and the United States Commission on International 
     Religious Freedom; as recommended by the OCWR's Executive 
     Director.

     Section-by-Section Discussion of Adopted Changes to the FMLA 
                              Regulations

       As noted above, Congress has not yet acted on the Board's 
     request for approval of its amendments to its substantive 
     FMLA regulations that the Board adopted on June 22, 2016. The 
     section-by-section discussion of those amendments appears at 
     162 Cong. Rec. H4128-H4168, S4475-S4516 (daily ed. June 22, 
     2016).
       The following is a section-by-section discussion of the 
     additional adopted amendments related to FEPLA. The Board's 
     adopted amendments to its substantive FMLA regulations 
     provide more detail regarding the implementation of the 
     statutory provisions summarized above. In order to implement 
     FEPLA, the Board amends subparts A-C of part 825 of its 
     substantive regulations (Family and Medical Leave) to 
     establish how the FMLA provisions will now operate, since the 
     appropriate substitution of paid parental leave for unpaid 
     FMLA leave hinges on the standards for granting unpaid FMLA 
     leave. The Board also amends subpart D to omit obsolete 
     references to the OCWR's administrative dispute resolution 
     procedures, which were significantly amended by the CAA of 
     1995 Reform Act of 2018, Pub. L. No. 115-397. (Although the 
     Board had also proposed to amend part 825 to add a new 
     subpart E, for the reasons discussed below, the Board has 
     determined not to do so.) Below we provide a section-by-
     section explanation of the adopted changes in subparts A-D.
       Where a change has been made to a regulatory section, that 
     section is discussed below. However, as the DOL has 
     significantly reorganized its FMLA regulations, which the 
     Board's adopted regulations mirror, many of the sections are 
     moved into other areas of the subpart. The Board as a result 
     will use the adopted section and numbers to provide 
     explanation and analysis of changes. In addition, even if a 
     section is not discussed, there may be minor editorial 
     changes or corrections that do not warrant discussion, such 
     as the substitution of the Office's current name, the 
     ``Office of Congressional Workplace Rights'' for its former 
     name, the ``Office of Compliance.''
       Note: The use of the terms ``Type A,'' ``Type B,'' ``Type 
     C,'' etc., in this Notice corresponds to the subsections of 
     the FMLA provision describing these types of FMLA leave. 
     Thus, ``Type A'' FMLA leave refers to leave ``[b]ecause of 
     the birth of a son or daughter of the employee and in order 
     to care for such son or daughter.'' See 29 U.S.C. 
     2612(a)(1)(A). ``Type B'' FMLA leave refers to leave 
     ``[b]ecause of the placement of a son or daughter with the 
     employee for adoption or foster care.'' See 29 U.S.C. 
     2612(a)(1)(B). ``Type C'' FMLA leave refers to leave ``[i]n 
     order to care for the spouse, or a son, daughter, or parent, 
     of the employee, if such spouse, son, daughter, or parent has 
     a serious health condition.'' See 29 U.S.C. 2612(a)(1)(C). 
     ``Type D'' FMLA leave refers to leave ``[b]ecause of a 
     serious health condition that makes the employee unable to 
     perform the functions of the position of such employee.'' See 
     29 U.S.C. 2612(a)(1)(D). ``Type E'' FMLA leave refers to 
     leave ``[b]ecause of any qualifying exigency (as the 
     Secretary shall, by regulation, determine) arising out of the 
     fact that the spouse, or a son, daughter, or parent of the 
     employee is on covered active duty (or has been notified of 
     an impending call or order to covered active duty) in the 
     Armed Forces.'' See 29 U.S.C. 2612(a)(1)(E).
       Some commenters suggested that the Board modify the 
     regulations to resolve potential ambiguities in the DOL 
     regulation. However, the Board has long held that it will not 
     opine on interpretive ambiguities in the regulations outside 
     of the adjudicatory context of individual cases. The Board's 
     rulemaking authority under the CAA is restricted to 
     circumstances where there is ``good cause'' to depart from 
     the Secretary of Labor's substantive regulations. Further, 
     the Board's adjudicatory function would be undermined if it 
     prejudged ambiguous or disputed interpretive matters. 
     Therefore, the Board does not find ``good cause'' to modify a 
     regulation where the request is based on an ostensible need 
     for clarification.

   Section-by-Section Discussion and Board Consideration of Comments

                   Part 825--Family and Medical Leave

     825.1 Purpose and Scope.
       The Board finds good cause to amend 825.1 to add a new 
     paragraph (c), which describes the FEPLA amendments to the 
     FMLA provisions of the CAA; states that the Board is amending 
     its substantive FMLA regulations pursuant to the CAA 
     rulemaking procedures set forth at sections 202(d) and 304 of 
     the CAA; and further states that because the Secretary of 
     Labor has not promulgated FEPLA regulations under FMLA title 
     I, the Board has determined that these circumstances 
     constitute good cause for modification of its substantive 
     FMLA regulations in order to effectively implement FEPLA's 
     rights and protections to Federal employees in the 
     legislative branch. The paragraphs in 825.1 that follow 
     paragraph (c) have been redesignated as paragraphs (d) and 
     (e).
       One commenter expressed concerns that the term ``Federal 
     civilian employees in the legislative branch'' in proposed 
     paragraph (c) could be read to improperly exclude sworn 
     employees (or police officers) from the scope of the new 
     regulations. The new paragraph (c) omits this term, and 
     instead uses the terms ``Federal employees in the legislative 
     branch'' and ``covered employees.''

       Subpart A--COVERAGE UNDER THE FAMILY AND MEDICAL LEAVE ACT

     825.100 The Family and Medical Leave Act.
       The Board finds good cause to amend paragraph (b) of 
     825.100 to clarify that the authority of an employing office, 
     disbursing or other financial office to recover the premiums 
     for maintaining coverage under a group health plan is subject 
     to 825.208(k), which provides that paid parental leave 
     applies to covered employees in the legislative branch 
     without regard to such limitations.
       One commenter suggested amending paragraph (d) of 825.100 
     to apprise employees that FMLA leave may be denied, and the 
     employee designated as Absent Without Leave, for failing to 
     comply with the notification requirements outlined in 
     825.301(b). The Board finds that 825.100(d) is consistent 
     with the DOL's regulation, and that good cause has not been 
     shown to modify the DOL's regulation.
     825.102 Definitions.
       The Board finds good cause to amend 825.102 to add the 
     following definition of Birth: ``Birth means the delivery of 
     a child. When the term ``birth'' under this subpart is used 
     in connection with the use of leave before birth, it refers 
     to an anticipated birth.''
       One commenter suggested that the definition of Birth in 
     825.102 should be revised to ensure that employees who intend 
     to deliver a live child and through complications in the 
     birthing process have a birth that results in a deceased 
     child receive the same entitlements during the physical 
     recovery process from the birth as those employees whose 
     birthing process results in the birth of a living child. The 
     Board declines to make the suggested change, as its proposed 
     definition encompasses the circumstances that the commenter 
     describes.
       One commenter stated that the proposed definition of Birth 
     should be stricken from the regulation in its entirety on the 
     ground that good cause does not exist for modifying the 
     applicable DOL regulation at 29 CFR 825.120(a)(l) or (2) by 
     adding a definition of Birth which the commenter believed to 
     be in conflict with the existing FMLA regulations. It states 
     that nothing in the FEPLA nor anything unique to the 
     congressional workplace justifies varying from or adding a 
     definition that conflicts with that regulation.
       The Board disagrees. First, as stated above, the 
     Secretary's regulations do not define the term Birth. Thus, 
     the Board's definition of Birth presents no conflict with the 
     Secretary's regulations. Second, the paid leave benefit under 
     FEPLA for Type A leave provides good cause for adding such a 
     definition. That is, the definition provides the specificity 
     necessary in the Board's regulations to implement the new 
     paid leave provisions of FEPLA in the legislative branch in 
     connection with births and placements. By contrast, the paid 
     leave benefit under FEPLA does not apply to employers and 
     employees covered by the Secretary's FMLA title I 
     regulations. Thus, there is no apparent need for clear 
     distinctions between leave for births, placements, serious 
     health conditions, or other qualifying exigencies in the 
     applicable DOL regulations at 29 CFR 825.120 and 29 CFR 
     825.121, because the benefit, i.e., 12 weeks of unpaid leave, 
     is the same for any of these reasons.
       The commenter also suggests striking the second sentence of 
     the Board's definition of Birth on the ground that FEPLA does 
     not permit substitution of paid leave for anticipated births. 
     For the reasons set forth below concerning proposed 825.208, 
     we disagree.
       The Board finds good cause to amend the definition of 
     Covered Employee in 825.102. The amended definition of 
     Covered Employee includes any employee of the Library of 
     Congress; the Stennis Center for Public Service; the China 
     Review Commission; the Congressional Executive China 
     Commission; the Helsinki Commission, and the United States 
     Commission on International Religious Freedom.
       The Board finds good cause to amend the definition of 
     Eligible Employee in 825.102. The amended definition of 
     eligible employee adds a new paragraph (1), which clarifies 
     that for purposes of births or placements, an eligible 
     employee is any covered employee as defined in the CAA, 
     irrespective of whether the employee meets the length of 
     service requirements in paragraph (2). Paragraph (3) of that 
     definition, which concerns eligibility for unpaid FMLA leave 
     for reasons other than births or placements, is amended to 
     clarify that, for purposes of determining whether a covered 
     employee has been employed by any

[[Page H7227]]

     employing office for at least 12 months and for at least 
     1,250 hours of service during the 12-month period immediately 
     preceding the commencement of the leave, any service on 
     active duty by a member of the National Guard or Reserves 
     shall be counted as time during which such employee has been 
     employed by an employing office.
       A commenter recommended that the Employee of the House of 
     Representatives definition in 825.102 should be revised to 
     conform with language updates made through amendments and 
     reforms to the CAA. The 2018 CAA Reform Act changed the 
     language in the definition of House employees to reference 
     pay that is disbursed by the Office of the Chief 
     Administrative Officer, rather than the Office of the Clerk. 
     Similarly, although the term ``clerk-hire allowance'' was 
     used in original CAA text in the 1990's, the appropriate 
     reference is now the ``Members' Representational Allowance.'' 
     The Board finds good cause to make the suggested changes.
       The Board finds good cause to amend the definition of 
     Employing Office in 825.102. The amended definition of 
     Employing Office includes any employee of the Library of 
     Congress; the Stennis Center for Public Service; the China 
     Review Commission; the Congressional Executive China 
     Commission; the Helsinki Commission, and the United States 
     Commission on International Religious Freedom.
       The Board finds good cause to amend the definition of 
     Family and Medical Leave in 825.102. The revised definition 
     includes new language addressing leave to care for covered 
     servicemembers. One commenter suggested further revising the 
     definition to clarify that it means an employee's entitlement 
     of ``up to'' 12 workweeks (or 26 workweeks in the case of 
     leave under 825.127) of unpaid leave. The Board agrees and 
     has made the suggested change.
       A commenter suggested that the definition of Intermittent 
     Leave in 825.102 should be revised to include paid leave that 
     is now available under the FMLA FEPLA provisions for reasons 
     of birth or placement of a child for foster care or adoption. 
     The Board finds good cause to make the suggested revision.
       The Board had proposed to amend 825.102 to add a new 
     definition of Placement that clarified that it refers to a 
     new placement. Two commenters stated that the proposed 
     definition was inconsistent with the DOL's regulations at 29 
     CFR 825.121, which does not limit placements to ``new'' 
     placements. The Board has determined that no good cause has 
     been shown to modify the DOL regulation, and the Board will 
     not include a new definition of Placement in its adopted 
     regulations.
       One commenter suggested that the definitions of Son or 
     Daughter, Son or Daughter of a Covered Servicemember, and Son 
     or Daughter on Covered Active Duty or Call to Covered Active 
     Duty Status in 825.102 (and 825.126(a)(5)) should be defined 
     to account for circumstances where a child is gender neutral 
     or gender undetermined. The commenter suggests adding a 
     provision to clarify that these definitions include a covered 
     servicemember's biological, adopted, foster child, stepchild, 
     legal ward, and child(ren) for whom the covered servicemember 
     stood in loco parentis, who are of any age, and who identify 
     as transgender, gender neutral, gender non-conforming, or 
     non-binary. The Board has determined that no good cause has 
     been shown to modify the DOL regulation. It notes, however, 
     that both DOL and the Board interpret these terms to include 
     any child.
     825.104 Covered employing offices.
       The Board finds good cause to amend 825.104 to: (1) 
     designate paragraphs (1)-(4) as paragraphs (a)-(d); and (2) 
     amend paragraph (d) to include the Library of Congress; the 
     Stennis Center for Public Service; the China Review 
     Commission; the Congressional Executive China Commission; the 
     Helsinki Commission; and the United States Commission on 
     International Religious Freedom.
     825.110 Eligible employee, general rule.
     825.111 Eligible employee, birth or placement.
       The Board finds good cause to: (1) amend 825.110 to create 
     a general rule for eligibility for unpaid FMLA leave for 
     reasons other than births or placements; and (2) add a new 
     825.111 to create a rule for eligibility for unpaid FMLA 
     leave for births or placements. The amendments to 825.110 
     clarify that its provisions are subject to the exceptions set 
     forth at 825.111; and they provide that for purposes of 
     determining whether a covered employee has been employed by 
     any employing office for at least 12 months and for at least 
     1,250 hours of service during the 12-month period immediately 
     preceding the commencement of the leave, any service on 
     active duty by a member of the National Guard or Reserves 
     shall be counted as time during which such employee has been 
     employed by an employing office.
       The new 825.111 clarifies that, for purposes of births or 
     placements, an eligible employee is any covered employee as 
     defined in the CAA, irrespective of whether the employee 
     meets the length or hours of service requirements in the 
     general rule at 825.110. One commenter suggested deleting the 
     cross-references in 825.111 to subparagraphs (a)(1) or (a)(2) 
     of 825.112. The Board agrees and has revised 825.111 
     accordingly. The Board has determined not to further revise 
     825.111 to delete the citation: ``See also 825.120-21.''
     825.112 Qualifying reasons for leave, general rule.
       The Board finds good cause to amend subparagraph (a)(2) of 
     825.112 to clarify that employing offices are required to 
     grant leave to eligible employees for the placement of a son 
     or daughter with the employee for adoption or foster care, 
     including the care of such son or daughter.
       One commenter stated that the citation in subparagraph 
     (a)(1) of 825.112 should be changed to 825.120(a)(1)-(6) in 
     order to exclude citation to the Board's proposed 
     subparagraph (a)(7) of 825.120. As stated below, the Board 
     has determined not to include the proposed subparagraph 
     (a)(7) of 825.120. Therefore, the Board declines to make this 
     revision.
     825.120 Leave for pregnancy or birth.
       The Board finds good cause to amend subparagraph (a)(1) of 
     825.120 to clarify that FMLA leave for pregnancy or the birth 
     of a son or daughter includes leave for the care of the 
     newborn child. The Board also finds good cause to amend 
     subparagraph (a)(2) to add a sentence stating that leave for 
     a birth or placement must be concluded by the expiration of 
     the 12-month period beginning on the date of birth.
       One commenter noted that subparagraph (a)(3) indicates that 
     spouses who are employed by the same employing office ``may 
     be limited to a combined total of 12 weeks of leave,'' which 
     seemingly grants employing offices the discretion to 
     determine whether spouses are entitled to 12 weeks of 
     individual or combined FEPLA leave for births or placements. 
     The commenter states that the final rule should plainly 
     indicate whether this is the intent of the provision or 
     identify the instances when spouses would otherwise be 
     limited to a combined 12 weeks of FEPLA leave. The Board has 
     determined that no good cause has been shown to modify the 
     DOL regulation, which uses the term ``may.'' See 29 CFR 
     825.120(a)(3).
       The Board had proposed to add a new subparagraph (a)(7) to 
     825.120, to state that leave taken because of a birth 
     includes leave necessary for an employee who is the birth 
     mother to recover from giving birth, or for an employee who 
     is the other parent to care for the birth mother during her 
     recovery period, even if the employee is not involved in 
     caring for the son or daughter during portions of that 
     recovery period. Several commenters stated that the new 
     subparagraph (7) should not be included in the final rule, on 
     the ground that no good cause exists for modifying the 
     relevant DOL regulations to add this subparagraph. The Board 
     has determined not to address this issue in the regulations 
     and therefore will not include the proposed subparagraph 
     (a)(7) in 825.120.
     825.121 Leave for adoption or foster care.
       The Board finds good cause to amend paragraph (a) of 
     825.121 to clarify that FMLA leave for placement with the 
     employee of a son or daughter for adoption or foster care 
     includes leave to care for the newly placed child.
       One commenter stated that the Board should amend 
     subparagraph (a)(3) of 825.121, which concerns spouses who 
     are eligible for FMLA leave and are employed by the same 
     covered employing office, to clarify whether employing 
     offices have discretion to grant the entire 12-week 
     entitlement to both employee spouses; and to identify the 
     circumstances when FEPLA leave must be separated or combined 
     for those eligible employees. The Board's regulation is based 
     on the DOL's regulation, and the Board finds no good cause to 
     further modify that regulation.
       One commenter stated that the first sentence of paragraph 
     (b) of 825.121 should be amended to substitute ``the 
     employee's'' for ``the,'' so that the sentence would read: 
     ``An eligible employee may use intermittent or reduced 
     schedule leave after the placement of the employee's healthy 
     child for adoption or foster care only if the employing 
     office agrees.'' The Board has determined that no good cause 
     has been shown to modify the DOL regulation.

  SUBPART B--EMPLOYEE LEAVE ENTITLEMENTS UNDER THE FAMILY AND MEDICAL 
 LEAVE ACT, AS MADE APPLICABLE BY THE CONGRESSIONAL ACCOUNTABILITY ACT

     825.200 Amount of Leave.
       One commenter stated that the Board omitted from the 
     proposed rule the following language from 825.208(f) of its 
     existing FMLA regulation: ``If, before beginning employment 
     with an employing office, an employee had been employed by 
     another employing office, the subsequent employing office may 
     count against the employee's FMLA leave entitlement FMLA 
     leave taken from the prior employing office.'' The commenter 
     states that this language should be included as part of 
     825.200. For the reasons set forth in the Board's June 22, 
     2016 Notice of Adopted Rulemaking, this language was 
     relocated to paragraph (e) of 825.110. The Board agrees with 
     the commenter, however, that because this language concerns 
     the amount of FMLA leave available to an employee, it is more 
     appropriately be included in 825.200. Accordingly, the Board 
     has relocated this language to paragraph (j) of 825.200.
     825.207 Substitution of paid leave, generally.
     825.208 Substitution of paid leave--special rule for paid 
         parental leave.
       The Board finds good cause to: (1) amend 825.207 to create 
     a general rule for substitution of paid leave for unpaid FMLA 
     leave for reasons other than births or placements; and (2) 
     add a new 825.208 to create a rule for substitution of paid 
     leave for unpaid FMLA leave for births or placements. The 
     amendments to 825.207 clarify that its provisions

[[Page H7228]]

     are subject to the exceptions set forth at 825.208.
       The new paid leave substitution rules, which concern birth 
     events and the placement of a child for adoption or foster 
     care, are now addressed in a new 825.208. Although the 
     proposed 825.208 provided that paid parental leave may be 
     substituted for unpaid FMLA leave based on a birth or 
     placement event as provided in a new proposed subpart E, the 
     Board has determined not to include a subpart E. Rather, as 
     discussed below, relevant provisions of proposed subpart E 
     have been relocated to 825.208, and the paragraphs of 825.208 
     have been redesignated accordingly.
       Paragraph (a) of 825.208 (previously proposed as 
     subparagraph 825.500(b)(3) of subpart E), clarifies that the 
     PPL provisions of the FMLA apply to births or placements 
     occurring on or after October 1, 2020.
       Paragraph (b) of 825.208 (previously proposed as paragraph 
     (a) of 825.208) addresses the purpose of the new 825.208. 
     Paragraph (c) of 825.208 (previously proposed as paragraph 
     (b) of 825.208) addresses the possibility of substituting PPL 
     or paid annual, vacation, personal, family, medical, or sick 
     leave for unpaid FMLA leave in connection with a birth or 
     placement.
       One commenter suggests that 825.208(b)(1) should be revised 
     to add ``or'' to account for alternative circumstances, such 
     as when the birth of a child does not result in the care of a 
     newborn child. The Board has determined that the suggested 
     change is unnecessary.
       One commenter states that because paragraphs (b) and (c) of 
     825.208 cross-reference the entire section 825.120 (``Leave 
     for pregnancy or birth''), those paragraphs impermissibly 
     expand the entitlement to PPL and the right to demand to 
     substitute paid leave for unpaid leave beyond what Congress 
     provided in the FEPLA. Specifically, the commenter contends 
     that only birth-related events described in subparagraphs 
     (a)(l) and (2) of section 825.120 (covering birth and bonding 
     time) constitute Type A FMLA leave, but that other birth-
     related events described in 825.120, such as prenatal care 
     and incapacity due to pregnancy, can only constitute Type C 
     or D leave. By referencing 825.120 in its entirety, the 
     commenter concludes, the substitution provisions of 
     825.208(b) and (c) would impermissibly expand FEPLA to allow 
     substitution for birth-related Type C or D leave. The 
     commenter recommends that paragraphs (b) and (c) should 
     cross-reference 29 U.S.C. 2612(1)(A) or (B) rather than 
     cross-referencing 825.120.
       The Board disagrees. First, it is well-established that 
     circumstances may qualify for FMLA leave under more than one 
     FMLA leave type, such as when an employee or the employee's 
     child has a serious health condition requiring continuing 
     medical treatment after the birth of the child. Therefore, 
     the fact that leave for prenatal care and incapacity due to 
     pregnancy could constitute Type C or D leave does not bar an 
     employee from substituting paid leave under FEPLA on the 
     ground that it is also in connection with Type A leave. 2 USC 
     1312(d)(2).
       Second, acceptance of the commenter's position would lead 
     to the incongruous result that paid leave in connection with 
     the placement of a child for adoption or foster care may be 
     substituted for unpaid FMLA leave taken prior to the actual 
     placement, but paid leave in connection with the birth of a 
     child may not be substituted for unpaid FMLA leave taken 
     prior to the actual birth. As stated above, the CAA, as 
     amended by the FEPLA, provides that ``[a] covered employee 
     may elect to substitute for any leave without pay under 
     subparagraph (A) or (B) of section 102(a)(1) of the [FMLA] 
     any paid leave which is available to such employee for that 
     purpose.'' Subparagraph (A) concerns leave without pay 
     ``[b]ecause of the birth of a son or daughter of the employee 
     and in order to care for such son or daughter;'' and 
     subparagraph (B) concerns leave without pay ``[b]ecause of 
     the placement of a son or daughter with the employee for 
     adoption or foster care.'' 2 USC 1312(d). Regarding 
     placements, the Secretary's regulations at 29 CFR 825.121, 
     which the Board has adopted, expressly provide that 
     ``[e]mployees may take FMLA leave before the actual placement 
     or adoption of a child if an absence from work is required 
     for the placement for adoption or foster care to proceed,'' 
     such as ``to attend counseling sessions, appear in court, 
     consult with his or her attorney or the doctor(s) 
     representing the birth parent, submit to a physical 
     examination, or travel to another country to complete an 
     adoption.'' 29 CFR 825.121(a)(1) (emphasis added). Such leave 
     before the placement could only constitute leave ``[b]ecause 
     of the placement'' covered by subparagraph (B) of FMLA 
     section 102(a)(1), i.e., it could not constitute unpaid leave 
     because of a birth, serious health condition, or other 
     qualifying exigency under FMLA sections (A), (C), (D) or (E).
       Under FEPLA, ``[a] covered employee may elect to substitute 
     for any leave without pay under subparagraph . . . (B) . . . 
     any paid leave which is available to such employee for that 
     purpose.'' The paid leave that is available to a covered 
     employee for that purpose is up to 12 weeks ``of paid 
     parental leave in connection with the . . . placement 
     involved,'' and ``[a]ny additional paid annual, vacation, 
     personal, family, medical, or sick leave provided by the 
     employing office to such employee.'' 2 USC 1312(d)(2) 
     (emphasis added). Accordingly, under FEPLA, covered employees 
     may elect to substitute paid leave for any FMLA leave without 
     pay taken before the actual placement of a child for adoption 
     or foster care if an absence from work is required for the 
     placement to proceed.
       Similarly, regarding births, the Secretary's regulations at 
     29 CFR 825.120 provide that unpaid FMLA leave because of the 
     birth of a child may be used prior to the actual birth. 
     Congress could not have intended that an employee may 
     substitute paid leave under FEPLA for a physical examination 
     in connection with an anticipated placement but not in 
     connection with an anticipated birth. Under FEPLA, ``[a] 
     covered employee may elect to substitute for any leave 
     without pay under subparagraph . . . (A) . . . any paid leave 
     which is available to such employee for that purpose.'' As 
     with placements, the paid leave that is available to a 
     covered employee for that purpose is up to 12 weeks ``of paid 
     parental leave in connection with the . . . birth involved,'' 
     and ``[a]ny additional paid annual, vacation, personal, 
     family, medical, or sick leave provided by the employing 
     office to such employee.'' 2 USC 1312(d)(2) (emphasis added). 
     Accordingly, the Board's regulations provide that under 
     FEPLA, covered employees may elect to substitute paid leave 
     for any FMLA leave without pay taken before, and in 
     connection with, the birth of a child.
       The Board stresses that the Board's regulations do not 
     impermissibly expand or increase the 12 weeks of PPL granted 
     to covered employees under FEPLA; rather, they merely define 
     the circumstances upon which those 12 weeks of PPL benefits 
     may be used. Therefore, if a covered employee substitutes PPL 
     leave in connection with, but prior to the actual birth or 
     placement, less (or no) PPL leave may be available for the 
     employee to substitute after the birth or placement occurs.
       One commenter noted that subparagraph (c)(2) refers to 
     ``annual, vacation, personal, family, medical, or sick 
     leave,'' but in subparagraph (e)(4) there is a reference to 
     ``annual leave or sick leave.'' The commenter recommends 
     making this language consistent throughout the regulations. 
     The Board agrees, and has determined that it would be most 
     consistent with the purposes and provisions of FEPLA to use 
     the term ``annual, vacation, personal, family, medical, or 
     sick leave.''
       Paragraph (d) of 825.208 (previously proposed as 
     subparagraph 825.502(b)(2) of subpart E), concerns covered 
     employees' FEPLA leave entitlement. Several commenters 
     suggested that paragraph (d) be revised to further clarify 
     the availability of PPL in cases where there are multiple 
     uses of FMLA leave during a 12-month period. Given the fact-
     specific nature of such situations, the Board has revised 
     paragraph (d) to set forth the following general principle, 
     to be applied to resolve particular cases as they arise: 
     ``Since an employee may use only 12 weeks of unpaid FMLA 
     leave in any 12-month period under 825.200(a), any use of 
     unpaid FMLA leave not associated with paid parental leave may 
     affect an employee's ability to use the full 12 weeks of paid 
     parental leave within a single 12-month period. The specific 
     amount of paid parental leave available will depend on when 
     the employee uses various types of unpaid FMLA leave relative 
     to any 12-month period established under 825.200(b).''
       Paragraph (e) of 825.208 (previously proposed as paragraph 
     (c) of 825.208) sets forth various general rules related to 
     an employee's entitlement to substitute paid leave. An 
     employee is entitled to elect whether or not to substitute 
     paid leave for unpaid FMLA leave, subject to applicable law 
     and regulation. Thus, an employing office may not deny an 
     employee's election to make a substitution permitted under 
     this section. Nor may an employing office require an employee 
     to substitute paid leave for FMLA leave without pay. 
     Subparagraph (e)(4) adds a statement, not previously included 
     in the FMLA regulations, indicating that an employee may 
     request to use annual leave or sick leave without invoking 
     family and medical leave, and, in that case, the agency 
     exercises its normal authority with respect to approving or 
     disapproving the timing of when the leave may be used. In 
     general, an employing office has the right to deny the 
     scheduling of an employee's leave requested outside of an 
     FMLA request, but if the employee's scheduling of FMLA leave 
     is approved, the employee's request to substitute annual 
     leave for FMLA leave without pay may not be denied.
       One commenter expressed concern that subparagraph (e)(4) of 
     section 825.208 could be misinterpreted to have a meaning 
     that conflicts with sections 825.300 and 825.301 and is 
     inconsistent with a DOL interpretation letter from 2019, 
     which states, ``Once an eligible employee communicates a need 
     to take leave for an FMLA-qualifying reason, neither the 
     employee nor the employer may decline FMLA protection for 
     that leave.'' The commenter notes that sections 825.300 and 
     825.301 require employing offices to identify and designate 
     as FMLA leave any employee request for leave that qualifies 
     for FMLA protection, even if the employee does not explicitly 
     ``invoke'' the FMLA. For example, if an employee were to 
     request to use sick leave immediately following childbirth, 
     ``without invoking family and medical leave,'' subparagraph 
     (e)(4) would permit the employing office to grant or deny the 
     sick leave request and not designate the leave as Type A or D 
     FMLA leave as required by sections 825.300 and 825.301--even 
     though the employing office has sufficient information to 
     know that the employee is requesting leave that qualifies for 
     both Types of FMLA leave. Accordingly, the commenter states 
     that subparagraph (e)(4) of section 825.208 must be revised

[[Page H7229]]

     to remove the conflict with sections 825.300 and 825.301. The 
     Board agrees and has modified subparagraph (e)(4) 
     accordingly.
       Paragraph (f) of 825.208 (previously proposed as paragraph 
     (d) of 825.208) addresses an employee's obligation to 
     generally give advance notice of the employee's election to 
     substitute paid leave for unpaid FMLA leave. The general rule 
     is that retroactive substitution is not allowed. However, 
     subparagraphs (f)(2) through (f)(3) set forth limited 
     exceptions. Paragraph (f)(4) addresses the retroactive 
     substitution of paid parental leave and links to 825.505, 
     which allows retroactive substitution only if an employee is 
     physically or mentally incapacitated.
       Several commenters expressed concern that the retroactive 
     designations described in subparagraphs (f)(2)-(4) could 
     conflict with the statute governing the compensation and 
     adjustment of compensation of certain congressional 
     employees. We understand the concern but disagree with one 
     commenter's conclusion that these subparagraphs must 
     therefore be stricken. Rather, we have revised the general 
     rule at subparagraph (f)(1) to provide that retroactive 
     substitution under subparagraphs (f)(2)-(4) is permissible, 
     provided such retroactive substitution does not violate any 
     applicable law or regulation.
       Paragraph (g) of 825.208 (previously proposed as paragraph 
     825.503 of subpart E) concerns pay during leave. It provides 
     that the pay an employee receives when using paid parental 
     leave shall be the same pay the employee would receive if the 
     employee were using annual leave.
       One commenter recommended that paragraph (g) should not 
     include the second subparagraph of the proposed rule, which 
     concerned premium pay provisions that are inapplicable to 
     congressional employees. The Board agrees and has made the 
     suggested deletion.
       Paragraph (h) of 825.208 (previously proposed as 
     subparagraph 825.502(d) of subpart E) concerns treatment of 
     unused leave. It provides that, if an employee has any unused 
     balance of paid parental leave remaining at the end of the 
     12-month period following the birth or placement involved, 
     the entitlement to the unused leave expires at that time. The 
     unused leave may not be rolled over for use in a future 
     period, nor may a payment be made to the employee for unused 
     paid parental leave that has expired. Paid parental leave may 
     not be considered annual leave for purposes of making a lump-
     sum payment for annual leave or for any other purpose.
       One commenter suggested that paragraph (h) should be 
     revised to clarify that the forfeiture of unused paid 
     parental leave does not impact an employee's ability to use 
     unpaid FMLA leave for other qualifying reasons, to the extent 
     that the employee is eligible for such leave in accordance 
     with 825.110, 825.112, and 825.200. The Board agrees and has 
     made the recommended clarification.
       Paragraph (i) of 825.208 (previously proposed as 
     subparagraph 825.500(c) of subpart E) clarifies that an 
     employing office is responsible for the proper administration 
     of 825.208, including the responsibility of informing 
     employees of their entitlements and obligations. The proposed 
     rule provided that ``[t]he head of'' an employing office was 
     responsible. The Board agrees with two commenters who 
     suggested omitting this phrase on the ground that leave and 
     compensation responsibilities are typically delegated by the 
     head of an employing office to a designee. The final rule has 
     been so revised.
       Paragraph (j) of 825.208 (previously proposed as 
     subparagraph 825.500(b)(2) of subpart E) provides that the 
     OCWR will defer to supplemental regulations on PPL issued by 
     the Library of Congress pursuant to the authority in 29 USC 
     2617, provided those supplemental regulations are consistent 
     with the regulations herein.
       Paragraph (k) of 825.208 (previously proposed as 
     subparagraph 825.504(a) of subpart E) addresses the 
     applicability of certain FEPLA provisions concerning the 
     obligation to return to work. Subparagraph (k)(1) of 825.208 
     clarifies that under FEPLA, legislative branch employees 
     using PPL are not subject to the limitations that apply in 
     the executive branch whereby employees may be required to 
     agree in writing to work for the executive branch agency for 
     at least 12 weeks after returning from leave. Subparagraph 
     (k)(2) (previously proposed as subparagraph 825.504(b) of 
     subpart E) clarifies that under FEPLA, PPL applies to covered 
     employees in the legislative branch without regard to the 
     limitations that may apply in the executive branch, state and 
     local governments, and private sector, whereby an employer 
     may recover the premiums for maintaining coverage under a 
     group health plan if the employee fails to return from PPL.
       One commenter suggested omitting subparagraph (k)(1) on the 
     ground that the statutory limitations referred to in this 
     subparagraph only apply to executive branch employees and are 
     not included in the FEPLA provisions that apply to 
     congressional employees. The Board declines to adopt 
     commenter's suggestion, as the final regulation concerns the 
     FEPLA amendment to the CAA at 2 USC 1312(d)(4)(C).
       Paragraph (l) of 825.208 (previously proposed as paragraph 
     825.505 of subpart E) provides that the application of paid 
     parental leave in cases where an employee is incapacitated at 
     the time the use of paid parental leave would be permissible. 
     Subparagraph (1) allows the employee to retroactively use 
     paid parental leave. This provision allows for the 
     retroactive election to use paid parental leave under the 
     FMLA if the employing office determines that an otherwise 
     eligible employee who could have made an election during a 
     past period to substitute paid parental leave was physically 
     or mentally incapable of doing so during that past period. 
     Upon this determination, the employing office must allow the 
     employee, when no longer incapacitated, to make an election 
     to substitute paid parental leave for applicable unpaid FMLA 
     leave. The employee must make this election within 5 workdays 
     of returning to work.
       We disagree with one commenter's suggestion that this 
     provision should be deleted. However, as with paragraph (f), 
     the Board has revised subparagraph (l)(1) to provide that 
     retroactive substitution under subparagraphs (f)(2)-(4) is 
     permissible provided such retroactive substitution does not 
     violate any applicable law or regulation.
       Subparagraph (2) of 825.208(l) allows an employee's 
     personal representative to elect, on behalf of the employee, 
     to substitute paid parental leave for applicable unpaid FMLA 
     leave (i.e., approved FMLA leave based on birth or placement 
     of a child). If an employing office determines that an 
     otherwise eligible employee is physically or mentally 
     incapable of making an election to substitute paid parental 
     leave, the employing office must, upon the request of the 
     employee's personal representative, provide conditional 
     approval of substitution of paid parental leave for 
     applicable unpaid FMLA leave on a prospective basis.
       One commenter suggests that subparagraph (l)(2) should be 
     revised to substitute ``learns''' for ``determines.'' The 
     Board agrees and has made the suggested modification. 
     Further, the commenter suggests that subparagraph (l)(2) 
     should be revised to include an option for the employee to 
     rebut the presumption that paid parental leave was desired 
     during the period of incapacitation. For example, the 
     employee might elect to use another form of leave in order to 
     preserve the period of paid parental leave for a later time 
     during the 12-month period. The Board agrees and has revised 
     subparagraph (l)(2) accordingly. The additional language that 
     allows an employee to rebut the presumption of a PPL request 
     upon his/her return to duty mirrors language in subparagraph 
     (l)(1).
       Paragraph (m) of 825.208 (previously proposed as paragraph 
     825.506 of subpart E) addresses the application of paid 
     parental leave in cases in which an employee has multiple 
     children newly born or placed in the same time period. 
     Subparagraph (1) provides that if an employee has multiple 
     children born or placed on the same day, that event will be 
     treated as a single event triggering a single entitlement of 
     up to 12 weeks of paid parental leave during the 12-month 
     period following the event. Subparagraph (2) of 825.208(m) 
     provides that, if an employee has one or more births or 
     placements during the 12-month period following the date of 
     an earlier birth or placement, the provisions of 825.208 
     shall be independently administered for each birth or 
     placement event.
       The Board has opted not to include examples in 825.208; 
     rather, as stated above, the Board will not opine on 
     interpretive ambiguities in the regulations outside of the 
     adjudicatory context of individual cases. Further, the 
     Board's adjudicatory function would be undermined if it 
     prejudged ambiguous or disputed interpretive matters in its 
     substantive regulations.
     825.213 Employing office recovery of benefit costs.
       The Board finds good cause to amend paragraph (a) of 
     825.213 to clarify that the authority of an employing office, 
     disbursing or other financial office to recover the premiums 
     for maintaining coverage under a group health plan is subject 
     to 825.504, which provides that paid parental leave applies 
     to covered employees in the legislative branch without regard 
     to such limitations.

 SUBPART C--EMPLOYEE AND EMPLOYING OFFICE RIGHTS AND OBLIGATIONS UNDER 
                THE FMLA, AS MADE APPLICABLE BY THE CAA

     825.300 Employing office notice requirements.
       The Board finds good cause to amend subparagraph (c)(iii) 
     of 825.300 to add a requirement that the employing office's 
     rights and responsibilities notice to the employee include, 
     where applicable, notice of the employee's right to 
     substitute paid parental leave for unpaid FMLA leave for a 
     birth or placement.
       The Board also finds good cause to amend subparagraph 
     (d)(6) of 825.300 to clarify that the employing office must 
     notify the employee of the amount of leave counted against 
     the employee's FMLA leave entitlement, and, if applicable, 
     the employee's paid parental leave entitlement.
       One commenter stated that paragraph (e) of section 825.300 
     has no basis in applicable law and should be stricken. As the 
     Board stated in 2016 in response to a similar comment: The 
     CAA incorporates the ``rights and protections established by 
     section 101 through 105'' of the FMLA and incorporates 
     remedies ``as would be appropriate if awarded under'' section 
     107(a)(1) of the FMLA. See 2 U.S.C. 1312(a)(1), (b). The 
     Board agrees that Section 109 of the FMLA is not incorporated 
     in the CAA, and that no legal authority exists for a 
     regulation that incorporates requirements and penalties based 
     on section 109 of the FMLA. However, the Board does not agree 
     with the commenter's assertion that the remedies for section 
     825.300(e) derive

[[Page H7230]]

     from Section 109 of the FMLA, and finds that no good cause 
     has been shown to modify the DOL regulation.
     825.301 Designation of FMLA leave.
       One commenter suggested that 825.301, which concerns 
     designation of FMLA leave, should explain that once an 
     employing office properly designates the absence as FMLA 
     leave, the employee cannot overturn the designation. The 
     Board does not find good cause to amend 825.301.

                   SUBPART D--ADMINISTRATIVE PROCESS

     825.400 Administrative process, general rules.
       The Board has amended 825.400 to omit obsolete references 
     to the OCWR's administrative dispute resolution procedures, 
     which were significantly amended by the CAA of 1995 Reform 
     Act of 2018, Pub. L. No. 115-397. The revised 825.400 refers 
     to the Board's revised Procedural Rules, which apply to 
     matters filed with the OCWR on or after June 19, 2019.
     SUBPART E--PAID PARENTAL LEAVE
       The Board had proposed to amend part 825 of its substantive 
     FMLA regulations to add a new subpart E. In its final adopted 
     rule, the Board has determined not to add a new subpart E. 
     Rather, the provisions of proposed subpart E concerning 
     substitution of paid leave under FEPLA have been consolidated 
     with 825.208, discussed above.
     SUBPART G--EFFECT OF OTHER LAWS, EMPLOYING OFFICE PRACTICES, 
         AND COLLECTIVE BARGAINING AGREEMENTS ON EMPLOYEE RIGHTS 
         UNDER THE FMLA, AS MADE APPLICABLE BY THE CAA.
     825.702 Interaction with anti-discrimination laws, as applied 
         by section 201 of the CAA.
       The Board finds good cause to amend paragraph (f) of 
     825.702 to delete the parenthetical phrase ``(and, therefore, 
     not an ``eligible'' employee under FMLA, as made applicable 
     by the CAA).'' It remains the case that under Title VII of 
     the Civil Rights Act of 1964, as amended by the Pregnancy 
     Discrimination Act, and as made applicable by the CAA, an 
     employing office should provide the same benefits for women 
     who are pregnant as the employing office provides to other 
     employees with short-term disabilities, as stated in 
     paragraph (f). However, as a result of FEPLA, an employee 
     employed for less than 12 months is now an ``eligible'' 
     employee for purposes of unpaid FMLA leave for births and 
     placements. See 825.111.

 REGULATIONS OF THE BOARD OF DIRECTORS OF THE OFFICE OF CONGRESSIONAL 
WORKPLACE RIGHTS EXTENDING RIGHTS AND PROTECTIONS UNDER THE FAMILY AND 
                    MEDICAL ACT OF 1996, AS AMENDED

                   Part 825--Family and Medical Leave

     825.1 Purpose and Scope.
     SUBPART A--COVERAGE UNDER THE FAMILY AND MEDICAL LEAVE ACT, 
         AS MADE APPLICABLE BY THE CONGRESSIONAL ACCOUNTABILITY 
         ACT
     825.100 The Family and Medical Leave Act.
     825.101 Purpose of the FMLA.
     825.102 Definitions.
     825.103 [Reserved]
     825.104 Covered employing offices.
     825.105 [Reserved]
     825.106 Joint employer coverage.
     825.107-825.109 [Reserved]
     825.110 Eligible employee, general rule.
     825.111 Eligible employee, birth or placement.
     825.112 Qualifying reasons for leave, general rule.
     825.113 Serious health condition.
     825.114 Inpatient care.
     825.115 Continuing treatment.
     825.116-825.118 [Reserved]
     825.119 Leave for treatment of substance abuse.
     825.120 Leave for pregnancy or birth.
     825.121 Leave for adoption or foster care.
     825.122 Definitions of covered servicemember, spouse, parent, 
         son or daughter, next of kin of a covered servicemember, 
         adoption, foster care, son or daughter on covered active 
         duty or call to covered active duty status, son or 
         daughter of a covered servicemember, and parent of a 
         covered servicemember.
     825.123 Unable to perform the functions of the position.
     825.124 Needed to care for a family member or covered 
         servicemember.
     825.125 Definition of health care provider.
     825.126 Leave because of a qualifying exigency.
     825.127 Leave to care for a covered servicemember with a 
         serious injury or illness (military caregiver leave).

  SUBPART B--EMPLOYEE LEAVE ENTITLEMENTS UNDER THE FAMILY AND MEDICAL 
 LEAVE ACT, AS MADE APPLICABLE BY THE CONGRESSIONAL ACCOUNTABILITY ACT

         
     825.200 Amount of leave.
     825.201 Leave to care for a parent.
     825.202 Intermittent leave or reduced leave schedule.
     825.203 Scheduling of intermittent or reduced schedule leave.
     825.204 Transfer of an employee to an alternative position 
         during intermittent leave or reduced schedule leave.
     825.205 Increments of FMLA leave for intermittent or reduced 
         schedule leave.
     825.206 Interaction with the FLSA, as made applicable by the 
         Congressional Accountability Act.
     825.207 Substitution of paid leave, generally.
     825.208 Substitution of paid leave--special rule for paid 
         parental leave.
     825.209 Maintenance of employee benefits.
     825.210 Employee payment of group health benefit premiums.
     825.211 Maintenance of benefits under multi-employer health 
         plans.
     825.212 Employee failure to pay health plan premium payments.
     825.213 Employing office recovery of benefit costs.
     825.214 Employee right to reinstatement.
     825.215 Equivalent position.
     825.216 Limitations on an employee's right to reinstatement.
     825.217 Key employee, general rule.
     825.218 Substantial and grievous economic injury.
     825.219 Rights of a key employee.
     825.220 Protection for employees who request leave or 
         otherwise assert FMLA rights.
     SUBPART C--EMPLOYEE AND EMPLOYING OFFICE RIGHTS AND 
         OBLIGATIONS UNDER THE FMLA, AS MADE APPLICABLE BY THE 
         CAA.
     825.300 Employing office notice requirements.
     825.301 Designation of FMLA leave.
     825.302 Employee notice requirements for foreseeable FMLA 
         leave.
     825.303 Employee notice requirements for unforeseeable FMLA 
         leave.
     825.304 Employee failure to provide notice.
     825.305 Certification, general rule.
     825.306 Content of medical certification for leave taken 
         because of an employee's own serious health condition or 
         the serious health condition of a family member.
     825.307 Authentication and clarification of medical 
         certification for leave taken because of an employee's 
         own serious health condition or the serious health 
         condition of a family member; second and third opinions.
     825.308 Recertifications for leave taken because of an 
         employee's own serious health condition or the serious 
         health condition of a family member.
     825.309 Certification for leave taken because of a qualifying 
         exigency.
     825.310 Certification for leave taken to care for a covered 
         servicemember (military caregiver leave).
     825.311 Intent to return to work.
     825.312 Fitness-for-duty certification.
     825.313 Failure to provide certification.
         

[[Page H7231]]

  

     SUBPART D--ADMINISTRATIVE PROCESS
     825.400 Administrative process, general rules.
     825.401-825.404 [Reserved]
     SUBPART E--[Reserved]
     SUBPART F--SPECIAL RULES APPLICABLE TO EMPLOYEES OF SCHOOLS
     825.600 Special rules for school employees, definitions.
     825.601 Special rules for school employees, limitations on 
         intermittent leave.
     825.602 Special rules for school employees, limitations on 
         leave near the end of an academic term.
     825.603 Special rules for school employees, duration of FMLA 
         leave.
     825.604 Special rules for school employees, restoration to an 
         equivalent position.
     SUBPART G--EFFECT OF OTHER LAWS, EMPLOYING OFFICE PRACTICES, 
         AND COLLECTIVE BARGAINING AGREEMENTS ON EMPLOYEE RIGHTS 
         UNDER THE FMLA, AS MADE APPLICABLE BY THE CAA
     825.700 Interaction with employing office's policies.
     825.701 [Reserved]
     825.702 Interaction with anti-discrimination laws as applied 
         by section 201 of the CAA.
     SUBPART H--[Reserved]

     825.1 Purpose and scope.
       (a) Section 202 of the Congressional Accountability Act 
     (CAA) (2 U.S.C. 1312) applies the rights and protections of 
     sections 101 through 105 of the Family and Medical Leave Act 
     of 1993 (FMLA) (29 U.S.C. 2611-2615) to covered employees. 
     (The term ``covered employee'' is defined in section 101(3) 
     of the CAA (2 U.S.C. 1301(3)). See 825.102 of these 
     regulations for that definition.) The purpose of this part is 
     to set forth the regulations to carry out the provisions of 
     section 202 of the CAA.
       (b) These regulations are issued by the Board of Directors 
     (Board) of the Office of Congressional Workplace Rights, 
     pursuant to sections 202(d) and 304 of the CAA, which direct 
     the Board to promulgate regulations implementing section 202 
     that are ``the same as substantive regulations promulgated by 
     the Secretary of Labor to implement the statutory provisions 
     referred to in subsection (a) [of section 202 of the CAA] 
     except insofar as the Board may determine, for good cause 
     shown . . . that a modification of such regulations would be 
     more effective for the implementation of the rights and 
     protections under this section.'' The regulations issued by 
     the Board herein are on all matters for which section 202 of 
     the CAA requires regulations to be issued. Specifically, it 
     is the Board's considered judgment, based on the information 
     available to it at the time of the promulgation of these 
     regulations, that, with the exception of regulations adopted 
     and set forth herein, there are no other ``substantive 
     regulations promulgated by the Secretary of Labor to 
     implement the statutory provisions referred to in subsection 
     (a) [of section 202 of the CAA].''
       (c) On December 20, 2019, Congress enacted the Federal 
     Employee Paid Leave Act (subtitle A of title LXXVI of 
     division F of the National Defense Authorization Act for 
     Fiscal Year 02020, Public Law 116-92, December 20, 2019) 
     (FEPLA). FEPLA amended the FMLA to allow most Federal 
     employees, including eligible employees in the legislative 
     branch, to substitute up to 12 weeks of paid parental leave 
     (PPL) for unpaid FMLA leave granted in connection with the 
     birth of an employee's son or daughter or for the placement 
     of a son or daughter with an employee for adoption or foster 
     care.
       In order to implement FEPLA in the legislative branch, the 
     Board is amending its substantive FMLA regulations pursuant 
     to the CAA rulemaking procedures set forth at sections 202(d) 
     and 304 of the CAA. The Secretary of Labor has not 
     promulgated FEPLA regulations, however, because FEPLA does 
     not extend PPL to private sector employees or other employees 
     directly covered by FMLA title I. The Board has determined 
     that these circumstances constitute good cause for 
     modification of its substantive FMLA regulations in order to 
     effectively implement FEPLA's rights and protections to 
     covered employees in the legislative branch.
       (d) In promulgating these regulations, the Board has made 
     certain technical and nomenclature changes to the regulations 
     as promulgated by the Secretary. Such changes are intended to 
     make the provisions adopted accord more naturally to 
     situations in the legislative branch. However, by making 
     these changes, the Board does not intend a substantive 
     difference between these regulations and those of the 
     Secretary from which they are derived. Moreover, such 
     changes, in and of themselves, are not intended to constitute 
     an interpretation of the regulation or of the statutory 
     provisions of the CAA upon which they are based.
       (e) Pursuant to section 304(b)(4) of the CAA, 2 U.S.C. 
     1384(b)(4), the Board of Directors is required to recommend 
     to Congress a method of approval for these regulations. As 
     the Board has adopted the same regulations for the Senate, 
     the House of Representatives, and the other covered entities 
     and facilities, it therefore recommends that the adopted 
     regulations be approved by concurrent resolution of the 
     Congress.

  SUBPART A--COVERAGE UNDER THE FAMILY AND MEDICAL LEAVE ACT, AS MADE 
           APPLICABLE BY THE CONGRESSIONAL ACCOUNTABILITY ACT

     825.100 The Family and Medical Leave Act.
       (a) The Family and Medical Leave Act of 1993 (FMLA), as 
     made applicable by the Congressional Accountability Act 
     (CAA), allows eligible employees of an employing office to 
     take job-protected, unpaid leave, or to substitute 
     appropriate paid leave if the employee has earned or accrued 
     it, for up to a total of 12 workweeks in any 12 months (See 
     825.200(b)) because of the birth of a child and to care for 
     the newborn child, because of the placement of a child with 
     the employee for adoption or foster care, because the 
     employee is needed to care for a family member (child, 
     spouse, or parent) with a serious health condition, because 
     the employee's own serious health condition makes the 
     employee unable to perform the functions of his or her job, 
     or because of any qualifying exigency arising out of the fact 
     that the employee's spouse, son, daughter, or parent is a 
     military member on active duty or call to covered active duty 
     status (or has been notified of an impending call or order to 
     covered active duty). In addition, eligible employees of a 
     covered employing office may take job- protected, unpaid 
     leave, or substitute appropriate paid leave if the employee 
     has earned or accrued it, for up to a total of 26 workweeks 
     in a single 12-month period to care for a covered 
     servicemember with a serious injury or illness. In certain 
     cases, FMLA leave may be taken on an intermittent basis 
     rather than all at once, or the employee may work a part-time 
     schedule.
       (b) An employee on FMLA leave is also entitled to have 
     health benefits maintained while on leave as if the employee 
     had continued to work instead of taking the leave. If an 
     employee was paying all or part of the premium payments prior 
     to leave, the employee would continue to pay his or her share 
     during the leave period. Subject to 825.208(k), the employing 
     office or a disbursing or other financial office may recover 
     its share only if the employee does not return to work for a 
     reason other than the serious health condition of the 
     employee or the employee's covered family member, the serious 
     injury or illness of a covered servicemember, or another 
     reason beyond the employee's control.
       (c) An employee generally has a right to return to the same 
     position or an equivalent position with equivalent pay, 
     benefits, and working conditions at the conclusion of the 
     leave. The taking of FMLA leave cannot result in the loss of 
     any benefit that accrued prior to the start of the leave.
       (d) The employing office generally has a right to advance 
     notice from the employee. In addition, the employing office 
     may require an employee to submit certification to 
     substantiate that the leave is due to the serious health 
     condition of the employee or the employee's covered family 
     member, due to the serious injury or illness of a covered 
     servicemember, or because of a qualifying exigency. Failure 
     to comply with these requirements may result in a delay in 
     the start of FMLA leave. Pursuant to a uniformly applied 
     policy, the employing office may also require that an 
     employee present a certification of fitness to return to work 
     when the absence was caused by the employee's serious health 
     condition (See 825.312 and 825.313)). The employing office 
     may delay restoring the employee to employment without such 
     certificate relating to the health condition which caused the 
     employee's absence.
     825.101 Purpose of the FMLA.
       (a) FMLA is intended to allow employees to balance their 
     work and family life by taking reasonable unpaid leave for 
     medical reasons, for the birth or adoption of a child, for 
     the care of a child, spouse, or parent who has a serious 
     health condition, for the care of a covered servicemember 
     with a serious injury or illness, or because of a qualifying 
     exigency arising out of the fact that the employee's spouse, 
     son, daughter, or parent is a military member on covered 
     active duty or call to covered active duty status. The FMLA 
     is intended to balance the demands of the workplace with the 
     needs of families, to promote the stability and economic 
     security of families, and to promote national interests in 
     preserving family integrity. It was intended that the FMLA 
     accomplish these purposes in a manner that accommodates the 
     legitimate interests of employing offices, and in a manner 
     consistent with the Equal Protection Clause of the Fourteenth 
     Amendment in minimizing the potential for employment 
     discrimination on the basis of sex, while promoting equal 
     employment opportunity for men and women.
       (b) The FMLA was predicated on two fundamental concerns--
     the needs of the American workforce, and the development of 
     high- performance organizations. Increasingly, America's 
     children and elderly are dependent upon family members who 
     must spend long hours at work. When a family emergency 
     arises, requiring workers to attend to seriously-ill children 
     or parents, or to newly- born or adopted infants, or even to 
     their own serious illness, workers need reassurance that they 
     will not be asked to choose between continuing their 
     employment, and meeting their personal and family obligations 
     or tending to vital needs at home.
       (c) The FMLA is both intended and expected to benefit 
     employing offices as well as their employees. A direct 
     correlation exists between stability in the family and 
     productivity in the workplace. FMLA will encourage the 
     development of high-performance organizations. When workers 
     can count on durable links to their workplace they are able 
     to make their own full commitments to their jobs. The record 
     of hearings on family and medical leave indicate the powerful 
     productive advantages of stable workplace relationships, and 
     the comparatively small costs of

[[Page H7232]]

     guaranteeing that those relationships will not be dissolved 
     while workers attend to pressing family health obligations or 
     their own serious illness.
     825.102 Definitions.
     For purposes of this part:
       ADA means the Americans with Disabilities Act (42 U.S.C. 
     12101 et seq., as amended), as made applicable by the 
     Congressional Accountability Act.
       Birth means the delivery of a child. When the term 
     ``birth'' under this subpart is used in connection with the 
     use of leave before birth, it refers to an anticipated birth.
       CAA means the Congressional Accountability Act of 1995 
     (Pub. Law 104-1, 109 Stat. 3, 2 U.S.C. 1301 et seq., as 
     amended).
       COBRA means the continuation coverage requirements of Title 
     X of the Consolidated Omnibus Budget Reconciliation Act of 
     1986 (Pub. Law 99-272, title X, section 10002; 100 Stat. 227; 
     29 U.S.C. 1161-1168).
       Contingency operation means a military operation that:
       (1) Is designated by the Secretary of Defense as an 
     operation in which members of the Armed Forces are or may 
     become involved in military actions, operations, or 
     hostilities against an enemy of the United States or against 
     an opposing military force; or
       (2) Results in the call or order to, or retention on, 
     active duty of members of the uniformed services under 
     section 688, 12301(a), 12302, 12304, 12305, or 12406 of Title 
     10 of the United States Code, chapter 15 of Title 10 of the 
     United States Code, or any other provision of law during a 
     war or during a national emergency declared by the President 
     or Congress. See also 825.126(a)(2).
       Continuing treatment by a health care provider means any 
     one of the following:
       (1) Incapacity and treatment. A period of incapacity of 
     more than three consecutive, full calendar days, and any 
     subsequent treatment or period of incapacity relating to the 
     same condition, that also involves:
       (i) Treatment two or more times, within 30 days of the 
     first day of incapacity, unless extenuating circumstances 
     exist, by a health care provider, by a nurse under direct 
     supervision of a health care provider, or by a provider of 
     health care services (e.g., physical therapist) under orders 
     of, or on referral by, a health care provider; or
       (ii) Treatment by a health care provider on at least one 
     occasion, which results in a regimen of continuing treatment 
     under the supervision of the health care provider.
       (iii) The requirement in paragraphs (i) and (ii) of this 
     definition for treatment by a health care provider means an 
     in-person visit to a health care provider. The first in-
     person treatment visit must take place within seven days of 
     the first day of incapacity.
       (iv) Whether additional treatment visits or a regimen of 
     continuing treatment is necessary within the 30-day period 
     shall be determined by the health care provider.
       (v) The term ``extenuating circumstances'' in paragraph (i) 
     means circumstances beyond the employee's control that 
     prevent the follow-up visit from occurring as planned by the 
     health care provider. Whether a given set of circumstances 
     are extenuating depends on the facts. See also 825.115(a)(5).
       (2) Pregnancy or prenatal care. Any period of incapacity 
     due to pregnancy, or for prenatal care. See also 825.120.
       (3) Chronic conditions. Any period of incapacity or 
     treatment for such incapacity due to a chronic serious health 
     condition. A chronic serious health condition is one which:
       (i) Requires periodic visits (defined as at least twice a 
     year) for treatment by a health care provider, or by a nurse 
     under direct supervision of a health care provider;
       (ii) Continues over an extended period of time (including 
     recurring episodes of a single underlying condition); and
       (iii) May cause episodic rather than a continuing period of 
     incapacity (e.g., asthma, diabetes, epilepsy, etc.).
       (4) Permanent or long-term conditions. A period of 
     incapacity which is permanent or long-term due to a condition 
     for which treatment may not be effective. The employee or 
     family member must be under the continuing supervision of, 
     but need not be receiving active treatment by, a health care 
     provider. Examples include Alzheimer's, a severe stroke, or 
     the terminal stages of a disease.
       (5) Conditions requiring multiple treatments. Any period of 
     absence to receive multiple treatments (including any period 
     of recovery therefrom) by a health care provider or by a 
     provider of health care services under orders of, or on 
     referral by, a health care provider, for:
       (i) Restorative surgery after an accident or other injury; 
     or
       (ii) A condition that would likely result in a period of 
     incapacity of more than three consecutive full calendar days 
     in the absence of medical intervention or treatment, such as 
     cancer (chemotherapy, radiation, etc.), severe arthritis 
     (physical therapy), kidney disease (dialysis).
       (6) Absences attributable to incapacity under paragraphs 
     (2) or (3) of this definition qualify for FMLA leave even 
     though the employee or the covered family member does not 
     receive treatment from a health care provider during the 
     absence, and even if the absence does not last more than 
     three consecutive, full calendar days. For example, an 
     employee with asthma may be unable to report for work due to 
     the onset of an asthma attack or because the employee's 
     health care provider has advised the employee to stay home 
     when the pollen count exceeds a certain level. An employee 
     who is pregnant may be unable to report to work because of 
     severe morning sickness.
       Covered active duty or call to covered active duty status 
     means:
       (1) In the case of a member of the Regular Armed Forces, 
     duty during the deployment of the member with the Armed 
     Forces to a foreign country; and,
       (2) In the case of a member of the Reserve components of 
     the Armed Forces, duty during the deployment of the member 
     with the Armed Forces to a foreign country under a Federal 
     call or order to active duty in support of a contingency 
     operation pursuant to: Section 688 of Title 10 of the United 
     States Code, which authorizes ordering to active duty retired 
     members of the Regular Armed Forces and members of the 
     retired Reserve who retired after completing at least 20 
     years of active service; Section 12301(a) of Title 10 of the 
     United States Code, which authorizes ordering all reserve 
     component members to active duty in the case of war or 
     national emergency; Section 12302 of Title 10 of the United 
     States Code, which authorizes ordering any unit or unassigned 
     member of the Ready Reserve to active duty; Section 12304 of 
     Title 10 of the United States Code, which authorizes ordering 
     any unit or unassigned member of the Selected Reserve and 
     certain members of the Individual Ready Reserve to active 
     duty; Section 12305 of Title 10 of the United States Code, 
     which authorizes the suspension of promotion, retirement or 
     separation rules for certain Reserve components; Section 
     12406 of Title 10 of the United States Code, which authorizes 
     calling the National Guard into Federal service in certain 
     circumstances; chapter 15 of Title 10 of the United States 
     Code, which authorizes calling the National Guard and state 
     military into Federal service in the case of insurrections 
     and national emergencies; or any other provision of law 
     during a war or during a national emergency declared by the 
     President or Congress so long as it is in support of a 
     contingency operation. See 10 U.S.C. 101(a)(13)(B). See also 
     825.126(a).
       Covered employee as defined in the CAA, means any employee 
     of--(1) the House of Representatives; (2) the Senate; (3) the 
     Office of Congressional Accessibility Services; (4) the 
     Capitol Police; (5) the Congressional Budget Office; (6) the 
     Office of the Architect of the Capitol; (7) the Office of the 
     Attending Physician; (8) the Office of Congressional 
     Workplace Rights; (9) the Library of Congress; (10) the 
     Stennis Center for Public Service; (11) the Office of 
     Technology Assessment; (12) the China Review Commission; (13) 
     the Congressional Executive China Commission; (14) the 
     Helsinki Commission; or (15) the United States Commission on 
     International Religious Freedom.
       Covered servicemember means:
       (1) A current member of the Armed Forces, including a 
     member of the National Guard or Reserves, who is undergoing 
     medical treatment, recuperation, or therapy, is otherwise in 
     outpatient status, or is otherwise on the temporary 
     disability retired list, for a serious injury or illness, or
       (2) A covered veteran who is undergoing medical treatment, 
     recuperation, or therapy for a serious injury or illness.
       Covered veteran means an individual who was a member of the 
     Armed Forces (including a member of the National Guard or 
     Reserves), and was discharged or released under conditions 
     other than dishonorable at any time during the five-year 
     period prior to the first date the eligible employee takes 
     FMLA leave to care for the covered veteran. See 
     825.127(b)(2).
       Eligible employee as defined in the CAA, means:
       (1) For purposes of leave under subparagraphs (a)(1) or 
     (a)(2) of section 825.112 [or subsections (A) or (B) of 
     section 102(a)(1) of the FMLA], a covered employee as defined 
     in the CAA.
       (2) For purposes of leave under subparagraphs (a)(3)-(6) of 
     section 825.112 [or subsections (C)-(F) of section 102(a)(1) 
     of the FMLA], a covered employee who has been employed for a 
     total of at least 12 months in any employing office on the 
     date on which any FMLA leave is to commence, except that an 
     employing office need not consider any period of previous 
     employment that occurred more than seven years before the 
     date of the most recent hiring of the employee, unless:
       (i) The break in service is occasioned by the fulfillment 
     of the employee's Uniformed Services Employment and 
     Reemployment Rights Act (USERRA), 38 U.S.C. 4301, et seq., 
     covered service obligation (the period of absence from work 
     due to or necessitated by USERRA-covered service must be also 
     counted in determining whether the employee has been employed 
     for at least 12 months by any employing office, but this 
     section does not provide any greater entitlement to the 
     employee than would be available under the USERRA, as made 
     applicable by the CAA); or
       (ii) A written agreement, including a collective bargaining 
     agreement, exists concerning the employing office's intention 
     to rehire the employee after the break in service (e.g., for 
     purposes of the employee furthering his or her education or 
     for childrearing purposes); and
       (3) Who, on the date on which any FMLA leave is to 
     commence, has met the hours of service requirement by having 
     been employed for at least 1,250 hours of service with an 
     employing office during the previous 12-month period, except 
     that:

[[Page H7233]]

       (i) An employee returning from fulfilling his or her 
     USERRA-covered service obligation shall be credited with the 
     hours of service that would have been performed but for the 
     period of absence from work due to or necessitated by USERRA-
     covered service in determining whether the employee met the 
     hours of service requirement (accordingly, a person 
     reemployed following absence from work due to or necessitated 
     by USERRA-covered service has the hours that would have been 
     worked for the employing office added to any hours actually 
     worked during the previous 12-month period to meet the hours 
     of service requirement);
       (ii) To determine the hours that would have been worked 
     during the period of absence from work due to or necessitated 
     by USERRA-covered service, the employee's pre-service work 
     schedule can generally be used for calculations; and
       (iii) Any service on active duty (as defined in 29 U.S.C. 
     2611(14)) by a covered employee who is a member of the 
     National Guard or Reserves shall be counted as time during 
     which such employee has been employed in an employing office 
     for purposes of paragraph (3) of this section.
       Employ means to suffer or permit to work.
       Employee means an employee as defined by the CAA and 
     includes an applicant for employment and a former employee.
       Employee employed in an instructional capacity. See the 
     definition of Teacher in this section.
       Employee of the Capitol Police means any member or officer 
     of the Capitol Police.
       Employee of the House of Representatives means an 
     individual occupying a position the pay for which is 
     disbursed by the Chief Administrative Officer of the House of 
     Representatives, or another official designated by the House 
     of Representatives, or any employment position in an entity 
     that is paid with funds derived from the Members' 
     Representational Allowance of the House of Representatives 
     but not any such individual employed by any entity listed in 
     subparagraphs (3) through (9) under the definition of covered 
     employee above.
       Employee of the Office of the Architect of the Capitol 
     means any employee of the Office of the Architect of the 
     Capitol or the Botanic Garden.
       Employee of the Senate means any employee whose pay is 
     disbursed by the Secretary of the Senate, but not any such 
     individual employed by any entity listed in subparagraphs (3) 
     through (9) under the definition of covered employee above.
       Employing Office, as defined by the CAA, means:
       (1) The personal office of a Member of the House of 
     Representatives or of a Senator;
       (2) A committee of the House of Representatives or the 
     Senate or a joint committee;
       (3) Any other office headed by a person with the final 
     authority to appoint, hire, discharge, and set the terms, 
     conditions, or privileges of the employment of an employee of 
     the House of Representatives or the Senate; or
       (4) The Office of Congressional Accessibility Services, the 
     United States Capitol Police, the Congressional Budget 
     Office, the Office of the Architect of the Capitol, the 
     Office of the Attending Physician, the Office of 
     Congressional Workplace Rights, the Library of Congress, the 
     Stennis Center for Public Service, the Office of Technology 
     Assessment, the United States Commission on International 
     Religious Freedom, the China Review Commission, the 
     Congressional Executive China Commission, and the Helsinki 
     Commission.
       Employment benefits means all benefits provided or made 
     available to employees by an employing office, including 
     group life insurance, health insurance, disability insurance, 
     sick leave, annual leave, educational benefits, and pensions, 
     regardless of whether such benefits are provided by a 
     practice or written policy of an employing office or through 
     an employee benefit plan. The term does not include non-
     employment related obligations paid by employees through 
     voluntary deductions such as supplemental insurance coverage. 
     See also 825.209(a).
       Family and medical leave means an employee's entitlement of 
     up to 12 workweeks (or 26 workweeks in the case of leave 
     under 825.127) of unpaid leave for certain family and medical 
     needs, as prescribed under the FMLA, as made applicable by 
     the CAA.
       FLSA means the Fair Labor Standards Act (29 U.S.C. 201 et 
     seq.), as made applicable by the CAA.
       FMLA means the Family and Medical Leave Act of 1993, Public 
     Law 103-3 (February 5, 1993), 107 Stat. 6 (29 U.S.C. 2601 et 
     seq., as amended), as made applicable by the CAA.
       Group health plan means the Federal Employees Health 
     Benefits Program and any other plan of, or contributed to by, 
     an employing office (including a self-insured plan) to 
     provide health care (directly or otherwise) to the employing 
     office's employees, former employees, or the families of such 
     employees or former employees. For purposes of FMLA, as made 
     applicable by the CAA, the term group health plan shall not 
     include an insurance program providing health coverage under 
     which employees purchase individual policies from insurers 
     provided that:
       (1) No contributions are made by the employing office;
       (2) Participation in the program is completely voluntary 
     for employees;
       (3) The sole functions of the employing office with respect 
     to the program are, without endorsing the program, to permit 
     the insurer to publicize the program to employees, to collect 
     premiums through payroll deductions and to remit them to the 
     insurer;
       (4) The employing office receives no consideration in the 
     form of cash or otherwise in connection with the program, 
     other than reasonable compensation, excluding any profit, for 
     administrative services actually rendered in connection with 
     payroll deduction; and,
       (5) The premium charged with respect to such coverage does 
     not increase in the event the employment relationship 
     terminates.
       Health care provider means:
       (1) The FMLA, as made applicable by the CAA, defines health 
     care provider as:
       (i) A doctor of medicine or osteopathy who is authorized to 
     practice medicine or surgery (as appropriate) by the State in 
     which the doctor practices; or
       (ii) Any other person determined by the Department of Labor 
     to be capable of providing health care services.
       (2) Others ``capable of providing health care services'' 
     include only:
       (i) Podiatrists, dentists, clinical psychologists, 
     optometrists, and chiropractors (limited to treatment 
     consisting of manual manipulation of the spine to correct a 
     subluxation as demonstrated by X-ray to exist) authorized to 
     practice in the State and performing within the scope of 
     their practice as defined under State law;
       (ii) Nurse practitioners, nurse-midwives and clinical 
     social workers and physician assistants who are authorized to 
     practice under State law and who are performing within the 
     scope of their practice as defined under State law;
       (iii) Christian Science practitioners listed with the First 
     Church of Christ, Scientist in Boston, Massachusetts. Where 
     an employee or family member is receiving treatment from a 
     Christian Science practitioner, an employee may not object to 
     any requirement from an employing office that the employee or 
     family member submit to examination (though not treatment) to 
     obtain a second or third certification from a health care 
     provider other than a Christian Science practitioner except 
     as otherwise provided under applicable State or local law or 
     collective bargaining agreement;
       (iv) Any health care provider from whom an employing office 
     or a group health plan's benefits manager will accept 
     certification of the existence of a serious health condition 
     to substantiate a claim for benefits; and
       (v) A health care provider listed above who practices in a 
     country other than the United States, who is authorized to 
     practice in accordance with the law of that country, and who 
     is performing within the scope of his or her practice as 
     defined under such law.
       (3) The phrase ``authorized to practice in the State'' as 
     used in this section means that the provider must be 
     authorized to diagnose and treat physical or mental health 
     conditions.
       Incapable of self-care means that the individual requires 
     active assistance or supervision to provide daily self-care 
     in several of the ``activities of daily living'' (ADLs) or 
     ``instrumental activities of daily living'' (IADLs). 
     Activities of daily living include adaptive activities such 
     as caring appropriately for one's grooming and hygiene, 
     bathing, dressing and eating. Instrumental activities of 
     daily living include cooking, cleaning, shopping, taking 
     public transportation, paying bills, maintaining a residence, 
     using telephones and directories, using a post office, etc.
       Instructional employee: See the definition of Teacher in 
     this section.
       Intermittent leave means leave taken in separate periods of 
     time due to a single illness or injury, birth, or placement, 
     rather than for one continuous period of time, and may 
     include leave of periods from an hour or more to several 
     weeks. Examples of intermittent leave would include leave 
     taken on an occasional basis for medical appointments, or 
     leave taken several days at a time spread over a period of 
     six months, such as for chemotherapy.
       Invitational travel authorization (ITA) or Invitational 
     travel order (ITO) mean orders issued by the Armed Forces to 
     a family member to join an injured or ill servicemember at 
     his or her bedside. See also 825.310(e).
       Key employee means a salaried FMLA-eligible employee who is 
     among the highest paid 10 percent of all the employees 
     employed by the employing office within 75 miles of the 
     employee's worksite. See also 825.217.
       Mental disability: See the definition of Physical or mental 
     disability in this section.
       Military caregiver leave means leave taken to care for a 
     covered servicemember with a serious injury or illness under 
     the Family and Medical Leave Act of 1993. See also 825.127.
       Next of kin of a covered servicemember means the nearest 
     blood relative other than the covered servicemember's spouse, 
     parent, son, or daughter, in the following order of priority: 
     blood relatives who have been granted legal custody of the 
     covered servicemember by court decree or statutory 
     provisions, brothers and sisters, grandparents, aunts and 
     uncles, and first cousins, unless the covered servicemember 
     has specifically designated in writing another blood relative 
     as his or her nearest blood relative for purposes of military 
     caregiver leave under the FMLA. When no such designation is 
     made, and there are multiple family members with the same 
     level of relationship to the covered servicemember, all such 
     family members shall be considered the covered 
     servicemember's next of kin and may take FMLA leave to 
     provide

[[Page H7234]]

     care to the covered servicemember, either consecutively or 
     simultaneously. When such designation has been made, the 
     designated individual shall be deemed to be the covered 
     servicemember's only next of kin. See also 825.127(d)(3).
       Office of Congressional Workplace Rights means the 
     independent office established in the legislative branch 
     under section 301 of the CAA (2 U.S.C. 1381).
       Outpatient status means, with respect to a covered 
     servicemember who is a current member of the Armed Forces, 
     the status of a member of the Armed Forces assigned to either 
     a military medical treatment facility as an outpatient; or a 
     unit established for the purpose of providing command and 
     control of members of the Armed Forces receiving medical care 
     as outpatients. See also 825.127(b)(1).
       Parent means a biological, adoptive, step or foster father 
     or mother or any other individual who stood in loco parentis 
     to the employee when the employee was a son or daughter as 
     defined below. This term does not include parents ``in law.''
       Parent of a covered servicemember means a covered 
     servicemember's biological, adoptive, step or foster father 
     or mother, or any other individual who stood in loco parentis 
     to the covered servicemember. This term does not include 
     parents ``in law.'' See also 825.127(d)(2).
       Physical or mental disability means a physical or mental 
     impairment that substantially limits one or more of the major 
     life activities of an individual. Regulations at 29 CFR part 
     1630, issued by the Equal Employment Opportunity Commission 
     under the Americans with Disabilities Act (ADA), 42 U.S.C. 
     12101 et seq., as amended, provide guidance for these terms.
       Reduced leave schedule means a leave schedule that reduces 
     the usual number of hours per workweek, or hours per workday, 
     of an employee.
       Reserve components of the Armed Forces, for purposes of 
     qualifying exigency leave, include the Army National Guard of 
     the United States, Army Reserve, Navy Reserve, Marine Corps 
     Reserve, Air National Guard of the United States, Air Force 
     Reserve, and Coast Guard Reserve, and retired members of the 
     Regular Armed Forces or Reserves who are called up in support 
     of a contingency operation. See also 825.126(a)(2)(i).
       Secretary means the Secretary of Labor or authorized 
     representative.
       Serious health condition means an illness, injury, 
     impairment, or physical or mental condition that involves 
     inpatient care as defined in 825.114 or continuing treatment 
     by a health care provider as defined in 825.115. Conditions 
     for which cosmetic treatments are administered (such as most 
     treatments for acne or plastic surgery) are not serious 
     health conditions unless inpatient hospital care is required 
     or unless complications develop. Restorative dental or 
     plastic surgery after an injury or removal of cancerous 
     growths are serious health conditions provided all the other 
     conditions of this regulation are met. Mental illness or 
     allergies may be serious health conditions, but only if all 
     the conditions of 825.113 are met.
       Serious injury or illness means:
       (1) In the case of a current member of the Armed Forces, 
     including a member of the National Guard or Reserves, an 
     injury or illness that was incurred by the covered 
     servicemember in the line of duty on active duty in the Armed 
     Forces or that existed before the beginning of the member's 
     active duty and was aggravated by service in the line of duty 
     on active duty in the Armed Forces and that may render the 
     servicemember medically unfit to perform the duties of the 
     member's office, grade, rank, or rating; and
       (2) In the case of a covered veteran, an injury or illness 
     that was incurred by the member in the line of duty on active 
     duty in the Armed Forces (or existed before the beginning of 
     the member's active duty and was aggravated by service in the 
     line of duty on active duty in the Armed Forces) and 
     manifested itself before or after the member became a 
     veteran, and is:
       (i) A continuation of a serious injury or illness that was 
     incurred or aggravated when the covered veteran was a member 
     of the Armed Forces and rendered the servicemember unable to 
     perform the duties of the servicemember's office, grade, 
     rank, or rating; or
       (ii) A physical or mental condition for which the covered 
     veteran has received a U.S. Department of Veterans Affairs 
     Service-Related Disability Rating (VASRD) of 50 percent or 
     greater, and such VASRD rating is based, in whole or in part, 
     on the condition precipitating the need for military 
     caregiver leave; or
       (iii) A physical or mental condition that substantially 
     impairs the covered veteran's ability to secure or follow a 
     substantially gainful occupation by reason of a disability or 
     disabilities related to military service, or would do so 
     absent treatment; or
       (iv) An injury, including a psychological injury, on the 
     basis of which the covered veteran has been enrolled in the 
     Department of Veterans Affairs Program of Comprehensive 
     Assistance for Family Caregivers. See also 825.127(c).
       Son or daughter means a biological, adopted, or foster 
     child, a stepchild, a legal ward, or a child of a person 
     standing in loco parentis, who is either under age 18, or age 
     18 or older and ``incapable of self-care because of a mental 
     or physical disability'' at the time that FMLA leave is to 
     commence.
       Son or daughter of a covered servicemember means a covered 
     servicemember's biological, adopted, or foster child, 
     stepchild, legal ward, or a child for whom the covered 
     servicemember stood in loco parentis, and who is of any age. 
     See also 825.127(d)(1).
       Son or daughter on covered active duty or call to covered 
     active duty status means the employee's biological, adopted, 
     or foster child, stepchild, legal ward, or a child for whom 
     the employee stood in loco parentis, who is on covered active 
     duty or call to covered active duty status, and who is of any 
     age. See also 825.126(a)(5).
       Spouse means a husband or wife. For purposes of this 
     definition, husband or wife refers to the other person with 
     whom an individual entered into marriage as defined or 
     recognized under state law for purposes of marriage in the 
     State in which the marriage was entered into or, in the case 
     of a marriage entered into outside of any State, if the 
     marriage is valid in the place where entered into and could 
     have been entered into in at least one State. This definition 
     includes an individual in a same-sex or common law marriage 
     that either:
       (1) Was entered into in a State that recognizes such 
     marriages; or
       (2) If entered into outside of any State, is valid in the 
     place where entered into and could have been entered into in 
     at least one State.
       Teacher (or employee employed in an instructional capacity, 
     or instructional employee) means an employee employed 
     principally in an instructional capacity by an educational 
     agency or school whose principal function is to teach and 
     instruct students in a class, a small group, or an individual 
     setting, and includes athletic coaches, driving instructors, 
     and special education assistants such as signers for the 
     hearing impaired. The term does not include teacher 
     assistants or aides who do not have as their principal 
     function actual teaching or instructing, nor auxiliary 
     personnel such as counselors, psychologists, curriculum 
     specialists, cafeteria workers, maintenance workers, bus 
     drivers, or other primarily noninstructional employees.
       TRICARE is the health care program serving active duty 
     servicemembers, National Guard and Reserve members, retirees, 
     their families, survivors, and certain former spouses 
     worldwide.
     825.103 [Reserved]
     825.104 Covered employing offices.
       The FMLA, as made applicable by the CAA, covers all 
     employing offices. As used in the CAA, the term employing 
     office means:
       (a) The personal office of a Member of the House of 
     Representatives or of a Senator;
       (b) A committee of the House of Representatives or the 
     Senate or a joint committee;
       (c) Any other office headed by a person with the final 
     authority to appoint, hire, discharge, and set the terms, 
     conditions, or privileges of the employment of an employee of 
     the House of Representatives or the Senate; or
       (d) The Office of Congressional Accessibility Services, the 
     United States Capitol Police, the Congressional Budget 
     Office, the Office of the Architect of the Capitol, the 
     Office of the Attending Physician, the Office of 
     Congressional Workplace Rights, the Library of Congress, the 
     Stennis Center for Public Service, the China Review 
     Commission, the Congressional Executive China Commission, the 
     Helsinki Commission, the United States Commission on 
     International Religious Freedom, and the Office of Technology 
     Assessment.
     825.105 [Reserved].
     825.106 Joint employer coverage.
       (a) Where two or more employing offices exercise some 
     control over the work or working conditions of the employee, 
     the employing offices may be joint employers under FMLA, as 
     made applicable by the CAA. Where the employee performs work 
     which simultaneously benefits two or more employing offices, 
     or works for two or more employing offices at different times 
     during the workweek, a joint employment relationship 
     generally will be considered to exist in situations such as:
       (1) Where there is an arrangement between employing offices 
     to share an employee's services or to interchange employees;
       (2) Where one employing office acts directly or indirectly 
     in the interest of the other employing office in relation to 
     the employee; or
       (3) Where the employing offices are not completely 
     disassociated with respect to the employee's employment and 
     may be deemed to share control of the employee, directly or 
     indirectly, because one employing office controls, is 
     controlled by, or is under common control with the other 
     employing office.
       (b) A determination of whether or not a joint employment 
     relationship exists is not determined by the application of 
     any single criterion, but rather the entire relationship is 
     to be viewed in its totality. For example, joint employment 
     will ordinarily be found to exist when:
       (1) An employee, who is employed by an employing office 
     other than the personal office of a Member of the House of 
     Representatives or of a Senator, is under the actual 
     direction and control of the Member of the House of 
     Representatives or Senator; or
       (2) Two or more employing offices employ an individual to 
     work on common issues or other matters for both or all of 
     them.
       (c) When employing offices employ a covered employee 
     jointly, they may designate one of themselves to be the 
     primary employing office, and the other or others to be the 
     secondary employing office(s). Such a designation shall be 
     made by written notice to the covered employee.

[[Page H7235]]

       (d) If an employing office is designated a primary 
     employing office pursuant to paragraph (c) of this section, 
     only that employing office is responsible for giving required 
     notices to the covered employee, providing FMLA leave, and 
     maintenance of health benefits. Job restoration is the 
     primary responsibility of the primary employing office, and 
     the secondary employing office(s) may, subject to the 
     limitations in 825.216, be responsible for accepting the 
     employee returning from FMLA leave.
       (e) If employing offices employ an employee jointly, but 
     fail to designate a primary employing office pursuant to 
     paragraph (c) of this section, then all of these employing 
     offices shall be jointly and severally liable for giving 
     required notices to the employee, for providing FMLA leave, 
     for assuring that health benefits are maintained, and for job 
     restoration. The employee may give notice of need for FMLA 
     leave, as described in 825.302 and 825.303, to whichever of 
     these employing offices the employee chooses. If the employee 
     makes a written request for restoration to one of these 
     employing offices, that employing office shall be primarily 
     responsible for job restoration, and the other employing 
     office(s) may, subject to the limitations in 825.216, be 
     responsible for accepting the employee returning from FMLA 
     leave.
     825.107 [Reserved]
     825.108 [Reserved]
     825.109 [Reserved]
     825.110 Eligible employee, general rule.
       (a) Subject to the exceptions provided in 825.111, an 
     eligible employee is a covered employee of an employing 
     office who:
       (1) Has been employed by any employing office for at least 
     12 months, and
       (2) Has been employed for at least 1,250 hours of service 
     during the 12-month period immediately preceding the 
     commencement of the leave.
       (b) Any service on active duty (as defined in 29 U.S.C. 
     2611(14)) by a covered employee who is a member of the 
     National Guard or Reserves shall be counted as time during 
     which such employee has been employed in an employing office 
     for purposes of paragraph (a)(1) and (2) of this section.
       (c) The 12 months an employee must have been employed by 
     any employing office need not be consecutive months, 
     provided:
       (1) Subject to the exceptions provided in paragraph (c)(2) 
     of this section, employment periods prior to a break in 
     service of seven years or more need not be counted in 
     determining whether the employee has been employed by any 
     employing office for at least 12 months.
       (2) Employment periods preceding a break in service of more 
     than seven years must be counted in determining whether the 
     employee has been employed by any employing office for at 
     least 12 months where:
       (i) The employee's break in service is occasioned by the 
     fulfillment of his or her Uniformed Services Employment and 
     Reemployment Rights Act (USERRA), 38 U.S.C. 4301, et seq., 
     covered service obligation. The period of absence from work 
     due to or necessitated by USERRA-covered service must be also 
     counted in determining whether the employee has been employed 
     for at least 12 months by any employing office. However, this 
     section does not provide any greater entitlement to the 
     employee than would be available under the USERRA; or
       (ii) A written agreement, including a collective bargaining 
     agreement, exists concerning the employing office's intention 
     to rehire the employee after the break in service (e.g., for 
     purposes of the employee furthering his or her education or 
     for childrearing purposes).
       (3) If an employee worked for two or more employing offices 
     sequentially, the time worked will be aggregated to determine 
     whether it equals 12 months.
       (4) If an employee is maintained on the payroll for any 
     part of a week, including any periods of paid or unpaid leave 
     (sick, vacation) during which other benefits or compensation 
     are provided by the employing office (e.g., Federal 
     Employees' Compensation, group health plan benefits, etc.), 
     the week counts as a week of employment. For purposes of 
     determining whether intermittent/ occasional/casual 
     employment qualifies as at least 12 months, 52 weeks is 
     deemed to be equal to 12 months.
       (5) Nothing in this section prevents employing offices from 
     considering employment prior to a continuous break in service 
     of more than seven years when determining whether an employee 
     has met the 12-month employment requirement. However, if an 
     employing office chooses to recognize such prior employment, 
     the employing office must do so uniformly, with respect to 
     all employees with similar breaks in service.
       (d)(1) If an employee was employed by two or more employing 
     offices, either sequentially or concurrently, the hours of 
     service will be aggregated to determine whether the minimum 
     of 1,250 hours has been reached.
       (2) Except as provided in paragraph (c)(3) of this section, 
     whether an employee has worked the minimum 1,250 hours of 
     service is determined according to the principles established 
     under the Fair Labor Standards Act (FLSA), as applied by 
     section 203 of the CAA (2 U.S.C. 1313), for determining 
     compensable hours of work. The determining factor is the 
     number of hours an employee has worked for one or more 
     employing offices as defined by the CAA. The determination is 
     not limited by methods of recordkeeping, or by compensation 
     agreements that do not accurately reflect all of the hours an 
     employee has worked for or been in service to the employing 
     office. Any accurate accounting of actual hours worked under 
     the FLSA's principles, as made applicable by the CAA (2 
     U.S.C. 1313), may be used.
       (3) An employee returning from USERRA-covered service shall 
     be credited with the hours of service that would have been 
     performed but for the period of absence from work due to or 
     necessitated by USERRA-covered service in determining the 
     employee's eligibility for FMLA-qualifying leave. 
     Accordingly, a person reemployed following USERRA-covered 
     service has the hours that would have been worked for the 
     employing office added to any hours actually worked during 
     the previous 12-month period to meet the hours of service 
     requirement. In order to determine the hours that would have 
     been worked during the period of absence from work due to or 
     necessitated by USERRA-covered service, the employee's pre-
     service work schedule can generally be used for calculations.
       (4) In the event an employing office does not maintain an 
     accurate record of hours worked by an employee, including for 
     employees who are exempt from the overtime requirements of 
     the FLSA, as made applicable by the CAA and its regulations, 
     the employing office has the burden of showing that the 
     employee has not worked the requisite hours. An employing 
     office must be able to clearly demonstrate, for example, that 
     full time teachers (See 825.102 for definition) of an 
     elementary or secondary school system, or institution of 
     higher education, or other educational establishment or 
     institution (who often work outside the classroom or at their 
     homes) did not work 1,250 hours during the previous 12 months 
     in order to claim that the teachers are not covered or 
     eligible for FMLA leave.
       (e) The determination of whether an employee meets the 
     hours of service requirement for any employing office and has 
     been employed by any employing office for a total of at least 
     12 months, must be made as of the date the FMLA leave is to 
     start. An employee may be on non-FMLA leave at the time he or 
     she meets the 12-month eligibility requirement, and in that 
     event, any portion of the leave taken for an FMLA-qualifying 
     reason after the employee meets the eligibility requirement 
     would be FMLA leave. See 825.300(b) for rules governing the 
     content of the eligibility notice given to employees.
     825.111 Eligible employee, birth or placement.
       For purposes of leave under subsections (A) or (B) of 
     section 102(a)(1) of the FMLA, 29 USC 2612(a)(1)(A) or (B):
       (a) an eligible employee is a covered employee of an 
     employing office; and
       (b) the eligibility requirements of section 825.110 shall 
     not apply. See also 825.120-21.
     825.112 Qualifying reasons for leave, general rule.
       (a) Circumstances qualifying for leave. Employing offices 
     covered by FMLA as made applicable by the CAA are required to 
     grant leave to eligible employees:
       (1) For birth of a son or daughter, and to care for the 
     newborn child (See 825.120);
       (2) For the placement of a son or daughter with the 
     employee for adoption or foster care and the care of such son 
     or daughter (See 825.121);
       (3) To care for the employee's spouse, son, daughter, or 
     parent with a serious health condition (See 825.113 and 
     825.122);
       (4) Because of a serious health condition that makes the 
     employee unable to perform the functions of the employee's 
     job (See 825.113 and 825.123);
       (5) Because of any qualifying exigency arising out of the 
     fact that the employee's spouse, son, daughter, or parent is 
     a military member on covered active duty (or has been 
     notified of an impending call or order to covered active duty 
     status) (See 825.122 and 825.126); and
       (6) To care for a covered servicemember with a serious 
     injury or illness if the employee is the spouse, son, 
     daughter, parent, or next of kin of the covered servicemember 
     (See 825.122 and 825.127).
       (b) Equal Application. The right to take leave under FMLA, 
     as made applicable by the CAA, applies equally to male and 
     female employees. A father, as well as a mother, can take 
     family leave for the birth, placement for adoption, or foster 
     care of a child.
       (c) Active employee. In situations where the employing 
     office/employee relationship has been interrupted, such as an 
     employee who has been on layoff, the employee must be 
     recalled or otherwise be re-employed before being eligible 
     for FMLA leave. Under such circumstances, an eligible 
     employee is immediately entitled to further FMLA leave for a 
     qualifying reason.
     825.113 Serious health condition.
       (a) For purposes of FMLA, serious health condition 
     entitling an employee to FMLA leave means an illness, injury, 
     impairment, or physical or mental condition that involves 
     inpatient care as defined in 825.114 or continuing treatment 
     by a health care provider as defined in 825.115.
       (b) The term incapacity means inability to work, attend 
     school or perform other regular daily activities due to the 
     serious health condition, treatment therefore, or recovery 
     therefrom.
       (c) The term treatment includes (but is not limited to) 
     examinations to determine if a serious health condition 
     exists and evaluations of the condition. Treatment does not

[[Page H7236]]

     include routine physical examinations, eye examinations, or 
     dental examinations. A regimen of continuing treatment 
     includes, for example, a course of prescription medication 
     (e.g., an antibiotic) or therapy requiring special equipment 
     to resolve or alleviate the health condition (e.g., oxygen). 
     A regimen of continuing treatment that includes the taking of 
     over-the-counter medications such as aspirin, antihistamines, 
     or salves; or bed- rest, drinking fluids, exercise, and other 
     similar activities that can be initiated without a visit to a 
     health care provider, is not, by itself, sufficient to 
     constitute a regimen of continuing treatment for purposes of 
     FMLA leave.
       (d) Conditions for which cosmetic treatments are 
     administered (such as most treatments for acne or plastic 
     surgery) are not serious health conditions unless inpatient 
     hospital care is required or unless complications develop. 
     Ordinarily, unless complications arise, the common cold, the 
     flu, ear aches, upset stomach, minor ulcers, headaches other 
     than migraine, routine dental or orthodontia problems, 
     periodontal disease, etc., are examples of conditions that do 
     not meet the definition of a serious health condition and do 
     not qualify for FMLA leave. Restorative dental or plastic 
     surgery after an injury or removal of cancerous growths are 
     serious health conditions provided all the other conditions 
     of this regulation are met. Mental illness or allergies may 
     be serious health conditions, but only if all the conditions 
     of this section are met.
     825.114 Inpatient care.
       Inpatient care means an overnight stay in a hospital, 
     hospice, or residential medical care facility, including any 
     period of incapacity as defined in 825.113(b), or any 
     subsequent treatment in connection with such inpatient care.
     825.115 Continuing treatment.
       A serious health condition involving continuing treatment 
     by a health care provider includes any one or more of the 
     following:
       (a) Incapacity and treatment. A period of incapacity of 
     more than three consecutive, full calendar days, and any 
     subsequent treatment or period of incapacity relating to the 
     same condition, that also involves:
       (1) Treatment two or more times, within 30 days of the 
     first day of incapacity, unless extenuating circumstances 
     exist, by a health care provider, by a nurse under direct 
     supervision of a health care provider, or by a provider of 
     health care services (e.g., physical therapist) under orders 
     of, or on referral by, a health care provider; or
       (2) Treatment by a health care provider on at least one 
     occasion, which results in a regimen of continuing treatment 
     under the supervision of the health care provider.
       (3) The requirement in paragraphs (a)(1) and (2) of this 
     section for treatment by a health care provider means an in-
     person visit to a health care provider. The first (or only) 
     in-person treatment visit must take place within seven days 
     of the first day of incapacity.
       (4) Whether additional treatment visits or a regimen of 
     continuing treatment is necessary within the 30-day period 
     shall be determined by the health care provider.
       (5) The term extenuating circumstances in paragraph (a)(1) 
     of this section means circumstances beyond the employee's 
     control that prevent the follow-up visit from occurring as 
     planned by the health care provider. Whether a given set of 
     circumstances are extenuating depends on the facts. For 
     example, extenuating circumstances exist if a health care 
     provider determines that a second in-person visit is needed 
     within the 30-day period, but the health care provider does 
     not have any available appointments during that time period.
       (b) Pregnancy or prenatal care. Any period of incapacity 
     due to pregnancy, or for prenatal care. See also 825.120.
       (c) Chronic conditions. Any period of incapacity or 
     treatment for such incapacity due to a chronic serious health 
     condition. A chronic serious health condition is one which:
       (1) Requires periodic visits (defined as at least twice a 
     year) for treatment by a health care provider, or by a nurse 
     under direct supervision of a health care provider;
       (2) Continues over an extended period of time (including 
     recurring episodes of a single underlying condition); and
       (3) May cause episodic rather than a continuing period of 
     incapacity (e.g., asthma, diabetes, epilepsy, etc.).
       (d) Permanent or long-term conditions. A period of 
     incapacity which is permanent or long-term due to a condition 
     for which treatment may not be effective. The employee or 
     family member must be under the continuing supervision of, 
     but need not be receiving active treatment by, a health care 
     provider. Examples include Alzheimer's, a severe stroke, or 
     the terminal stages of a disease.
       (e) Conditions requiring multiple treatments. Any period of 
     absence to receive multiple treatments (including any period 
     of recovery therefrom) by a health care provider or by a 
     provider of health care services under orders of, or on 
     referral by, a health care provider, for:
       (1) Restorative surgery after an accident or other injury; 
     or
       (2) A condition that would likely result in a period of 
     incapacity of more than three consecutive, full calendar days 
     in the absence of medical intervention or treatment, such as 
     cancer (chemotherapy, radiation, etc.), severe arthritis 
     (physical therapy), or kidney disease (dialysis).
       (f) Absences attributable to incapacity under paragraphs 
     (b) or (c) of this section qualify for FMLA leave even though 
     the employee or the covered family member does not receive 
     treatment from a health care provider during the absence, and 
     even if the absence does not last more than three 
     consecutive, full calendar days. For example, an employee 
     with asthma may be unable to report for work due to the onset 
     of an asthma attack or because the employee's health care 
     provider has advised the employee to stay home when the 
     pollen count exceeds a certain level. An employee who is 
     pregnant may be unable to report to work because of severe 
     morning sickness.
     825.116 [Reserved]
     825.117 [Reserved]
     825.118 [Reserved]
     825.119 Leave for treatment of substance abuse.
       (a) Substance abuse may be a serious health condition if 
     the conditions of 825.113 through 825.115 are met. However, 
     FMLA leave may only be taken for treatment for substance 
     abuse by a health care provider or by a provider of health 
     care services on referral by a health care provider. On the 
     other hand, absence because of the employee's use of the 
     substance, rather than for treatment, does not qualify for 
     FMLA leave.
       (b) Treatment for substance abuse does not prevent an 
     employing office from taking employment action against an 
     employee. The employing office may not take action against 
     the employee because the employee has exercised his or her 
     right to take FMLA leave for treatment. However, if the 
     employing office has an established policy, applied in a non-
     discriminatory manner that has been communicated to all 
     employees, that provides under certain circumstances an 
     employee may be terminated for substance abuse, pursuant to 
     that policy the employee may be terminated whether or not the 
     employee is presently taking FMLA leave. An employee may also 
     take FMLA leave to care for a covered family member who is 
     receiving treatment for substance abuse. The employing office 
     may not take action against an employee who is providing care 
     for a covered family member receiving treatment for substance 
     abuse.
     825.120 Leave for pregnancy or birth.
       (a) General rules. Eligible employees are entitled to FMLA 
     leave for pregnancy or birth of a son or daughter and to care 
     for the newborn child as follows:
       (1) Both parents are entitled to FMLA leave for the birth 
     of their child.
       (2) Both parents are entitled to FMLA leave to be with the 
     healthy newborn child (i.e., bonding time) during the 12-
     month period beginning on the date of birth. An employee's 
     entitlement to FMLA leave for a birth expires at the end of 
     the 12-month period beginning on the date of the birth. If 
     the employing office permits bonding leave to be taken beyond 
     this period, such leave will not qualify as FMLA leave. Under 
     this section, both parents are entitled to FMLA leave even if 
     the newborn does not have a serious health condition.
       (3) Spouses who are eligible for FMLA leave and are 
     employed by the same employing office may be limited to a 
     combined total of 12 weeks of leave during any 12-month 
     period if the leave is taken for birth of the employee's son 
     or daughter or to care for the child after birth, for 
     placement of a son or daughter with the employee for adoption 
     or foster care or to care for the child after placement, or 
     to care for the employee's parent with a serious health 
     condition. This limitation on the total weeks of leave 
     applies to leave taken for the reasons specified as long as 
     the spouses are employed by the same employing office. It 
     would apply, for example, even though the spouses are 
     employed at two different worksites of an employing office. 
     On the other hand, if one spouse is ineligible for FMLA 
     leave, the other spouse would be entitled to a full 12 weeks 
     of FMLA leave. Where spouses both use a portion of the total 
     12-week FMLA leave entitlement for either the birth of a 
     child, for placement for adoption or foster care, or to care 
     for a parent, the spouses would each be entitled to the 
     difference between the amount he or she has taken 
     individually and 12 weeks for FMLA leave for other purposes. 
     For example, if each spouse took six weeks of leave to care 
     for a healthy, newborn child, each could use an additional 
     six weeks due to his or her own serious health condition or 
     to care for a child with a serious health condition.
       (4) The expectant mother is entitled to FMLA leave for 
     incapacity due to pregnancy, for prenatal care, or for her 
     own serious health condition following the birth of the 
     child. An expectant mother may take FMLA leave before the 
     birth of the child for prenatal care or if her condition 
     makes her unable to work. The expectant mother is entitled to 
     leave for incapacity due to pregnancy even though she does 
     not receive treatment from a health care provider during the 
     absence, and even if the absence does not last for more than 
     three consecutive calendar days.
       (5) A spouse is entitled to FMLA leave if needed to care 
     for a pregnant spouse who is incapacitated or if needed to 
     care for her during her prenatal care, or if needed to care 
     for her following the birth of a child if she has a serious 
     health condition. See 825.124.
       (6) Both parents are entitled to FMLA leave if needed to 
     care for a child with a serious health condition if the 
     requirements of

[[Page H7237]]

     825.113 through 825.115 and 825.122(d) are met. Thus, spouses 
     may each take 12 weeks of FMLA leave if needed to care for 
     their newborn child with a serious health condition, even if 
     both are employed by the same employing office, provided they 
     have not exhausted their entitlements during the applicable 
     12-month FMLA leave period.
       (b) Intermittent and reduced schedule leave. An eligible 
     employee may use intermittent or reduced schedule leave after 
     the birth to be with a healthy newborn child only if the 
     employing office agrees. For example, an employing office and 
     employee may agree to a part-time work schedule after the 
     birth. If the employing office agrees to permit intermittent 
     or reduced schedule leave for the birth of a child, the 
     employing office may require the employee to transfer 
     temporarily, during the period the intermittent or reduced 
     leave schedule is required, to an available alternative 
     position for which the employee is qualified and which better 
     accommodates recurring periods of leave than does the 
     employee's regular position. Transfer to an alternative 
     position may require compliance with any applicable 
     collective bargaining agreement and federal law (such as the 
     Americans with Disabilities Act, as made applicable by the 
     CAA). Transfer to an alternative position may include 
     altering an existing job to better accommodate the employee's 
     need for intermittent or reduced leave. The employing 
     office's agreement is not required for intermittent leave 
     required by the serious health condition of the expectant 
     mother or newborn child. See 825.202-825.205 for general 
     rules governing the use of intermittent and reduced schedule 
     leave. See 825.121 for rules governing leave for adoption or 
     foster care. See 825.601 for special rules applicable to 
     instructional employees of schools.
     825.121 Leave for adoption or foster care.
       (a) General rules. Eligible employees are entitled to FMLA 
     leave for placement with the employee of a son or daughter 
     for adoption or foster care and to care for the newly placed 
     child as follows:
       (1) Employees may take FMLA leave before the actual 
     placement or adoption of a child if an absence from work is 
     required for the placement for adoption or foster care to 
     proceed. For example, the employee may be required to attend 
     counseling sessions, appear in court, consult with his or her 
     attorney or the doctor(s) representing the birth parent, 
     submit to a physical examination, or travel to another 
     country to complete an adoption. The source of an adopted 
     child (e.g., whether from a licensed placement agency or 
     otherwise) is not a factor in determining eligibility for 
     leave for this purpose.
       (2) An employee's entitlement to leave for adoption or 
     foster care expires at the end of the 12-month period 
     beginning on the date of the placement. If the employing 
     office permits leave for adoption or foster care to be taken 
     beyond this period, such leave will not qualify as FMLA 
     leave. Under this section, the employee is entitled to FMLA 
     leave even if the adopted or foster child does not have a 
     serious health condition.
       (3) Spouses who are eligible for FMLA leave and are 
     employed by the same covered employing office may be limited 
     to a combined total of 12 weeks of leave during any 12-month 
     period if the leave is taken for the placement of the 
     employee's son or daughter or to care for the child after 
     placement, for the birth of the employee's son or daughter or 
     to care for the child after birth, or to care for the 
     employee's parent with a serious health condition. This 
     limitation on the total weeks of leave applies to leave taken 
     for the reasons specified as long as the spouses are employed 
     by the same employing office. It would apply, for example, 
     even though the spouses are employed at two different 
     worksites of an employing office. On the other hand, if one 
     spouse is ineligible for FMLA leave, the other spouse would 
     be entitled to a full 12 weeks of FMLA leave. Where spouses 
     both use a portion of the total 12- week FMLA leave 
     entitlement for either the birth of a child, for placement 
     for adoption or foster care, or to care for a parent, the 
     spouses would each be entitled to the difference between the 
     amount he or she has taken individually and 12 weeks for FMLA 
     leave for other purposes. For example, if each spouse took 
     six weeks of leave to care for a healthy, newly placed child, 
     each could use an additional six weeks due to his or her own 
     serious health condition or to care for a child with a 
     serious health condition.
       (4) An eligible employee is entitled to FMLA leave in order 
     to care for an adopted or foster child with a serious health 
     condition if the requirements of 825.113 through 825.115 and 
     825.122(d) are met. Thus, spouses may each take 12 weeks of 
     FMLA leave if needed to care for an adopted or foster child 
     with a serious health condition, even if both are employed by 
     the same employing office, provided they have not exhausted 
     their entitlements during the applicable 12-month FMLA leave 
     period.
       (b) Use of intermittent and reduced schedule leave. An 
     eligible employee may use intermittent or reduced schedule 
     leave after the placement of a healthy child for adoption or 
     foster care only if the employing office agrees. Thus, for 
     example, the employing office and employee may agree to a 
     part-time work schedule after the placement for bonding 
     purposes. If the employing office agrees to permit 
     intermittent or reduced schedule leave for the placement for 
     adoption or foster care, the employing office may require the 
     employee to transfer temporarily, during the period the 
     intermittent or reduced leave schedule is required, to an 
     available alternative position for which the employee is 
     qualified and which better accommodates recurring periods of 
     leave than does the employee's regular position. Transfer to 
     an alternative position may require compliance with any 
     applicable collective bargaining agreement and federal law 
     (such as the Americans with Disabilities Act, as made 
     applicable by the CAA). Transfer to an alternative position 
     may include altering an existing job to better accommodate 
     the employee's need for intermittent or reduced leave. The 
     employing office's agreement is not required for intermittent 
     leave required by the serious health condition of the adopted 
     or foster child. See 825.202-825.205 for general rules 
     governing the use of intermittent and reduced schedule leave. 
     See 825.120 for general rules governing leave for pregnancy 
     and birth of a child. See 825.601 for special rules 
     applicable to instructional employees of schools.
     825.122 Definitions of covered servicemember, spouse, parent, 
         son or daughter, next of kin of a covered servicemember, 
         adoption, foster care, son or daughter on covered active 
         duty or call to covered active duty status, son or 
         daughter of a covered servicemember, and parent of a 
         covered servicemember.
       (a) Covered servicemember means:
       (1) A current member of the Armed Forces, including a 
     member of the National Guard or Reserves, who is undergoing 
     medical treatment, recuperation or therapy, is otherwise in 
     outpatient status, or is otherwise on the temporary 
     disability retired list, for a serious injury or illness; or
       (2) A covered veteran who is undergoing medical treatment, 
     recuperation, or therapy for a serious injury or illness. 
     Covered veteran means an individual who was a member of the 
     Armed Forces (including a member of the National Guard or 
     Reserves), and was discharged or released under conditions 
     other than dishonorable at any time during the five-year 
     period prior to the first date the eligible employee takes 
     FMLA leave to care for the covered veteran. See 
     825.127(b)(2).
       (b) Spouse means a husband or wife. For purposes of this 
     definition, husband or wife refers to the other person with 
     whom an individual entered into marriage as defined or 
     recognized under state law for purposes of marriage in the 
     State in which the marriage was entered into or, in the case 
     of a marriage entered into outside of any State, if the 
     marriage is valid in the place where entered into and could 
     have been entered into in at least one State. This definition 
     includes an individual in a same-sex or common law marriage 
     that either:
       (1) Was entered into in a State that recognizes such 
     marriages; or
       (2) If entered into outside of any State, is valid in the 
     place where entered into and could have been entered into in 
     at least one State.
       (c) Parent. Parent means a biological, adoptive, step or 
     foster father or mother, or any other individual who stood in 
     loco parentis to the employee when the employee was a son or 
     daughter as defined in paragraph (d) of this section. This 
     term does not include parents ``in law.''
       (d) Son or daughter. For purposes of FMLA leave taken for 
     birth or adoption, or to care for a family member with a 
     serious health condition, son or daughter means a biological, 
     adopted, or foster child, a stepchild, a legal ward, or a 
     child of a person standing in loco parentis, who is either 
     under age 18, or age 18 or older and ``incapable of self-care 
     because of a mental or physical disability'' at the time that 
     FMLA leave is to commence.
       (1) Incapable of self-care means that the individual 
     requires active assistance or supervision to provide daily 
     self-care in three or more of the activities of daily living 
     (ADLs) or instrumental activities of daily living (IADLs). 
     Activities of daily living include adaptive activities such 
     as caring appropriately for one's grooming and hygiene, 
     bathing, dressing and eating. Instrumental activities of 
     daily living include cooking, cleaning, shopping, taking 
     public transportation, paying bills, maintaining a residence, 
     using telephones and directories, using a post office, etc.
       (2) Physical or mental disability means a physical or 
     mental impairment that substantially limits one or more of 
     the major life activities of an individual. Regulations at 29 
     CFR 1630.2(h), (i), and (j), issued by the Equal Employment 
     Opportunity Commission under the Americans with Disabilities 
     Act (ADA), 42 U.S.C. 12101 et seq., provide guidance for 
     these terms.
       (3) Persons who are ``in loco parentis'' include those with 
     day-to-day responsibilities to care for and financially 
     support a child, or, in the case of an employee, who had such 
     responsibility for the employee when the employee was a 
     child. A biological or legal relationship is not necessary.
       (e) Next of kin of a covered servicemember means the 
     nearest blood relative other than the covered servicemember's 
     spouse, parent, son, or daughter, in the following order of 
     priority: blood relatives who have been granted legal custody 
     of the covered servicemember by court decree or statutory 
     provisions, brothers and sisters, grandparents, aunts and 
     uncles, and first cousins, unless the covered servicemember 
     has specifically designated in writing another blood relative 
     as his or her nearest blood relative for purposes of military 
     caregiver leave under the FMLA. When no such designation is 
     made,

[[Page H7238]]

     and there are multiple family members with the same level of 
     relationship to the covered servicemember, all such family 
     members shall be considered the covered servicemember's next 
     of kin and may take FMLA leave to provide care to the covered 
     servicemember, either consecutively or simultaneously. When 
     such designation has been made, the designated individual 
     shall be deemed to be the covered servicemember's only next 
     of kin. See 825.127(d)(3).
       (f) Adoption means legally and permanently assuming the 
     responsibility of raising a child as one's own. The source of 
     an adopted child (e.g., whether from a licensed placement 
     agency or otherwise) is not a factor in determining 
     eligibility for FMLA leave. See 825.121 for rules governing 
     leave for adoption.
       (g) Foster care means 24-hour care for children in 
     substitution for, and away from, their parents or guardian. 
     Such placement is made by or with the agreement of the State 
     as a result of a voluntary agreement between the parent or 
     guardian that the child be removed from the home, or pursuant 
     to a judicial determination of the necessity for foster care, 
     and involves agreement between the State and foster family 
     that the foster family will take care of the child. Although 
     foster care may be with relatives of the child, State action 
     is involved in the removal of the child from parental 
     custody. See 825.121 for rules governing leave for foster 
     care.
       (h) Son or daughter on covered active duty or call to 
     covered active duty status means the employee's biological, 
     adopted, or foster child, stepchild, legal ward, or a child 
     for whom the employee stood in loco parentis, who is on 
     covered active duty or call to covered active duty status, 
     and who is of any age. See 825.126(a)(5).
       (i) Son or daughter of a covered servicemember means the 
     covered servicemember's biological, adopted, or foster child, 
     stepchild, legal ward, or a child for whom the covered 
     servicemember stood in loco parentis, and who is of any age. 
     See 825.127(d)(1).
       (j) Parent of a covered servicemember means a covered 
     servicemember's biological, adoptive, step or foster father 
     or mother, or any other individual who stood in loco parentis 
     to the covered servicemember. This term does not include 
     parents ``in law.'' See 825.127(d)(2).
       (k) Documenting relationships. For purposes of confirmation 
     of family relationship, the employing office may require the 
     employee giving notice of the need for leave to provide 
     reasonable documentation or statement of family relationship. 
     This documentation may take the form of a simple statement 
     from the employee, or a child's birth certificate, a court 
     document, etc. The employing office is entitled to examine 
     documentation such as a birth certificate, etc., but the 
     employee is entitled to the return of the official document 
     submitted for this purpose.
     825.123 Unable to perform the functions of the position.
       (a) Definition. An employee is unable to perform the 
     functions of the position where the health care provider 
     finds that the employee is unable to work at all or is unable 
     to perform any one of the essential functions of the 
     employee's position within the meaning of the Americans with 
     Disabilities Act (ADA), as amended and made applicable by 
     Section 201(a) of the CAA (2 U.S.C. 1311(a)(3)). An employee 
     who must be absent from work to receive medical treatment for 
     a serious health condition is considered to be unable to 
     perform the essential functions of the position during the 
     absence for treatment.
       (b) Statement of functions. An employing office has the 
     option, in requiring certification from a health care 
     provider, to provide a statement of the essential functions 
     of the employee's position for the health care provider to 
     review. A sufficient medical certification must specify what 
     functions of the employee's position the employee is unable 
     to perform so that the employing office can then determine 
     whether the employee is unable to perform one or more 
     essential functions of the employee's position. For purposes 
     of the FMLA, the essential functions of the employee's 
     position are to be determined with reference to the position 
     the employee held at the time notice is given or leave 
     commenced, whichever is earlier. See 825.306.
     825.124 Needed to care for a family member or covered 
         servicemember.
       (a) The medical certification provision that an employee is 
     needed to care for a family member or covered servicemember 
     encompasses both physical and psychological care. It includes 
     situations where, for example, because of a serious health 
     condition, the family member is unable to care for his or her 
     own basic medical, hygienic, or nutritional needs or safety, 
     or is unable to transport himself or herself to the doctor. 
     The term also includes providing psychological comfort and 
     reassurance which would be beneficial to a child, spouse or 
     parent with a serious health condition who is receiving 
     inpatient or home care.
       (b) The term also includes situations where the employee 
     may be needed to substitute for others who normally care for 
     the family member or covered servicemember, or to make 
     arrangements for changes in care, such as transfer to a 
     nursing home. The employee need not be the only individual or 
     family member available to care for the family member or 
     covered servicemember.
       (c) An employee's intermittent leave or a reduced leave 
     schedule necessary to care for a family member or covered 
     servicemember includes not only a situation where the 
     condition of the family member or covered servicemember 
     itself is intermittent, but also where the employee is only 
     needed intermittently--such as where other care is normally 
     available, or care responsibilities are shared with another 
     member of the family or a third party. See 825.202-825.205 
     for rules governing the use of intermittent or reduced 
     schedule leave.
     825.125 Definition of health care provider.
       (a) The FMLA, as made applicable by the CAA, defines health 
     care provider as:
       (1) A doctor of medicine or osteopathy who is authorized to 
     practice medicine or surgery (as appropriate) by the State in 
     which the doctor practices; or
       (2) Any other person determined by the Office of 
     Congressional Workplace Rights to be capable of providing 
     health care services.
       (3) In making a determination referred to in subparagraph 
     (a)(2), and absent good cause shown to do otherwise, the 
     Office of Congressional Workplace Rights will follow any 
     determination made by the Department of Labor (under section 
     101(6)(B) of FMLA (29 U.S.C. 2611(6)(B))) that a person is 
     capable of providing health care services, provided the 
     determination by the Department of Labor was not made at the 
     request of a person who was then a covered employee.
       (b) Others capable of providing health care services 
     include only:
       (1) Podiatrists, dentists, clinical psychologists, 
     optometrists, and chiropractors (limited to treatment 
     consisting of manual manipulation of the spine to correct a 
     subluxation as demonstrated by X-ray to exist) authorized to 
     practice in the State and performing within the scope of 
     their practice as defined under State law;
       (2) Nurse practitioners, nurse-midwives, clinical social 
     workers and physician assistants who are authorized to 
     practice under State law and who are performing within the 
     scope of their practice as defined under State law;
       (3) Christian Science Practitioners listed with the First 
     Church of Christ, Scientist in Boston, Massachusetts. Where 
     an employee or family member is receiving treatment from a 
     Christian Science practitioner, an employee may not object to 
     any requirement from an employing office that the employee or 
     family member submit to examination (though not treatment) to 
     obtain a second or third certification from a health care 
     provider other than a Christian Science practitioner except 
     as otherwise provided under applicable State or local law or 
     collective bargaining agreement;
       (4) Any health care provider from whom an employing office 
     or the employing office's group health plan's benefits 
     manager will accept certification of the existence of a 
     serious health condition to substantiate a claim for 
     benefits; and
       (5) A health care provider listed above who practices in a 
     country other than the United States, who is authorized to 
     practice in accordance with the law of that country, and who 
     is performing within the scope of his or her practice as 
     defined under such law.
       (c) The phrase authorized to practice in the State as used 
     in this section means that the provider must be authorized to 
     diagnose and treat physical or mental health conditions.
     825.126 Leave because of a qualifying exigency.
       (a) Eligible employees may take FMLA leave for a qualifying 
     exigency while the employee's spouse, son, daughter, or 
     parent (the military member or member) is on covered active 
     duty or call to covered active duty status (or has been 
     notified of an impending call or order to covered active 
     duty).
       (1) Covered active duty or call to covered active duty 
     status in the case of a member of the Regular Armed Forces 
     means duty during the deployment of the member with the Armed 
     Forces to a foreign country. The active duty orders of a 
     member of the Regular components of the Armed Forces will 
     generally specify if the member is deployed to a foreign 
     country.
       (2) Covered active duty or call to covered active duty 
     status in the case of a member of the Reserve components of 
     the Armed Forces means duty during the deployment of the 
     member with the Armed Forces to a foreign country under a 
     Federal call or order to active duty in support of a 
     contingency operation pursuant to: Section 688 of Title 10 of 
     the United States Code, which authorizes ordering to active 
     duty retired members of the Regular Armed Forces and members 
     of the retired Reserve who retired after completing at least 
     20 years of active service; Section 12301(a) of Title 10 of 
     the United States Code, which authorizes ordering all reserve 
     component members to active duty in the case of war or 
     national emergency; Section 12302 of Title 10 of the United 
     States Code, which authorizes ordering any unit or unassigned 
     member of the Ready Reserve to active duty; Section 12304 of 
     Title 10 of the United States Code, which authorizes ordering 
     any unit or unassigned member of the Selected Reserve and 
     certain members of the Individual Ready Reserve to active 
     duty; Section 12305 of Title 10 of the United States Code, 
     which authorizes the suspension of promotion, retirement or 
     separation rules for certain Reserve components; Section 
     12406 of Title 10 of the United States Code, which authorizes 
     calling the National Guard into Federal service in certain 
     circumstances; chapter 15 of Title 10 of the United States 
     Code, which authorizes calling the National Guard and state 
     military into Federal service in the case of insurrections 
     and national emergencies; or any other provision of law 
     during a war or during

[[Page H7239]]

     a national emergency declared by the President or Congress so 
     long as it is in support of a contingency operation. See 10 
     U.S.C. 101(a)(13)(B).
       (i) For purposes of covered active duty or call to covered 
     active duty status, the Reserve components of the Armed 
     Forces include the Army National Guard of the United States, 
     Army Reserve, Navy Reserve, Marine Corps Reserve, Air 
     National Guard of the United States, Air Force Reserve and 
     Coast Guard Reserve, and retired members of the Regular Armed 
     Forces or Reserves who are called up in support of a 
     contingency operation pursuant to one of the provisions of 
     law identified in paragraph (a)(2).
       (ii) The active duty orders of a member of the Reserve 
     components will generally specify if the military member is 
     serving in support of a contingency operation by citation to 
     the relevant section of Title 10 of the United States Code 
     and/or by reference to the specific name of the contingency 
     operation and will specify that the deployment is to a 
     foreign country.
       (3) Deployment of the member with the Armed Forces to a 
     foreign country means deployment to areas outside of the 
     United States, the District of Columbia, or any Territory or 
     possession of the United States, including international 
     waters.
       (4) A call to covered active duty for purposes of leave 
     taken because of a qualifying exigency refers to a Federal 
     call to active duty. State calls to active duty are not 
     covered unless under order of the President of the United 
     States pursuant to one of the provisions of law identified in 
     paragraph (a)(2) of this section.
       (5) Son or daughter on covered active duty or call to 
     covered active duty status means the employee's biological, 
     adopted, or foster child, stepchild, legal ward, or a child 
     for whom the employee stood in loco parentis, who is on 
     covered active duty or call to covered active duty status, 
     and who is of any age.
       (b) An eligible employee may take FMLA leave for one or 
     more of the following qualifying exigencies:
       (1) Short-notice deployment. (i) To address any issue that 
     arises from the fact that the military member is notified of 
     an impending call or order to covered active duty seven or 
     less calendar days prior to the date of deployment;
       (ii) Leave taken for this purpose can be used for a period 
     of seven calendar days beginning on the date the military 
     member is notified of an impending call or order to covered 
     active duty;
       (2) Military events and related activities. (i) To attend 
     any official ceremony, program, or event sponsored by the 
     military that is related to the covered active duty or call 
     to covered active duty status of the military member; and
       (ii) To attend family support or assistance programs and 
     informational briefings sponsored or promoted by the 
     military, military service organizations, or the American Red 
     Cross that are related to the covered active duty or call to 
     covered active duty status of the military member;
       (3) Childcare and school activities. For the purposes of 
     leave for childcare and school activities listed in (i) 
     through (iv) of this paragraph, a child of the military 
     member must be the military member's biological, adopted, or 
     foster child, stepchild, legal ward, or child for whom the 
     military member stands in loco parentis, who is either under 
     18 years of age or 18 years of age or older and incapable of 
     self-care because of a mental or physical disability at the 
     time that FMLA leave is to commence. As with all instances of 
     qualifying exigency leave, the military member must be the 
     spouse, son, daughter, or parent of the employee requesting 
     qualifying exigency leave.
       (i) To arrange for alternative childcare for a child of the 
     military member when the covered active duty or call to 
     covered active duty status of the military member 
     necessitates a change in the existing childcare arrangement;
       (ii) To provide childcare for a child of the military 
     member on an urgent, immediate need basis (but not on a 
     routine, regular, or everyday basis) when the need to provide 
     such care arises from the covered active duty or call to 
     covered active duty status of the military member;
       (iii) To enroll in or transfer to a new school or day care 
     facility a child of the military member when enrollment or 
     transfer is necessitated by the covered active duty or call 
     to covered active duty status of the military member; and
       (iv) To attend meetings with staff at a school or a daycare 
     facility, such as meetings with school officials regarding 
     disciplinary measures, parent-teacher conferences, or 
     meetings with school counselors, for a child of the military 
     member, when such meetings are necessary due to circumstances 
     arising from the covered active duty or call to covered 
     active duty status of the military member;
       (4) Financial and legal arrangements. (i) To make or update 
     financial or legal arrangements to address the military 
     member's absence while on covered active duty or call to 
     covered active duty status, such as preparing and executing 
     financial and healthcare powers of attorney, transferring 
     bank account signature authority, enrolling in the Defense 
     Enrollment Eligibility Reporting System (DEERS), obtaining 
     military identification cards, or preparing or updating a 
     will or living trust; and
       (ii) To act as the military member's representative before 
     a federal, state, or local agency for purposes of obtaining, 
     arranging, or appealing military service benefits while the 
     military member is on covered active duty or call to covered 
     active duty status, and for a period of 90 days following the 
     termination of the military member's covered active duty 
     status;
       (5) Counseling. To attend counseling provided by someone 
     other than a health care provider, for oneself, for the 
     military member, or for the biological, adopted, or foster 
     child, a stepchild, or a legal ward of the military member, 
     or a child for whom the military member stands in loco 
     parentis, who is either under age 18, or age 18 or older and 
     incapable of self-care because of a mental or physical 
     disability at the time that FMLA leave is to commence, 
     provided that the need for counseling arises from the covered 
     active duty or call to covered active duty status of the 
     military member;
       (6) Rest and Recuperation. (i) To spend time with the 
     military member who is on short-term, temporary, Rest and 
     Recuperation leave during the period of deployment;
       (ii) Leave taken for this purpose can be used for a period 
     of 15 calendar days beginning on the date the military member 
     commences each instance of Rest and Recuperation leave;
       (7) Post-deployment activities. (i) To attend arrival 
     ceremonies, reintegration briefings and events, and any other 
     official ceremony or program sponsored by the military for a 
     period of 90 days following the termination of the military 
     member's covered active duty status; and
       (ii) To address issues that arise from the death of the 
     military member while on covered active duty status, such as 
     meeting and recovering the body of the military member, 
     making funeral arrangements, and attending funeral services;
       (8) Parental care. For purposes of leave for parental care 
     listed in (i) through (iv) of this paragraph, the parent of 
     the military member must be incapable of self-care and must 
     be the military member's biological, adoptive, step, or 
     foster father or mother, or any other individual who stood in 
     loco parentis to the military member when the member was 
     under 18 years of age. A parent who is incapable of self-care 
     means that the parent requires active assistance or 
     supervision to provide daily self-care in three or more of 
     the activities of daily living or instrumental activities of 
     daily living. Activities of daily living include adaptive 
     activities such as caring appropriately for one's grooming 
     and hygiene, bathing, dressing, and eating. Instrumental 
     activities of daily living include cooking, cleaning, 
     shopping, taking public transportation, paying bills, 
     maintaining a residence, using telephones and directories, 
     using a post office, etc. As with all instances of qualifying 
     exigency leave, the military member must be the spouse, son, 
     daughter, or parent of the employee requesting qualifying 
     exigency leave.
       (i) To arrange for alternative care for a parent of the 
     military member when the parent is incapable of self-care and 
     the covered active duty or call to covered active duty status 
     of the military member necessitates a change in the existing 
     care arrangement for the parent;
       (ii) To provide care for a parent of the military member on 
     an urgent, immediate need basis (but not on a routine, 
     regular, or everyday basis) when the parent is incapable of 
     self-care and the need to provide such care arises from the 
     covered active duty or call to covered active duty status of 
     the military member;
       (iii) To admit to or transfer to a care facility a parent 
     of the military member when admittance or transfer is 
     necessitated by the covered active duty or call to covered 
     active duty status of the military member; and
       (iv) To attend meetings with staff at a care facility, such 
     as meetings with hospice or social service providers for a 
     parent of the military member, when such meetings are 
     necessary due to circumstances arising from the covered 
     active duty or call to covered active duty status of the 
     military member but not for routine or regular meetings;
       (9) Additional activities. To address other events which 
     arise out of the military member's covered active duty or 
     call to covered active duty status provided that the 
     employing office and employee agree that such leave shall 
     qualify as an exigency, and agree to both the timing and 
     duration of such leave.
     825.127 Leave to care for a covered servicemember with a 
         serious injury or illness (military caregiver leave).
       (a) Eligible employees are entitled to FMLA leave to care 
     for a covered servicemember with a serious illness or injury.
       (b) Covered servicemember means:
       (1) A current member of the Armed Forces, including a 
     member of the National Guard or Reserves, who is undergoing 
     medical treatment, recuperation, or therapy, is otherwise in 
     outpatient status; or is otherwise on the temporary 
     disability retired list, for a serious injury or illness. 
     Outpatient status means the status of a member of the Armed 
     Forces assigned to either a military medical treatment 
     facility as an outpatient or a unit established for the 
     purpose of providing command and control of members of the 
     Armed Forces receiving medical care as outpatients.
       (2) A covered veteran who is undergoing medical treatment, 
     recuperation or therapy for a serious injury or illness. 
     Covered veteran means an individual who was a member

[[Page H7240]]

     of the Armed Forces (including a member of the National Guard 
     or Reserves), and was discharged or released under conditions 
     other than dishonorable at any time during the five-year 
     period prior to the first date the eligible employee takes 
     FMLA leave to care for the covered veteran. An eligible 
     employee must commence leave to care for a covered veteran 
     within five years of the veteran's active duty service, but 
     the single 12-month period described in paragraph (e)(1) of 
     this section may extend beyond the five-year period.
       (3) For an individual who was a member of the Armed Forces 
     (including a member of the National Guard or Reserves) and 
     who was discharged or released under conditions other than 
     dishonorable prior to the effective date of this Final Rule, 
     the period between October 28, 2009 and the effective date of 
     this Final Rule shall not count towards the determination of 
     the five-year period for covered veteran status.
       (c) A serious injury or illness means:
       (1) In the case of a current member of the Armed Forces, 
     including a member of the National Guard or Reserves, means 
     an injury or illness that was incurred by the covered 
     servicemember in the line of duty on active duty in the Armed 
     Forces or that existed before the beginning of the member's 
     active duty and was aggravated by service in the line of duty 
     on active duty in the Armed Forces, and that may render the 
     member medically unfit to perform the duties of the member's 
     office, grade, rank or rating; and,
       (2) In the case of a covered veteran, means an injury or 
     illness that was incurred by the member in the line of duty 
     on active duty in the Armed Forces (or existed before the 
     beginning of the member's active duty and was aggravated by 
     service in the line of duty on active duty in the Armed 
     Forces), and manifested itself before or after the member 
     became a veteran, and is:
       (i) A continuation of a serious injury or illness that was 
     incurred or aggravated when the covered veteran was a member 
     of the Armed Forces and rendered the servicemember unable to 
     perform the duties of the servicemember's office, grade, 
     rank, or rating; or
       (ii) A physical or mental condition for which the covered 
     veteran has received a U.S. Department of Veterans Affairs 
     Service- Related Disability Rating (VASRD) of 50 percent or 
     greater, and such VASRD rating is based, in whole or in part, 
     on the condition precipitating the need for military 
     caregiver leave; or
       (iii) A physical or mental condition that substantially 
     impairs the covered veteran's ability to secure or follow a 
     substantially gainful occupation by reason of a disability or 
     disabilities related to military service, or would do so 
     absent treatment; or
       (iv) An injury, including a psychological injury, on the 
     basis of which the covered veteran has been enrolled in the 
     Department of Veterans Affairs Program of Comprehensive 
     Assistance for Family Caregivers.
       (d) In order to care for a covered servicemember, an 
     eligible employee must be the spouse, son, daughter, or 
     parent, or next of kin of a covered servicemember.
       (1) Son or daughter of a covered servicemember means the 
     covered servicemember's biological, adopted, or foster child, 
     stepchild, legal ward, or a child for whom the covered 
     servicemember stood in loco parentis, and who is of any age.
       (2) Parent of a covered servicemember means a covered 
     servicemember's biological, adoptive, step or foster father 
     or mother, or any other individual who stood in loco parentis 
     to the covered servicemember. This term does not include 
     parents ``in law.''
       (3) Next of kin of a covered servicemember means the 
     nearest blood relative, other than the covered 
     servicemember's spouse, parent, son, or daughter, in the 
     following order of priority: blood relatives who have been 
     granted legal custody of the servicemember by court decree or 
     statutory provisions, brothers and sisters, grandparents, 
     aunts and uncles, and first cousins, unless the covered 
     servicemember has specifically designated in writing another 
     blood relative as his or her nearest blood relative for 
     purposes of military caregiver leave under the FMLA. When no 
     such designation is made, and there are multiple family 
     members with the same level of relationship to the covered 
     servicemember, all such family members shall be considered 
     the covered servicemember's next of kin and may take FMLA 
     leave to provide care to the covered servicemember, either 
     consecutively or simultaneously. When such designation has 
     been made, the designated individual shall be deemed to be 
     the covered servicemember's only next of kin. For example, if 
     a covered servicemember has three siblings and has not 
     designated a blood relative to provide care, all three 
     siblings would be considered the covered servicemember's next 
     of kin. Alternatively, where a covered servicemember has a 
     sibling(s) and designates a cousin as his or her next of kin 
     for FMLA purposes, then only the designated cousin is 
     eligible as the covered servicemember's next of kin. An 
     employing office is permitted to require an employee to 
     provide confirmation of covered family relationship to the 
     covered servicemember pursuant to 825.122(k).
       (e) An eligible employee is entitled to 26 workweeks of 
     leave to care for a covered servicemember with a serious 
     injury or illness during a single 12-month period.
       (1) The single 12-month period described in paragraph (e) 
     of this section begins on the first day the eligible employee 
     takes FMLA leave to care for a covered servicemember and ends 
     12 months after that date, regardless of the method used by 
     the employing office to determine the employee's 12 workweeks 
     of leave entitlement for other FMLA-qualifying reasons. If an 
     eligible employee does not take all of his or her 26 
     workweeks of leave entitlement to care for a covered 
     servicemember during this single 12-month period, the 
     remaining part of his or her 26 workweeks of leave 
     entitlement to care for the covered servicemember is 
     forfeited.
       (2) The leave entitlement described in paragraph (e) of 
     this section is to be applied on a per-covered-servicemember, 
     per-injury basis such that an eligible employee may be 
     entitled to take more than one period of 26 workweeks of 
     leave if the leave is to care for different covered 
     servicemembers or to care for the same servicemember with a 
     subsequent serious injury or illness, except that no more 
     than 26 workweeks of leave may be taken within any single 12-
     month period. An eligible employee may take more than one 
     period of 26 workweeks of leave to care for a covered 
     servicemember with more than one serious injury or illness 
     only when the serious injury or illness is a subsequent 
     serious injury or illness. When an eligible employee takes 
     leave to care for more than one covered servicemember or for 
     a subsequent serious injury or illness of the same covered 
     servicemember, and the single 12-month periods corresponding 
     to the different military caregiver leave entitlements 
     overlap, the employee is limited to taking no more than 26 
     workweeks of leave in each single 12-month period.
       (3) An eligible employee is entitled to a combined total of 
     26 workweeks of leave for any FMLA-qualifying reason during 
     the single 12-month period described in paragraph (e) of this 
     section, provided that the employee is entitled to no more 
     than 12 workweeks of leave for one or more of the following: 
     in connection with the birth of a son or daughter of the 
     employee and in order to care for such son or daughter; in 
     connection with the placement of a son or daughter with the 
     employee for adoption or foster care; in order to care for 
     the spouse, son, daughter, or parent with a serious health 
     condition; because of the employee's own serious health 
     condition; or because of a qualifying exigency. Thus, for 
     example, an eligible employee may, during the single 12-month 
     period, take 16 workweeks of FMLA leave to care for a covered 
     servicemember and 10 workweeks of FMLA leave to care for a 
     newborn child. However, the employee may not take more than 
     12 weeks of FMLA leave to care for the newborn child during 
     the single 12-month period, even if the employee takes fewer 
     than 14 workweeks of FMLA leave to care for a covered 
     servicemember.
       (4) In all circumstances, including for leave taken to care 
     for a covered servicemember, the employing office is 
     responsible for designating leave, paid or unpaid, as FMLA-
     qualifying, and for giving notice of the designation to the 
     employee as provided in 825.300. In the case of leave that 
     qualifies as both leave to care for a covered servicemember 
     and leave to care for a family member with a serious health 
     condition during the single 12-month period described in 
     paragraph (e) of this section, the employing office must 
     designate such leave as leave to care for a covered 
     servicemember in the first instance. Leave that qualifies as 
     both leave to care for a covered servicemember and leave 
     taken to care for a family member with a serious health 
     condition during the single 12-month period described in 
     paragraph (e) of this section must not be designated and 
     counted as both leave to care for a covered servicemember and 
     leave to care for a family member with a serious health 
     condition. As is the case with leave taken for other 
     qualifying reasons, employing offices may retroactively 
     designate leave as leave to care for a covered servicemember 
     pursuant to 825.301(d).
       (f) Spouses who are eligible for FMLA leave and are 
     employed by the same covered employing office may be limited 
     to a combined total of 26 workweeks of leave during the 
     single 12-month period described in paragraph (e) of this 
     section if the leave is taken for birth of the employee's son 
     or daughter or to care for the child after birth, for 
     placement of a son or daughter with the employee for adoption 
     or foster care, or to care for the child after placement, to 
     care for the employee's parent with a serious health 
     condition, or to care for a covered servicemember with a 
     serious injury or illness. This limitation on the total weeks 
     of leave applies to leave taken for the reasons specified as 
     long as the spouses are employed by the same employing 
     office. It would apply, for example, even though the spouses 
     are employed at two different worksites. On the other hand, 
     if one spouse is ineligible for FMLA leave, the other spouse 
     would be entitled to a full 26 workweeks of FMLA leave.

  SUBPART B--EMPLOYEE LEAVE ENTITLEMENTS UNDER THE FAMILY AND MEDICAL 
 LEAVE ACT, AS MADE APPLICABLE BY THE CONGRESSIONAL ACCOUNTABILITY ACT

     825.200 Amount of Leave.
       (a) Except in the case of leave to care for a covered 
     servicemember with a serious injury or illness, an eligible 
     employee's FMLA leave entitlement is limited to a total of 12 
     workweeks of leave during any 12-month period for any one, or 
     more, of the following reasons:
       (1) The birth of the employee's son or daughter, and to 
     care for the newborn child;
       (2) The placement with the employee of a son or daughter 
     for adoption or foster care, and to care for the newly placed 
     child;

[[Page H7241]]

       (3) To care for the employee's spouse, son, daughter, or 
     parent with a serious health condition;
       (4) Because of a serious health condition that makes the 
     employee unable to perform one or more of the essential 
     functions of his or her job; and
       (5) Because of any qualifying exigency arising out of the 
     fact that the employee's spouse, son, daughter, or parent is 
     a military member on covered active duty status (or has been 
     notified of an impending call or order to covered active 
     duty).
       (b) An employing office is permitted to choose any one of 
     the following methods for determining the 12-month period in 
     which the 12 weeks of leave entitlement described in 
     paragraph (a) of this section occurs:
       (1) The calendar year;
       (2) Any fixed 12-month leave year, such as a fiscal year or 
     a year starting on an employee's anniversary date;
       (3) The 12-month period measured forward from the date any 
     employee's first FMLA leave under paragraph (a) begins; or
       (4) A ``rolling'' 12-month period measured backward from 
     the date an employee uses any FMLA leave as described in 
     paragraph (a).
       (c) Under methods in paragraphs (b)(1) and (b)(2) of this 
     section an employee would be entitled to up to 12 weeks of 
     FMLA leave at any time in the fixed 12-month period selected. 
     An employee could, therefore, take 12 weeks of leave at the 
     end of the year and 12 weeks at the beginning of the 
     following year. Under the method in paragraph (b)(3) of this 
     section, an employee would be entitled to 12 weeks of leave 
     during the year beginning on the first date FMLA leave is 
     taken; the next 12-month period would begin the first time 
     FMLA leave is taken after completion of any previous 12-month 
     period. Under the method in paragraph (b)(4) of this section, 
     the ``rolling'' 12-month period, each time an employee takes 
     FMLA leave the remaining leave entitlement would be any 
     balance of the 12 weeks which has not been used during the 
     immediately preceding 12 months. For example, if an employee 
     has taken eight weeks of leave during the past 12 months, an 
     additional four weeks of leave could be taken. If an employee 
     used four weeks beginning February 1, 2008, four weeks 
     beginning June 1, 2008, and four weeks beginning December 1, 
     2008, the employee would not be entitled to any additional 
     leave until February 1, 2009. However, beginning on February 
     1, 2009, the employee would again be eligible to take FMLA 
     leave, recouping the right to take the leave in the same 
     manner and amounts in which it was used in the previous year. 
     Thus, the employee would recoup (and be entitled to use) one 
     additional day of FMLA leave each day for four weeks, 
     commencing February 1, 2009. The employee would also begin to 
     recoup additional days beginning on June 1, 2009, and 
     additional days beginning on December 1, 2009. Accordingly, 
     employing offices using the rolling 12-month period may need 
     to calculate whether the employee is entitled to take FMLA 
     leave each time that leave is requested, and employees taking 
     FMLA leave on such a basis may fall in and out of FMLA 
     protection based on their FMLA usage in the prior 12 months. 
     For example, in the example above, if the employee needs six 
     weeks of leave for a serious health condition commencing 
     February 1, 2009, only the first four weeks of the leave 
     would be FMLA-protected.
       (d)(1) Employing offices will be allowed to choose any one 
     of the alternatives in paragraph (b) of this section for the 
     leave entitlements described in paragraph (a) of this section 
     provided the alternative chosen is applied consistently and 
     uniformly to all employees. An employing office wishing to 
     change to another alternative is required to give at least 60 
     days' notice to all employees, and the transition must take 
     place in such a way that the employees retain the full 
     benefit of 12 weeks of leave under whichever method affords 
     the greatest benefit to the employee. Under no circumstances 
     may a new method be implemented in order to avoid the CAA's 
     FMLA leave requirements.
       (2) [Reserved]
       (e) If an employing office fails to select one of the 
     options in paragraph (b) of this section for measuring the 
     12-month period for the leave entitlements described in 
     paragraph (a), the option that provides the most beneficial 
     outcome for the employee will be used. The employing office 
     may subsequently select an option only by providing the 60-
     day notice to all employees of the option the employing 
     office intends to implement. During the running of the 60-day 
     period any other employee who needs FMLA leave may use the 
     option providing the most beneficial outcome to that 
     employee. At the conclusion of the 60-day period the 
     employing office may implement the selected option.
       (f) An eligible employee's FMLA leave entitlement is 
     limited to a total of 26 workweeks of leave during a single 
     12-month period to care for a covered servicemember with a 
     serious injury or illness. An employing office shall 
     determine the single 12-month period in which the 26 weeks of 
     leave entitlement described in this paragraph occurs using 
     the 12-month period measured forward from the date an 
     employee's first FMLA leave to care for the covered 
     servicemember begins. See 825.127(e)(1).
       (g) During the single 12-month period described in 
     paragraph (f), an eligible employee's FMLA leave entitlement 
     is limited to a combined total of 26 workweeks of FMLA leave 
     for any qualifying reason. See 825.127(e)(3).
       (h) For purposes of determining the amount of leave used by 
     an employee, the fact that a holiday may occur within the 
     week taken as FMLA leave has no effect; the week is counted 
     as a week of FMLA leave. However, if an employee is using 
     FMLA leave in increments of less than one week, the holiday 
     will not count against the employee's FMLA entitlement unless 
     the employee was otherwise scheduled and expected to work 
     during the holiday. Similarly, if for some reason the 
     employing office's business activity has temporarily ceased 
     and employees generally are not expected to report for work 
     for one or more weeks (e.g., a school closing two weeks for 
     the Christmas/New Year holiday or the summer vacation or an 
     employing office closing the office for repairs), the days 
     the employing office's activities have ceased do not count 
     against the employee's FMLA leave entitlement. Methods for 
     determining an employee's 12-week leave entitlement are also 
     described in 825.205.
       (i)(1) If employing offices jointly employ an employee, and 
     if they designate a primary employing office pursuant to 
     825.106(c), the primary employing office may choose any one 
     of the alternatives in paragraph (b) of this section for 
     measuring the 12-month period, provided that the alternative 
     chosen is applied consistently and uniformly to all employees 
     of the primary employing office including the jointly 
     employed employee.
       (2) If employing offices fail to designate a primary 
     employing office pursuant to 825.106(c), an employee jointly 
     employed by the employing offices may, by so notifying one of 
     the employing offices, select that employing office to be the 
     primary employing office of the employee for purposes of the 
     application of paragraphs (d) and (e) of this section.
       (j) If, before beginning employment with an employing 
     office, an employee had been employed by another employing 
     office, the subsequent employing office may count against the 
     employee's FMLA leave entitlement FMLA leave taken from the 
     prior employing office, so long as the prior employing office 
     properly designated the leave as FMLA under these regulations 
     or other applicable requirements.
     825.201 Leave to care for a parent.
       (a) General rule. An eligible employee is entitled to FMLA 
     leave if needed to care for the employee's parent with a 
     serious health condition. Care for parents-in-law is not 
     covered by the FMLA. See 825.122(c) for definition of parent.
       (b) Same employing office limitation. Spouses who are 
     eligible for FMLA leave and are employed by the same covered 
     employing office may be limited to a combined total of 12 
     weeks of leave during any 12-month period if the leave is 
     taken to care for the employee's parent with a serious health 
     condition, for the birth of the employee's son or daughter or 
     to care for the child after the birth, or for placement of a 
     son or daughter with the employee for adoption or foster care 
     or to care for the child after placement. This limitation on 
     the total weeks of leave applies to leave taken for the 
     reasons specified as long as the spouses are employed by the 
     same employing office. It would apply, for example, even 
     though the spouses are employed at two different worksites of 
     an employing office. On the other hand, if one spouse is 
     ineligible for FMLA leave, the other spouse would be entitled 
     to a full 12 weeks of FMLA leave. Where the spouses both use 
     a portion of the total 12-week FMLA leave entitlement for 
     either the birth of a child, for placement for adoption or 
     foster care, or to care for a parent, the spouses would each 
     be entitled to the difference between the amount he or she 
     has taken individually and 12 weeks for FMLA leave for other 
     purposes. For example, if each spouse took six weeks of leave 
     to care for a parent, each could use an additional six weeks 
     due to his or her own serious health condition or to care for 
     a child with a serious health condition. See also 825.127(d).
     825.202 Intermittent leave or reduced leave schedule.
       (a) Definition. FMLA leave may be taken intermittently or 
     on a reduced leave schedule under certain circumstances. 
     Intermittent leave is FMLA leave taken in separate blocks of 
     time due to a single qualifying reason. A reduced leave 
     schedule is a leave schedule that reduces an employee's usual 
     number of working hours per workweek, or hours per workday. A 
     reduced leave schedule is a change in the employee's schedule 
     for a period of time, normally from full-time to part-time.
       (b) Medical necessity. For intermittent leave or leave on a 
     reduced leave schedule taken because of one's own serious 
     health condition, to care for a spouse, parent, son, or 
     daughter with a serious health condition, or to care for a 
     covered servicemember with a serious injury or illness, there 
     must be a medical need for leave and it must be that such 
     medical need can be best accommodated through an intermittent 
     or reduced leave schedule. The treatment regimen and other 
     information described in the certification of a serious 
     health condition and in the certification of a serious injury 
     or illness, if required by the employing office, addresses 
     the medical necessity of intermittent leave or leave on a 
     reduced leave schedule. See 825.306, 825.310. Leave may be 
     taken intermittently or on a reduced leave schedule when 
     medically necessary for planned and/or unanticipated medical 
     treatment of a serious health condition or of a covered 
     servicemember's serious injury or illness, or for recovery 
     from treatment or recovery

[[Page H7242]]

     from a serious health condition or a covered servicemember's 
     serious injury or illness. It may also be taken to provide 
     care or psychological comfort to a covered family member with 
     a serious health condition or a covered servicemember with a 
     serious injury or illness.
       (1) Intermittent leave may be taken for a serious health 
     condition of a spouse, parent, son, or daughter, for the 
     employee's own serious health condition, or a serious injury 
     or illness of a covered servicemember which requires 
     treatment by a health care provider periodically, rather than 
     for one continuous period of time, and may include leave of 
     periods from an hour or more to several weeks. Examples of 
     intermittent leave would include leave taken on an occasional 
     basis for medical appointments, or leave taken several days 
     at a time spread over a period of six months, such as for 
     chemotherapy. A pregnant employee may take leave 
     intermittently for prenatal examinations or for her own 
     condition, such as for periods of severe morning sickness. An 
     example of an employee taking leave on a reduced leave 
     schedule is an employee who is recovering from a serious 
     health condition and is not strong enough to work a full-time 
     schedule.
       (2) Intermittent or reduced schedule leave may be taken for 
     absences where the employee or family member is incapacitated 
     or unable to perform the essential functions of the position 
     because of a chronic serious health condition or a serious 
     injury or illness of a covered servicemember, even if he or 
     she does not receive treatment by a health care provider. See 
     825.113 and 825.127.
       (c) Birth or placement. When leave is taken after the birth 
     of a healthy child or placement of a healthy child for 
     adoption or foster care, an employee may take leave 
     intermittently or on a reduced leave schedule only if the 
     employing office agrees. Such a schedule reduction might 
     occur, for example, where an employee, with the employing 
     office's agreement, works part-time after the birth of a 
     child, or takes leave in several segments. The employing 
     office's agreement is not required, however, for leave during 
     which the expectant mother has a serious health condition in 
     connection with the birth of her child or if the newborn 
     child has a serious health condition. See 825.204 for rules 
     governing transfer to an alternative position that better 
     accommodates intermittent leave. See also 825.120 (pregnancy) 
     and 825.121 (adoption and foster care).
       (d) Qualifying exigency. Leave due to a qualifying exigency 
     may be taken on an intermittent or reduced leave schedule 
     basis.
     825.203 Scheduling of intermittent or reduced schedule leave.
       Eligible employees may take FMLA leave on an intermittent 
     or reduced schedule basis when medically necessary due to the 
     serious health condition of a covered family member or the 
     employee or the serious injury or illness of a covered 
     servicemember. See 825.202. Eligible employees may also take 
     FMLA leave on an intermittent or reduced schedule basis when 
     necessary because of a qualifying exigency. If an employee 
     needs leave intermittently or on a reduced leave schedule for 
     planned medical treatment, then the employee must make a 
     reasonable effort to schedule the treatment so as not to 
     disrupt unduly the employing office's operations.
     825.204 Transfer of an employee to an alternative position 
         during intermittent leave or reduced schedule leave.
       (a) Transfer or reassignment. If an employee needs 
     intermittent leave or leave on a reduced leave schedule that 
     is foreseeable based on planned medical treatment for the 
     employee, a family member, or a covered servicemember, 
     including during a period of recovery from one's own serious 
     health condition, a serious health condition of a spouse, 
     parent, son, or daughter, or a serious injury or illness of a 
     covered servicemember, or if the employing office agrees to 
     permit intermittent or reduced schedule leave for the birth 
     of a child or for placement of a child for adoption or foster 
     care, the employing office may require the employee to 
     transfer temporarily, during the period the intermittent or 
     reduced leave schedule is required, to an available 
     alternative position for which the employee is qualified and 
     which better accommodates recurring periods of leave than 
     does the employee's regular position. See 825.601 for special 
     rules applicable to instructional employees of schools.
       (b) Compliance. Transfer to an alternative position may 
     require compliance with any applicable collective bargaining 
     agreement and Federal law (such as the Americans with 
     Disabilities Act, as made applicable by the CAA). Transfer to 
     an alternative position may include altering an existing job 
     to better accommodate the employee's need for intermittent or 
     reduced scheduled leave.
       (c) Equivalent pay and benefits. The alternative position 
     must have equivalent pay and benefits. An alternative 
     position for these purposes does not have to have equivalent 
     duties. The employing office may increase the pay and 
     benefits of an existing alternative position, so as to make 
     them equivalent to the pay and benefits of the employee's 
     regular job. The employing office may also transfer the 
     employee to a part- time job with the same hourly rate of pay 
     and benefits, provided the employee is not required to take 
     more leave than is medically necessary. For example, an 
     employee desiring to take leave in increments of four hours 
     per day could be transferred to a half- time job, or could 
     remain in the employee's same job on a part-time schedule, 
     paying the same hourly rate as the employee's previous job 
     and enjoying the same benefits. The employing office may not 
     eliminate benefits which otherwise would not be provided to 
     part-time employees; however, an employing office may 
     proportionately reduce benefits such as vacation leave where 
     an employing office's normal practice is to base such 
     benefits on the number of hours worked.
       (d) Employing office limitations. An employing office may 
     not transfer the employee to an alternative position in order 
     to discourage the employee from taking leave or otherwise 
     work a hardship on the employee. For example, a white collar 
     employee may not be assigned to perform laborer's work; an 
     employee working the day shift may not be reassigned to the 
     graveyard shift; an employee working in the headquarters 
     facility may not be reassigned to a branch a significant 
     distance away from the employee's normal job location. Any 
     such attempt on the part of the employing office to make such 
     a transfer will be held to be contrary to the prohibited acts 
     provisions of the FMLA, as made applicable by the CAA.
       (e) Reinstatement of employee. When an employee who is 
     taking leave intermittently or on a reduced leave schedule 
     and has been transferred to an alternative position no longer 
     needs to continue on leave and is able to return to full-time 
     work, the employee must be placed in the same or equivalent 
     job as the job he or she left when the leave commenced. An 
     employee may not be required to take more leave than 
     necessary to address the circumstance that precipitated the 
     need for leave.
     825.205 Increments of FMLA leave for intermittent or reduced 
         schedule leave.
       (a) Minimum increment. (1) When an employee takes FMLA 
     leave on an intermittent or reduced leave schedule basis, the 
     employing office must account for the leave using an 
     increment no greater than the shortest period of time that 
     the employing office uses to account for use of other forms 
     of leave provided that it is not greater than one hour and 
     provided further that an employee's FMLA leave entitlement 
     may not be reduced by more than the amount of leave actually 
     taken. An employing office may not require an employee to 
     take more leave than is necessary to address the 
     circumstances that precipitated the need for the leave, 
     provided that the leave is counted using the shortest 
     increment of leave used to account for any other type of 
     leave. See also 825.205(a)(2) for the physical impossibility 
     exception, and 825.600 and 825.601 for special rules 
     applicable to employees of schools. If an employing office 
     uses different increments to account for different types of 
     leave, the employing office must account for FMLA leave in 
     the smallest increment used to account for any other type of 
     leave. For example, if an employing office accounts for the 
     use of annual leave in increments of one hour and the use of 
     sick leave in increments of one-half hour, then FMLA leave 
     use must be accounted for using increments no larger than 
     one-half hour. If an employing office accounts for use of 
     leave in varying increments at different times of the day or 
     shift, the employing office may also account for FMLA leave 
     in varying increments, provided that the increment used for 
     FMLA leave is no greater than the smallest increment used for 
     any other type of leave during the period in which the FMLA 
     leave is taken. If an employing office accounts for other 
     forms of leave use in increments greater than one hour, the 
     employing office must account for FMLA leave use in 
     increments no greater than one hour. An employing office may 
     account for FMLA leave in shorter increments than used for 
     other forms of leave. For example, an employing office that 
     accounts for other forms of leave in one hour increments may 
     account for FMLA leave in a shorter increment when the 
     employee arrives at work several minutes late, and the 
     employing office wants the employee to begin work 
     immediately. Such accounting for FMLA leave will not alter 
     the increment considered to be the shortest period used to 
     account for other forms of leave or the use of FMLA leave in 
     other circumstances. In all cases, employees may not be 
     charged FMLA leave for periods during which they are working.
       (2) Where it is physically impossible for an employee using 
     intermittent leave or working a reduced leave schedule to 
     commence or end work mid-way through a shift, such as where a 
     flight attendant or a railroad conductor is scheduled to work 
     aboard an airplane or train, or a laboratory employee is 
     unable to enter or leave a sealed ``clean room'' during a 
     certain period of time and no equivalent position is 
     available, the entire period that the employee is forced to 
     be absent is designated as FMLA leave and counts against the 
     employee's FMLA entitlement. The period of the physical 
     impossibility is limited to the period during which the 
     employing office is unable to permit the employee to work 
     prior to a period of FMLA leave or return the employee to the 
     same or equivalent position due to the physical impossibility 
     after a period of FMLA leave. See 825.214.
       (b) Calculation of leave. (1) When an employee takes leave 
     on an intermittent or reduced leave schedule, only the amount 
     of leave actually taken may be counted toward the employee's 
     leave entitlement. The actual workweek is the basis of leave 
     entitlement. Therefore, if an employee who would otherwise 
     work 40 hours a week takes off eight hours, the employee 
     would use one-fifth (\1/5\) of a week of FMLA leave. 
     Similarly, if a full-

[[Page H7243]]

     time employee who would otherwise work eight hour days works 
     four-hour days under a reduced leave schedule, the employee 
     would use one half (\1/2\) week of FMLA leave each week. 
     Where an employee works a part- time schedule or variable 
     hours, the amount of FMLA leave that an employee uses is 
     determined on a pro rata or proportional basis. If an 
     employee who would otherwise work 30 hours per week, but 
     works only 20 hours a week under a reduced leave schedule, 
     the employee's 10 hours of leave would constitute one-third 
     (\1/3\) of a week of FMLA leave for each week the employee 
     works the reduced leave schedule. An employing office may 
     convert these fractions to their hourly equivalent so long as 
     the conversion equitably reflects the employee's total 
     normally scheduled hours. An employee does not accrue FMLA-
     protected leave at any particular hourly rate. An eligible 
     employee is entitled to up to a total of 12 workweeks of 
     leave, or 26 workweeks in the case of military caregiver 
     leave, and the total number of hours contained in those 
     workweeks is necessarily dependent on the specific hours the 
     employee would have worked but for the use of leave. See also 
     825.601 and 825.602 on special rules for schools.
        (2) If an employing office has made a permanent or long-
     term change in the employee's schedule (for reasons other 
     than FMLA, and prior to the notice of need for FMLA leave), 
     the hours worked under the new schedule are to be used for 
     making this calculation.
       (3) If an employee's schedule varies from week to week to 
     such an extent that an employing office is unable to 
     determine with any certainty how many hours the employee 
     would otherwise have worked (but for the taking of FMLA 
     leave), a weekly average of the hours worked over the 12 
     months prior to the beginning of the leave period (including 
     any hours for which the employee took leave of any type) 
     would be used for calculating the employee's leave 
     entitlement.
       (c) Overtime. If an employee would normally be required to 
     work overtime, but is unable to do so because of a FMLA-
     qualifying reason that limits the employee's ability to work 
     overtime, the hours which the employee would have been 
     required to work may be counted against the employee's FMLA 
     entitlement. In such a case, the employee is using 
     intermittent or reduced schedule leave. For example, if an 
     employee would normally be required to work for 48 hours in a 
     particular week, but due to a serious health condition the 
     employee is unable to work more than 40 hours that week, the 
     employee would utilize eight hours of FMLA-protected leave 
     out of the 48-hour workweek, or one-sixth (\1/6\) of a week 
     of FMLA leave. Voluntary overtime hours that an employee does 
     not work due to an FMLA- qualifying reason may not be counted 
     against the employee's FMLA leave entitlement.
     825.206 Interaction with the FLSA, as made applicable by the 
         Congressional Accountability Act.
       (a) Leave taken under FMLA, as made applicable by the CAA, 
     may be unpaid. If an employee is otherwise exempt from 
     minimum wage and overtime requirements of the Fair Labor 
     Standards Act (FLSA), as made applicable by the CAA, and as 
     exempt under regulations issued by the Board, at part 541, 
     providing unpaid FMLA-qualifying leave to such an employee 
     will not cause the employee to lose the FLSA exemption. This 
     means that under regulations currently in effect, where an 
     employee meets the specified duties test, is paid on a salary 
     basis, and is paid a salary of at least the amount specified 
     in the regulations, the employing office may make deductions 
     from the employee's salary for any hours taken as 
     intermittent or reduced FMLA leave within a workweek, without 
     affecting the exempt status of the employee.
       (b) For an employee paid in accordance with a fluctuating 
     workweek method of payment for overtime, where permitted by 
     section 203 of the CAA (2 U.S.C. 1313), the employing office, 
     during the period in which intermittent or reduced schedule 
     FMLA leave is scheduled to be taken, may compensate an 
     employee on an hourly basis and pay only for the hours the 
     employee works, including time and one-half the employee's 
     regular rate for overtime hours. The change to payment on an 
     hourly basis would include the entire period during which the 
     employee is taking intermittent leave, including weeks in 
     which no leave is taken. The hourly rate shall be determined 
     by dividing the employee's weekly salary by the employee's 
     normal or average schedule of hours worked during weeks in 
     which FMLA leave is not being taken. If an employing office 
     chooses to follow this exception from the fluctuating 
     workweek method of payment, the employing office must do so 
     uniformly, with respect to all employees paid on a 
     fluctuating workweek basis for whom FMLA leave is taken on an 
     intermittent or reduced leave schedule basis. If an employing 
     office does not elect to convert the employee's compensation 
     to hourly pay, no deduction may be taken for FMLA leave 
     absences. Once the need for intermittent or reduced scheduled 
     leave is over, the employee may be restored to payment on a 
     fluctuating workweek basis.
       (c) This special exception to the salary basis requirements 
     of the FLSA exemption or fluctuating workweek payment 
     requirements applies only to employees of covered employing 
     offices who are eligible for FMLA leave, and to leave which 
     qualifies as FMLA leave. Hourly or other deductions which are 
     not in accordance with the Board's FLSA regulations at part 
     541 or with a permissible fluctuating workweek method of 
     payment for overtime may not be taken, for example, where the 
     employee has not worked long enough to be eligible for FMLA 
     leave without potentially affecting the employee's 
     eligibility for exemption. Nor may deductions which are not 
     permitted by the Board's FLSA regulations at part 541 or by a 
     permissible fluctuating workweek method of payment for 
     overtime be taken from such an employee's salary for any 
     leave which does not qualify as FMLA leave, for example, 
     deductions from an employee's pay for leave required under an 
     employing office's policy or practice for a reason which does 
     not qualify as FMLA leave, e.g., leave to care for a 
     grandparent or for a medical condition which does not qualify 
     as a serious health condition or serious injury or illness; 
     or for leave which is more generous than provided by the 
     FMLA, as made applicable by the CAA. Employing offices may 
     comply with the employing office's own policy/practice under 
     these circumstances and maintain the employee's eligibility 
     for exemption or for the fluctuating workweek method of pay 
     by not taking hourly deductions from the employee's pay, in 
     accordance with FLSA requirements, as made applicable by the 
     CAA, or may take such deductions, treating the employee as an 
     hourly employee and pay overtime premium pay for hours worked 
     over 40 in a workweek.
     825.207 Substitution of paid leave, generally.
       (a) Generally, FMLA leave is unpaid leave. However, under 
     the circumstances described in this section, the FMLA, as 
     made applicable by the CAA, permits an eligible employee to 
     choose to substitute accrued paid leave for unpaid FMLA 
     leave. Subject to 825.208, if an employee does not choose to 
     substitute accrued paid leave, the employing office may 
     require the employee to substitute accrued paid leave for 
     unpaid FMLA leave. The term substitute means that the paid 
     leave provided by the employing office, and accrued pursuant 
     to established policies of the employing office, will run 
     concurrently with the unpaid FMLA leave. Accordingly, the 
     employee receives pay pursuant to the employing office's 
     applicable paid leave policy during the period of otherwise 
     unpaid FMLA leave. An employee's ability to substitute 
     accrued paid leave is determined by the terms and conditions 
     of the employing office's normal leave policy. When an 
     employee chooses, or an employing office requires, 
     substitution of accrued paid leave, the employing office must 
     inform the employee that the employee must satisfy any 
     procedural requirements of the paid leave policy only in 
     connection with the receipt of such payment. See 825.300(c). 
     If an employee does not comply with the additional 
     requirements in an employing office's paid leave policy, the 
     employee is not entitled to substitute accrued paid leave, 
     but the employee remains entitled to take unpaid FMLA leave. 
     Employing offices may not discriminate against employees on 
     FMLA leave in the administration of their paid leave 
     policies.
       (b) If neither the employee nor the employing office elects 
     to substitute paid leave for unpaid FMLA leave under the 
     above conditions and circumstances, the employee will remain 
     entitled to all the paid leave which is earned or accrued 
     under the terms of the employing office's plan.
       (c) If an employee uses paid leave under circumstances 
     which do not qualify as FMLA leave, the leave will not count 
     against the employee's FMLA leave entitlement. For example, 
     paid sick leave used for a medical condition which is not a 
     serious health condition or serious injury or illness does 
     not count against the employee's FMLA leave entitlement.
       (d) Leave taken pursuant to a disability leave plan would 
     be considered FMLA leave for a serious health condition and 
     counted in the leave entitlement permitted under FMLA if it 
     meets the criteria set forth above in 825.112 through 
     825.115. In such cases, the employing office may designate 
     the leave as FMLA leave and count the leave against the 
     employee's FMLA leave entitlement. Because leave pursuant to 
     a disability benefit plan is not unpaid, the provision for 
     substitution of the employee's accrued paid leave is 
     inapplicable, and neither the employee nor the employing 
     office may require the substitution of paid leave. However, 
     employing offices and employees may agree to have paid leave 
     supplement the disability plan benefits, such as in the case 
     where a plan only provides replacement income for two-thirds 
     of an employee's salary.
       (e) The FMLA, as made applicable by the CAA, provides that 
     a serious health condition may result from injury to the 
     employee on or off the job. If the employing office 
     designates the leave as FMLA leave in accordance with 
     825.300(d), the leave counts against the employee's FMLA 
     leave entitlement. Because the workers' compensation absence 
     is not unpaid, the provision for substitution of the 
     employee's accrued paid leave is not applicable, and neither 
     the employee nor the employing office may require the 
     substitution of paid leave. However, employing offices and 
     employees may agree, to have paid leave supplement workers' 
     compensation benefits, such as in the case where workers' 
     compensation only provides replacement income for two-thirds 
     of an employee's salary. If the health care provider treating 
     the employee for the workers' compensation injury certifies 
     the employee is able to return to a light duty job but is 
     unable to return to the

[[Page H7244]]

     same or equivalent job, the employee may decline the 
     employing office's offer of a light duty job. As a result, 
     the employee may lose workers' compensation payments, but is 
     entitled to remain on unpaid FMLA leave until the employee's 
     FMLA leave entitlement is exhausted. As of the date workers' 
     compensation benefits cease, the substitution provision 
     becomes applicable and either the employee may elect or the 
     employing office may require the use of accrued paid leave. 
     See also 825.210(f), 825.216(d), 825.220(d), 825.307(a) and 
     825.702 (d)(1) and (2) regarding the relationship between 
     workers' compensation absences and FMLA leave.
       (f) Under the FLSA, as made applicable by the CAA, an 
     employing office always has the right to cash out an 
     employee's compensatory time or to require the employee to 
     use the time. Therefore, if an employee requests and is 
     permitted to use accrued compensatory time to receive pay for 
     time taken off for an FMLA reason, or if the employing office 
     requires such use pursuant to the FLSA, the time taken may be 
     counted against the employee's FMLA leave entitlement.
     825.208 Substitution of paid leave--special rule for paid 
         parental leave.
       (a) This section applies to births or placements occurring 
     on or after October 1, 2020.
       (b) This section provides the basis for determining the 
     periods of unpaid leave for which paid parental leave or 
     accrued paid leave may be substituted in connection with:
       (1) The birth of a son or daughter, and to care for the 
     newborn child (See 825.120); or
       (2) The placement of a son or daughter with the employee 
     for adoption or foster care and the care of such son or 
     daughter (See 825.121);
       (c) Leave connected to birth or placement. For unpaid leave 
     described in paragraph (b) of this section, an employee may 
     elect to substitute--
       (1) Up to 12 workweeks of paid parental leave in connection 
     with the occurrence of a birth or placement, and
       (2) Any additional paid annual, vacation, personal, family, 
     medical, or sick leave provided by the employing office to 
     such employee.
       (d) Leave entitlement. Since an employee may use only 12 
     weeks of unpaid FMLA leave in any 12-month period under 
     825.200(a), any use of unpaid FMLA leave not associated with 
     paid parental leave may affect an employee's ability to use 
     the full 12 weeks of paid parental leave within a single 12-
     month period. The specific amount of paid parental leave 
     available will depend on when the employee uses various types 
     of unpaid FMLA leave relative to any 12-month period 
     established under 825.200(b).
       (e) Employee entitlement to substitute. (1) An employee is 
     entitled to substitute paid leave for leave without pay as 
     provided in paragraph (c) of this section.
       (2) An employing office may not require that an employee 
     first use all or any portion of the leave described in 
     subparagraph (c)(2) of this section before being allowed to 
     use the leave described in subparagraph (c)(1) of this 
     section.
       (3) An employing office may not require an employee to 
     substitute paid leave for leave without pay as described in 
     subparagraph (c)(2) of this section.
       (4) An employee may request to use annual, vacation, 
     personal, family, medical, or sick leave for the reasons 
     described in paragraph (b) of this section without invoking 
     family and medical leave, and, in that case, the employing 
     office exercises its normal authority with respect to 
     approving or disapproving the timing of when the leave may be 
     used. If the employing office grants the leave request, it 
     must designate whether any leave granted is FMLA leave, in 
     accordance with sections 825.300 and 825.301.
       (f) Notification by employee and retroactive substitution. 
     (1) An employee must notify the employing office of the 
     employee's election to substitute paid leave for leave 
     without pay under this section prior to the date such paid 
     leave commences (i.e., no retroactive substitution), except 
     as provided in paragraphs (f)(2) and (f)(3) of this section, 
     and provided such retroactive substitution does not violate 
     any applicable law or regulation.
       (2) An employee may retroactively substitute paid leave for 
     leave without pay as permitted in paragraph (c) of this 
     section, if the substitution is made in conjunction with the 
     retroactive granting of leave without pay.
       (3) An employee may retroactively substitute transferred 
     (donated) annual leave for leave without pay granted under 
     this subpart.
       (g) Pay during leave. The pay an employee receives when 
     using paid parental leave shall be the same pay the employee 
     would receive if the employee were using annual leave.
       (h) Treatment of unused leave. If an employee has any 
     unused balance of paid parental leave that remains at the end 
     of the 12-month period following the birth or placement 
     involved, the entitlement to the unused leave elapses at that 
     time. No payment may be made for unused paid parental leave 
     that has expired. Paid parental leave may not be considered 
     annual leave for purposes of making a lump-sum payment for 
     annual leave or for any other purpose. The forfeiture of any 
     unused balance of paid parental leave does not impact an 
     employee's ability to use unpaid FMLA leave for other 
     qualifying reasons, if eligible pursuant to 825.110, 825.112 
     and 825.200.
       (i) Employing office responsibilities. An employing office 
     that has employees covered by this subpart is responsible for 
     the proper administration of 825.208, including the 
     responsibility of informing employees of their entitlements 
     and obligations.
       (j) Library of Congress. The OCWR will defer to 
     supplemental regulations on paid parental leave issued by the 
     Library of Congress pursuant to the authority in 29 USC 2617, 
     provided those supplemental regulations are consistent with 
     the regulations in this subpart.
       (k) Work obligation. Paid parental leave under this subpart 
     shall apply without regard to:
       (1) the limitations in subparagraphs (E), (F), or (G) of 
     section 6382(d)(2) of title 5, United States Code (requiring 
     employees of executive branch agencies to agree in writing to 
     work for the executive branch agency for at least 12 months 
     after returning from leave); or
       (2) the limitations in 825.213 (permitting employing 
     offices to recover an amount equal to the total amount of 
     government contributions for maintaining such employee's 
     health coverage if the employee fails to return from leave).
       (l) Cases of employee incapacitation. (1) If an employing 
     office determines that an otherwise eligible employee who 
     could have made an election for a past leave period to 
     substitute paid parental leave (as provided in paragraph (c) 
     of this section) was physically or mentally incapable of 
     doing so during that past period, the employee may, within 5 
     workdays of the employee's return to duty status, make an 
     election to substitute paid parental leave for applicable 
     unpaid FMLA leave under paragraph (c) of this section on a 
     retroactive basis, provided such retroactive substitution 
     does not violate any applicable law or regulation. Such a 
     retroactive election shall be effective on the date that such 
     an election would have been effective if the employee had not 
     been incapacitated at the time.
       (2) If an employing office learns that an otherwise 
     eligible employee is physically or mentally incapable of 
     making an election to substitute paid parental leave (as 
     provided in 825.207), the employing office must, upon the 
     request of a personal representative of the employee, provide 
     conditional approval of substitution of paid parental leave 
     for applicable unpaid FMLA leave on a prospective basis. The 
     conditional approval is based on the presumption that the 
     employee would have elected to substitute paid parental leave 
     for the applicable unpaid FMLA leave. An employee may, within 
     5 workdays of the employee's return to duty status, request 
     to substitute other leave for the paid parental leave.
       (m) Cases of multiple children born or placed in the same 
     time period. (1) If an employee has multiple children born or 
     placed on the same day, the multiple-child birth/placement 
     event is considered to be a single event that triggers a 
     single entitlement of up to 12 weeks of paid parental leave 
     under paragraph (d) of this section.
       (2) If an employee has one or more children born or placed 
     during the 12-month period following the date of an earlier 
     birth or placement of a child of the employee, the provisions 
     of this subpart shall be independently administered for each 
     birth or placement event.
     825.209 Maintenance of employee benefits.
       (a) During any FMLA leave, an employing office must 
     maintain the employee's coverage under the Federal Employees 
     Health Benefits Program or any group health plan (as defined 
     in the Internal Revenue Code of 1986 at 26 U.S.C. 5000(b)(1)) 
     on the same conditions as coverage would have been provided 
     if the employee had been continuously employed during the 
     entire leave period. All employing offices are subject to the 
     requirements of the FMLA, as made applicable by the CAA, to 
     maintain health coverage. The definition of group health plan 
     is set forth in 825.102. For purposes of FMLA, the term group 
     health plan shall not include an insurance program providing 
     health coverage under which employees purchase individual 
     policies from insurers provided that:
       (1) No contributions are made by the employing office;
       (2) Participation in the program is completely voluntary 
     for employees;
       (3) The sole functions of the employing office with respect 
     to the program are, without endorsing the program, to permit 
     the insurer to publicize the program to employees, to collect 
     premiums through payroll deductions and to remit them to the 
     insurer;
       (4) The employing office receives no consideration in the 
     form of cash or otherwise in connection with the program, 
     other than reasonable compensation, excluding any profit, for 
     administrative services actually rendered in connection with 
     payroll deduction; and
       (5) The premium charged with respect to such coverage does 
     not increase in the event the employment relationship 
     terminates.
       (b) The same group health plan benefits provided to an 
     employee prior to taking FMLA leave must be maintained during 
     the FMLA leave. For example, if family member coverage is 
     provided to an employee, family member coverage must be 
     maintained during the FMLA leave. Similarly, benefit coverage 
     during FMLA leave for medical care, surgical care, hospital 
     care, dental care, eye care, mental health counseling, 
     substance abuse treatment, etc., must be maintained during 
     leave if provided in an employing office's group health plan, 
     including a supplement to a group health plan, whether or not

[[Page H7245]]

     provided through a flexible spending account or other 
     component of a cafeteria plan.
       (c) If an employing office provides a new health plan or 
     benefits or changes health benefits or plans while an 
     employee is on FMLA leave, the employee is entitled to the 
     new or changed plan/benefits to the same extent as if the 
     employee were not on leave. For example, if an employing 
     office changes a group health plan so that dental care 
     becomes covered under the plan, an employee on FMLA leave 
     must be given the same opportunity as other employees to 
     receive (or obtain) the dental care coverage. Any other plan 
     changes (e.g., in coverage, premiums, deductibles, etc.) 
     which apply to all employees of the workforce would also 
     apply to an employee on FMLA leave.
       (d) Notice of any opportunity to change plans or benefits 
     must also be given to an employee on FMLA leave. If the group 
     health plan permits an employee to change from single to 
     family coverage upon the birth of a child or otherwise add 
     new family members, such a change in benefits must be made 
     available while an employee is on FMLA leave. If the employee 
     requests the changed coverage it must be provided by the 
     employing office.
       (e) An employee may choose not to retain group health plan 
     coverage during FMLA leave. However, when an employee returns 
     from leave, the employee is entitled to be reinstated on the 
     same terms as prior to taking the leave, including family or 
     dependent coverages, without any qualifying period, physical 
     examination, exclusion of pre-existing conditions, etc. See 
     825.212(c).
       (f) Except as required by the Consolidated Omnibus Budget 
     Reconciliation Act of 1986 (COBRA) or 5 U.S.C. 8905a, 
     whichever is applicable, and for key employees (as discussed 
     below), an employing office's obligation to maintain health 
     benefits during leave (and to restore the employee to the 
     same or equivalent employment) under FMLA ceases if and when 
     the employment relationship would have terminated if the 
     employee had not taken FMLA leave (e.g., if the employee's 
     position is eliminated as part of a nondiscriminatory 
     reduction in force and the employee would not have been 
     transferred to another position); an employee informs the 
     employing office of his or her intent not to return from 
     leave (including before starting the leave if the employing 
     office is so informed before the leave starts); or the 
     employee fails to return from leave or continues on leave 
     after exhausting his or her FMLA leave entitlement in the 12-
     month period.
       (g) If a key employee (See 825.218) does not return from 
     leave when notified by the employing office that substantial 
     or grievous economic injury will result from his or her 
     reinstatement, the employee's entitlement to group health 
     plan benefits continues unless and until the employee advises 
     the employing office that the employee does not desire 
     restoration to employment at the end of the leave period, or 
     the FMLA leave entitlement is exhausted, or reinstatement is 
     actually denied.
       (h) An employee's entitlement to benefits other than group 
     health benefits during a period of FMLA leave (e.g., holiday 
     pay) is to be determined by the employing office's 
     established policy for providing such benefits when the 
     employee is on other forms of leave (paid or unpaid, as 
     appropriate).
     825.210 Employee payment of group health benefit premiums.
       (a) Group health plan benefits must be maintained on the 
     same basis as coverage would have been provided if the 
     employee had been continuously employed during the FMLA leave 
     period. Therefore, any share of group health plan premiums 
     which had been paid by the employee prior to FMLA leave must 
     continue to be paid by the employee during the FMLA leave 
     period. If premiums are raised or lowered, the employee would 
     be required to pay the new premium rates. Maintenance of 
     health insurance policies which are not a part of the 
     employing office's group health plan, as described in 
     825.209(a), are the sole responsibility of the employee. The 
     employee and the insurer should make necessary arrangements 
     for payment of premiums during periods of unpaid FMLA leave.
       (b) If the FMLA leave is substituted paid leave, the 
     employee's share of premiums must be paid by the method 
     normally used during any paid leave, presumably as a payroll 
     deduction.
       (c) If FMLA leave is unpaid, the employing office has a 
     number of options for obtaining payment from the employee. 
     The employing office may require that payment be made to the 
     employing office or to the insurance carrier, but no 
     additional charge may be added to the employee's premium 
     payment for administrative expenses. The employing office may 
     require employees to pay their share of premium payments in 
     any of the following ways:
       (1) Payment would be due at the same time as it would be 
     made if by payroll deduction;
       (2) Payment would be due on the same schedule as payments 
     are made under COBRA or 5 U.S.C. 8905a, whichever is 
     applicable;
       (3) Payment would be prepaid pursuant to a cafeteria plan 
     at the employee's option;
       (4) The employing office's existing rules for payment by 
     employees on leave without pay would be followed, provided 
     that such rules do not require prepayment (i.e., prior to the 
     commencement of the leave) of the premiums that will become 
     due during a period of unpaid FMLA leave or payment of higher 
     premiums than if the employee had continued to work instead 
     of taking leave; or
       (5) Another system voluntarily agreed to between the 
     employing office and the employee, which may include 
     prepayment of premiums (e.g., through increased payroll 
     deductions when the need for the FMLA leave is foreseeable).
       (d) The employing office must provide the employee with 
     advance written notice of the terms and conditions under 
     which these payments must be made. See 825. 300(c).
       (e) An employing office may not require more of an employee 
     using unpaid FMLA leave than the employing office requires of 
     other employees on leave without pay.
       (f) An employee who is receiving payments as a result of a 
     workers' compensation injury must make arrangements with the 
     employing office for payment of group health plan benefits 
     when simultaneously taking FMLA leave. See 825.207(e).
     825.211 Maintenance of benefits under multi-employer health 
         plans.
       (a) A multi-employer health plan is a plan to which more 
     than one employing office is required to contribute, and 
     which is maintained pursuant to one or more collective 
     bargaining agreements between employee organization(s) and 
     the employing offices.
       (b) An employing office under a multi-employer plan must 
     continue to make contributions on behalf of an employee using 
     FMLA leave as though the employee had been continuously 
     employed, unless the plan contains an explicit FMLA provision 
     for maintaining coverage such as through pooled contributions 
     by all employing offices party to the plan.
       (c) During the duration of an employee's FMLA leave, 
     coverage by the group health plan, and benefits provided 
     pursuant to the plan, must be maintained at the level of 
     coverage and benefits which were applicable to the employee 
     at the time FMLA leave commenced.
       (d) An employee using FMLA leave cannot be required to use 
     banked hours or pay a greater premium than the employee would 
     have been required to pay if the employee had been 
     continuously employed.
       (e) As provided in 825.209(f) of this part, group health 
     plan coverage must be maintained for an employee on FMLA 
     leave until:
       (1) The employee's FMLA leave entitlement is exhausted;
       (2) The employing office can show that the employee would 
     have been laid off and the employment relationship 
     terminated; or
       (3) The employee provides unequivocal notice of intent not 
     to return to work.
     825.212 Employee failure to pay health plan premium payments.
       (a)(1) In the absence of an established employing office 
     policy providing a longer grace period, an employing office's 
     obligations to maintain health insurance coverage cease under 
     FMLA if an employee's premium payment is more than 30 days 
     late. In order to drop the coverage for an employee whose 
     premium payment is late, the employing office must provide 
     written notice to the employee that the payment has not been 
     received. Such notice must be mailed to the employee at least 
     15 days before coverage is to cease, advising that coverage 
     will be dropped on a specified date at least 15 days after 
     the date of the letter unless the payment has been received 
     by that date. If the employing office has established 
     policies regarding other forms of unpaid leave that provide 
     for the employing office to cease coverage retroactively to 
     the date the unpaid premium payment was due, the employing 
     office may drop the employee from coverage retroactively in 
     accordance with that policy, provided the 15-day notice was 
     given. In the absence of such a policy, coverage for the 
     employee may be terminated at the end of the 30-day grace 
     period, where the required 15-day notice has been provided.
       (2) An employing office has no obligation regarding the 
     maintenance of a health insurance policy which is not a group 
     health plan. See 825.209(a).
       (3) All other obligations of an employing office under FMLA 
     would continue; for example, the employing office continues 
     to have an obligation to reinstate an employee upon return 
     from leave.
       (b) The employing office may recover the employee's share 
     of any premium payments missed by the employee for any FMLA 
     leave period during which the employing office maintains 
     health coverage by paying the employee's share after the 
     premium payment is missed.
       (c) If coverage lapses because an employee has not made 
     required premium payments, upon the employee's return from 
     FMLA leave the employing office must still restore the 
     employee to coverage/benefits equivalent to those the 
     employee would have had if leave had not been taken and the 
     premium payment(s) had not been missed, including family or 
     dependent coverage. See 825.215(d)(1)-(5). In such case, an 
     employee may not be required to meet any qualification 
     requirements imposed by the plan, including any new 
     preexisting condition waiting period, to wait for an open 
     season, or to pass a medical examination to obtain 
     reinstatement of coverage. If an employing office terminates 
     an employee's insurance in accordance with this section and 
     fails to restore the employee's health insurance as required 
     by this section upon the employee's return, the employing 
     office may be liable for benefits lost by reason of the 
     violation,

[[Page H7246]]

     for other actual monetary losses sustained as a direct result 
     of the violation, and for appropriate equitable relief 
     tailored to the harm suffered.
     825.213 Employing office recovery of benefit costs.
       (a) In addition to the circumstances discussed in 
     825.212(b), and subject to the exceptions provided in 
     825.208(k), an employing office may recover its share of 
     health plan premiums during a period of unpaid FMLA leave 
     from an employee if the employee fails to return to work 
     after the employee's FMLA leave entitlement has been 
     exhausted or expires, unless the reason the employee does not 
     return is due to:
       (1) The continuation, recurrence, or onset of either a 
     serious health condition of the employee or the employee's 
     family member, or a serious injury or illness of a covered 
     servicemember, which would otherwise entitle the employee to 
     leave under FMLA; or
       (2) Other circumstances beyond the employee's control. 
     Examples of other circumstances beyond the employee's control 
     are necessarily broad. They include such situations as where 
     a parent chooses to stay home with a newborn child who has a 
     serious health condition; an employee's spouse is 
     unexpectedly transferred to a job location more than 75 miles 
     from the employee's worksite; a relative or individual other 
     than a covered family member has a serious health condition 
     and the employee is needed to provide care; the employee is 
     laid off while on leave; or, the employee is a key employee 
     who decides not to return to work upon being notified of the 
     employing office's intention to deny restoration because of 
     substantial and grievous economic injury to the employing 
     office's operations and is not reinstated by the employing 
     office. Other circumstances beyond the employee's control 
     would not include a situation where an employee desires to 
     remain with a parent in a distant city even though the parent 
     no longer requires the employee's care, or a parent chooses 
     not to return to work to stay home with a well, newborn 
     child.
       (3) When an employee fails to return to work because of the 
     continuation, recurrence, or onset of either a serious health 
     condition of the employee or employee's family member, or a 
     serious injury or illness of a covered servicemember, thereby 
     precluding the employing office from recovering its (share 
     of) health benefit premium payments made on the employee's 
     behalf during a period of unpaid FMLA leave, the employing 
     office may require medical certification of the employee's or 
     the family member's serious health condition or the covered 
     servicemember's serious injury or illness. Such certification 
     is not required unless requested by the employing office. The 
     cost of the certification shall be borne by the employee, and 
     the employee is not entitled to be paid for the time or 
     travel costs spent in acquiring the certification. The 
     employee is required to provide medical certification in a 
     timely manner which, for purposes of this section, is within 
     30 days from the date of the employing office's request. For 
     purposes of medical certification, the employee may use the 
     optional forms developed for this purpose. See 825.306(b), 
     825.310(c)-(d) and Forms A, B, and F. If the employing office 
     requests medical certification and the employee does not 
     provide such certification in a timely manner (within 30 
     days), or the reason for not returning to work does not meet 
     the test of other circumstances beyond the employee's 
     control, the employing office may recover 100 percent of the 
     health benefit premiums it paid during the period of unpaid 
     FMLA leave.
       (b) Under some circumstances an employing office may elect 
     to maintain other benefits, e.g., life insurance, disability 
     insurance, etc., by paying the employee's (share of) premiums 
     during periods of unpaid FMLA leave. For example, to ensure 
     the employing office can meet its responsibilities to provide 
     equivalent benefits to the employee upon return from unpaid 
     FMLA leave, it may be necessary that premiums be paid 
     continuously to avoid a lapse of coverage. If the employing 
     office elects to maintain such benefits during the leave, at 
     the conclusion of leave, the employing office is entitled to 
     recover only the costs incurred for paying the employee's 
     share of any premiums whether or not the employee returns to 
     work.
       (c) An employee who returns to work for at least 30 
     calendar days is considered to have returned to work. An 
     employee who transfers directly from taking FMLA leave to 
     retirement, or who retires during the first 30 days after the 
     employee returns to work, is deemed to have returned to work.
       (d) When an employee elects or an employing office requires 
     paid leave to be substituted for FMLA leave, the employing 
     office may not recover its (share of) health insurance or 
     other non-health benefit premiums for any period of FMLA 
     leave covered by paid leave. Because paid leave provided 
     under a plan covering temporary disabilities (including 
     workers' compensation) is not unpaid, recovery of health 
     insurance premiums does not apply to such paid leave.
       (e) The amount that self-insured employing offices may 
     recover is limited to only the employing office's share of 
     allowable premiums as would be calculated under COBRA, 
     excluding the two percent fee for administrative costs.
       (f) When an employee fails to return to work, any health 
     and non-health benefit premiums which this section of the 
     regulations permits an employing office to recover are a debt 
     owed by the non-returning employee to the employing office. 
     The existence of this debt caused by the employee's failure 
     to return to work does not alter the employing office's 
     responsibilities for health benefit coverage and, under a 
     self-insurance plan, payment of claims incurred during the 
     period of FMLA leave. To the extent recovery is allowed, the 
     employing office may recover the costs through deduction from 
     any sums due to the employee (e.g., unpaid wages, vacation 
     pay, etc.), provided such deductions do not otherwise violate 
     applicable wage payment or other laws. Alternatively, the 
     employing office may initiate legal action against the 
     employee to recover such costs.
     825.214 Employee right to reinstatement.
       General Rule. On return from FMLA leave, an employee is 
     entitled to be returned to the same position the employee 
     held when leave commenced, or to an equivalent position with 
     equivalent benefits, pay, and other terms and conditions of 
     employment. An employee is entitled to such reinstatement 
     even if the employee has been replaced or his or her position 
     has been restructured to accommodate the employee's absence. 
     See also 825.106(e) for the obligations of employing offices 
     that are joint employers.
     825.215 Equivalent position.
       (a) Equivalent position. An equivalent position is one that 
     is virtually identical to the employee's former position in 
     terms of pay, benefits and working conditions, including 
     privileges, prerequisites and status. It must involve the 
     same or substantially similar duties and responsibilities, 
     which must entail substantially equivalent skill, effort, 
     responsibility, and authority.
       (b) Conditions to qualify. If an employee is no longer 
     qualified for the position because of the employee's 
     inability to attend a necessary course, renew a license, 
     etc., as a result of the leave, the employee shall be given a 
     reasonable opportunity to fulfill those conditions upon 
     return to work.
       (c) Equivalent Pay. (1) An employee is entitled to any 
     unconditional pay increases which may have occurred during 
     the FMLA leave period, such as cost of living increases. Pay 
     increases conditioned upon seniority, length of service, or 
     work performed must be granted in accordance with the 
     employing office's policy or practice with respect to other 
     employees on an equivalent leave status for a reason that 
     does not qualify as FMLA leave. An employee is entitled to be 
     restored to a position with the same or equivalent pay 
     premiums, such as a shift differential. If an employee 
     departed from a position averaging ten hours of overtime (and 
     corresponding overtime pay) each week, an employee is 
     ordinarily entitled to such a position on return from FMLA 
     leave.
       (2) Equivalent pay includes any bonus or payment, whether 
     it is discretionary or non- discretionary, made to employees 
     consistent with the provisions of paragraph (c)(1) of this 
     section. However, if a bonus or other payment is based on the 
     achievement of a specified goal such as hours worked, 
     products sold or perfect attendance, and the employee has not 
     met the goal due to FMLA leave, then the payment may be 
     denied, unless otherwise paid to employees on an equivalent 
     leave status for a reason that does not qualify as FMLA 
     leave. For example, if an employee who used paid vacation 
     leave for a non-FMLA purpose would receive the payment, then 
     the employee who used paid vacation leave for an FMLA-
     protected purpose also must receive the payment.
       (d) Equivalent benefits. Benefits include all benefits 
     provided or made available to employees by an employing 
     office, including group life insurance, health insurance, 
     disability insurance, sick leave, annual leave, educational 
     benefits, and pensions, regardless of whether such benefits 
     are provided by a practice or written policy of an employing 
     office through an employee benefit plan.
       (1) At the end of an employee's FMLA leave, benefits must 
     be resumed in the same manner and at the same levels as 
     provided when the leave began, and subject to any changes in 
     benefit levels that may have taken place during the period of 
     FMLA leave affecting the entire work force, unless otherwise 
     elected by the employee. Upon return from FMLA leave, an 
     employee cannot be required to requalify for any benefits the 
     employee enjoyed before FMLA leave began (including family or 
     dependent coverages). For example, if an employee was covered 
     by a life insurance policy before taking leave but is not 
     covered or coverage lapses during the period of unpaid FMLA 
     leave, the employee cannot be required to meet any 
     qualifications, such as taking a physical examination, in 
     order to requalify for life insurance upon return from leave. 
     Accordingly, some employing offices may find it necessary to 
     modify life insurance and other benefits programs in order to 
     restore employees to equivalent benefits upon return from 
     FMLA leave, make arrangements for continued payment of costs 
     to maintain such benefits during unpaid FMLA leave, or pay 
     these costs subject to recovery from the employee on return 
     from leave. See 825.213(b).
       (2) An employee may, but is not entitled to, accrue any 
     additional benefits or seniority during unpaid FMLA leave. 
     Benefits accrued at the time leave began, however, (e.g., 
     paid vacation, sick or personal leave to the extent not 
     substituted for FMLA leave) must be available to an employee 
     upon return from leave.
       (3) If, while on unpaid FMLA leave, an employee desires to 
     continue life insurance, disability insurance, or other types 
     of benefits

[[Page H7247]]

     for which he or she typically pays, the employing office is 
     required to follow established policies or practices for 
     continuing such benefits for other instances of leave without 
     pay. If the employing office has no established policy, the 
     employee and the employing office are encouraged to agree 
     upon arrangements before FMLA leave begins.
       (4) With respect to pension and other retirement plans, any 
     period of unpaid FMLA leave shall not be treated as or 
     counted toward a break in service for purposes of vesting and 
     eligibility to participate. Also, if the plan requires an 
     employee to be employed on a specific date in order to be 
     credited with a year of service for vesting, contributions or 
     participation purposes, an employee on unpaid FMLA leave on 
     that date shall be deemed to have been employed on that date. 
     However, unpaid FMLA leave periods need not be treated as 
     credited service for purposes of benefit accrual, vesting and 
     eligibility to participate.
       (5) Employees on unpaid FMLA leave are to be treated as if 
     they continued to work for purposes of changes to benefit 
     plans. They are entitled to changes in benefits plans, except 
     those which may be dependent upon seniority or accrual during 
     the leave period, immediately upon return from leave or to 
     the same extent they would have qualified if no leave had 
     been taken. For example if the benefit plan is predicated on 
     a pre-established number of hours worked each year and the 
     employee does not have sufficient hours as a result of taking 
     unpaid FMLA leave, the benefit is lost. (In this regard, 
     825.209 addresses health benefits.)
       (e) Equivalent terms and conditions of employment. An 
     equivalent position must have substantially similar duties, 
     conditions, responsibilities, privileges and status as the 
     employee's original position.
       (1) The employee must be reinstated to the same or a 
     geographically proximate worksite (i.e., one that does not 
     involve a significant increase in commuting time or distance) 
     from where the employee had previously been employed. If the 
     employee's original worksite has been closed, the employee is 
     entitled to the same rights as if the employee had not been 
     on leave when the worksite closed. For example, if an 
     employing office transfers all employees from a closed 
     worksite to a new worksite in a different city, the employee 
     on leave is also entitled to transfer under the same 
     conditions as if he or she had continued to be employed.
       (2) The employee is ordinarily entitled to return to the 
     same shift or the same or an equivalent work schedule.
       (3) The employee must have the same or an equivalent 
     opportunity for bonuses, and other similar discretionary and 
     non-discretionary payments.
       (4) FMLA does not prohibit an employing office from 
     accommodating an employee's request to be restored to a 
     different shift, schedule, or position which better suits the 
     employee's personal needs on return from leave, or to offer a 
     promotion to a better position. However, an employee cannot 
     be induced by the employing office to accept a different 
     position against the employee's wishes.
       (f) De minimis exception. The requirement that an employee 
     be restored to the same or equivalent job with the same or 
     equivalent pay, benefits, and terms and conditions of 
     employment does not extend to de minimis, intangible, or 
     unmeasurable aspects of the job.
     825.216 Limitations on an employee's right to reinstatement.
       (a) An employee has no greater right to reinstatement or to 
     other benefits and conditions of employment than if the 
     employee had been continuously employed during the FMLA leave 
     period. An employing office must be able to show that an 
     employee would not otherwise have been employed at the time 
     reinstatement is requested in order to deny restoration to 
     employment. For example:
       (1) If an employee is laid off during the course of taking 
     FMLA leave and employment is terminated, the employing 
     office's responsibility to continue FMLA leave, maintain 
     group health plan benefits and restore the employee ceases at 
     the time the employee is laid off, provided the employing 
     office has no continuing obligations under a collective 
     bargaining agreement or otherwise. An employing office would 
     have the burden of proving that an employee would have been 
     laid off during the FMLA leave period and, therefore, would 
     not be entitled to restoration. Restoration to a job slated 
     for lay-off when the employee's original position is not 
     would not meet the requirements of an equivalent position.
       (2) If a shift has been eliminated, or overtime has been 
     decreased, an employee would not be entitled to return to 
     work that shift or the original overtime hours upon 
     restoration. However, if a position on, for example, a night 
     shift has been filled by another employee, the employee is 
     entitled to return to the same shift on which employed before 
     taking FMLA leave.
       (3) If an employee was hired for a specific term or only to 
     perform work on a discrete project, the employing office has 
     no obligation to restore the employee if the employment term 
     or project is over and the employing office would not 
     otherwise have continued to employ the employee. On the other 
     hand, if an employee was hired to perform work for one 
     employing office for a specific time period, and after that 
     time period has ended, the work was assigned to another 
     employing office, the successor employing office may be 
     required to restore the employee if it is a successor 
     employing office.
       (b) In addition to the circumstances explained above, an 
     employing office may deny job restoration to salaried 
     eligible employees (key employees, as defined in 825.217(c)), 
     if such denial is necessary to prevent substantial and 
     grievous economic injury to the operations of the employing 
     office; or may delay restoration to an employee who fails to 
     provide a fitness-for-duty certificate to return to work 
     under the conditions described in 825.312.
       (c) If the employee is unable to perform an essential 
     function of the position because of a physical or mental 
     condition, including the continuation of a serious health 
     condition or an injury or illness also covered by workers' 
     compensation, the employee has no right to restoration to 
     another position under the FMLA. The employing office's 
     obligations may, however, be governed by the Americans with 
     Disabilities Act (ADA), as amended and as made applicable by 
     the CAA. See 825.702.
       (d) An employee who fraudulently obtains FMLA leave from an 
     employing office is not protected by the job restoration or 
     maintenance of health benefits provisions of the FMLA, as 
     made applicable by the CAA.
       (e) If the employing office has a uniformly-applied policy 
     governing outside or supplemental employment, such a policy 
     may continue to apply to an employee while on FMLA leave. An 
     employing office which does not have such a policy may not 
     deny benefits to which an employee is entitled under FMLA, as 
     made applicable by the CAA, on this basis unless the FMLA 
     leave was fraudulently obtained as in paragraph (d) of this 
     section.
     825.217 Key employee, general rule.
       (a) A key employee is a salaried FMLA-eligible employee who 
     is among the highest paid 10 percent of all the employees 
     employed by the employing office within 75 miles of the 
     employee's worksite.
       (b) The term salaried means paid on a salary basis, within 
     the meaning of the Board's FLSA regulations at part 541, 
     implementing section 203 of the CAA (2 U.S.C. 1313), 
     regarding employees who may qualify as exempt from the 
     minimum wage and overtime requirements of the FLSA, as made 
     applicable by the CAA.
       (c) A key employee must be among the highest paid 10 
     percent of all the employees--both salaried and non-salaried, 
     eligible and ineligible--who are employed by the employing 
     office within 75 miles of the worksite.
       (1) In determining which employees are among the highest 
     paid 10 percent, year-to-date earnings are divided by weeks 
     worked by the employee (including weeks in which paid leave 
     was taken). Earnings include wages, premium pay, incentive 
     pay, and non-discretionary and discretionary bonuses. 
     Earnings do not include incentives whose value is determined 
     at some future date, e.g., benefits or prerequisites.
       (2) The determination of whether a salaried employee is 
     among the highest paid 10 percent shall be made at the time 
     the employee gives notice of the need for leave. No more than 
     10 percent of the employing office's employees within 75 
     miles of the worksite may be key employees.
     825.218 Substantial and grievous economic injury.
       (a) In order to deny restoration to a key employee, an 
     employing office must determine that the restoration of the 
     employee to employment will cause substantial and grievous 
     economic injury to the operations of the employing office, 
     not whether the absence of the employee will cause such 
     substantial and grievous injury.
       (b) An employing office may take into account its ability 
     to replace on a temporary basis (or temporarily do without) 
     the employee on FMLA leave. If permanent replacement is 
     unavoidable, the cost of then reinstating the employee can be 
     considered in evaluating whether substantial and grievous 
     economic injury will occur from restoration; in other words, 
     the effect on the operations of the employing office of 
     reinstating the employee in an equivalent position.
       (c) A precise test cannot be set for the level of hardship 
     or injury to the employing office which must be sustained. If 
     the reinstatement of a key employee threatens the economic 
     viability of the employing office, that would constitute 
     substantial and grievous economic injury. A lesser injury 
     which causes substantial, long-term economic injury would 
     also be sufficient. Minor inconveniences and costs that the 
     employing office would experience in the normal course would 
     certainly not constitute substantial and grievous economic 
     injury.
       (d) FMLA's substantial and grievous economic injury 
     standard is different from and more stringent than the undue 
     hardship test under the ADA, as made applicable by the CAA. 
     See also 825.702.
     825.219 Rights of a key employee.
       (a) An employing office that believes that reinstatement 
     may be denied to a key employee, must give written notice to 
     the employee at the time the employee gives notice of the 
     need for FMLA leave (or when FMLA leave commences, if 
     earlier) that he or she qualifies as a key employee. At the 
     same time, the employing office must also fully inform the 
     employee of the potential consequences with respect to 
     reinstatement and maintenance of health benefits if the 
     employing office should determine that substantial and 
     grievous economic injury to the

[[Page H7248]]

     employing office's operations will result if the employee is 
     reinstated from FMLA leave. If such notice cannot be given 
     immediately because of the need to determine whether the 
     employee is a key employee, it shall be given as soon as 
     practicable after being notified of a need for leave (or the 
     commencement of leave, if earlier). It is expected that in 
     most circumstances there will be no desire that an employee 
     be denied restoration after FMLA leave and, therefore, there 
     would be no need to provide such notice. However, an 
     employing office who fails to provide such timely notice will 
     lose its right to deny restoration even if substantial and 
     grievous economic injury will result from reinstatement.
       (b) As soon as an employing office makes a good faith 
     determination, based on the facts available, that substantial 
     and grievous economic injury to its operations will result if 
     a key employee who has given notice of the need for FMLA 
     leave or is using FMLA leave is reinstated, the employing 
     office shall notify the employee in writing of its 
     determination, that it cannot deny FMLA leave, and that it 
     intends to deny restoration to employment on completion of 
     the FMLA leave. It is anticipated that an employing office 
     will ordinarily be able to give such notice prior to the 
     employee starting leave. The employing office must serve this 
     notice either in person or by certified mail. This notice 
     must explain the basis for the employing office's finding 
     that substantial and grievous economic injury will result, 
     and, if leave has commenced, must provide the employee a 
     reasonable time in which to return to work, taking into 
     account the circumstances, such as the length of the leave 
     and the urgency of the need for the employee to return.
       (c) If an employee on leave does not return to work in 
     response to the employing office's notification of intent to 
     deny restoration, the employee continues to be entitled to 
     maintenance of health benefits and the employing office may 
     not recover its cost of health benefit premiums. A key 
     employee's rights under FMLA continue unless and until the 
     employee either gives notice that he or she no longer wishes 
     to return to work, or the employing office actually denies 
     reinstatement at the conclusion of the leave period.
       (d) After notice to an employee has been given that 
     substantial and grievous economic injury will result if the 
     employee is reinstated to employment, an employee is still 
     entitled to request reinstatement at the end of the leave 
     period even if the employee did not return to work in 
     response to the employing office's notice. The employing 
     office must then again determine whether there will be 
     substantial and grievous economic injury from reinstatement, 
     based on the facts at that time. If it is determined that 
     substantial and grievous economic injury will result, the 
     employing office shall notify the employee in writing (in 
     person or by certified mail) of the denial of restoration.
     825.220 Protection for employees who request leave or 
         otherwise assert FMLA rights.
       (a) The FMLA, as made applicable by the CAA, prohibits 
     interference with an employee's rights under the law, and 
     with legal proceedings or inquiries relating to an employee's 
     rights. More specifically, the law contains the following 
     employee protections:
       (1) An employing office is prohibited from interfering 
     with, restraining, or denying the exercise of (or attempts to 
     exercise) any rights provided by the FMLA, as made applicable 
     by the CAA.
       (2) An employing office is prohibited from discharging or 
     in any other way discriminating against any covered employee 
     (whether or not an eligible employee) for opposing or 
     complaining about any unlawful practice under the FMLA, as 
     made applicable by the CAA.
       (3) All employing offices are prohibited from discharging 
     or in any other way discriminating against any covered 
     employee (whether or not an eligible employee) because that 
     covered employee has--
       (i) Filed any claim, or has instituted (or caused to be 
     instituted) any proceeding under or related to the FMLA, as 
     made applicable by the CAA;
       (ii) Given, or is about to give, any information in 
     connection with an inquiry or proceeding relating to a right 
     under the FMLA, as made applicable by the CAA;
       (iii) Testified, or is about to testify, in any inquiry or 
     proceeding relating to a right under the FMLA, as made 
     applicable by the CAA.
       (b) Any violations of the FMLA, as made applicable by the 
     CAA, or of these regulations constitute interfering with, 
     restraining, or denying the exercise of rights provided by 
     the FMLA, as made applicable by the CAA. An employing office 
     may be liable for compensation and benefits lost by reason of 
     the violation, for other actual monetary losses sustained as 
     a direct result of the violation, and for appropriate 
     equitable or other relief, including employment, 
     reinstatement, promotion, or any other relief tailored to the 
     harm suffered. See 825.400(b). Interfering with the exercise 
     of an employee's rights would include, for example, not only 
     refusing to authorize FMLA leave, but discouraging an 
     employee from using such leave. It would also include 
     manipulation by a covered employing office to avoid 
     responsibilities under FMLA, for example:
       (1) [Reserved]
       (2) Changing the essential functions of the job in order to 
     preclude the taking of leave; or
       (3) Reducing hours available to work in order to avoid 
     employee eligibility.
       (c) The FMLA's prohibition against interference prohibits 
     an employing office from discriminating or retaliating 
     against an employee or prospective employee for having 
     exercised or attempted to exercise FMLA rights. For example, 
     if an employee on leave without pay would otherwise be 
     entitled to full benefits (other than health benefits), the 
     same benefits would be required to be provided to an employee 
     on unpaid FMLA leave. By the same token, employing offices 
     cannot use the taking of FMLA leave as a negative factor in 
     employment actions, such as hiring, promotions or 
     disciplinary actions; nor can FMLA leave be counted under no 
     fault attendance policies. See 825.215.
       (d) Employees cannot waive, nor may employing offices 
     induce employees to waive, their rights under FMLA. For 
     example, employees (or their collective bargaining 
     representatives) cannot trade off the right to take FMLA 
     leave against some other benefit offered by the employing 
     office. Except for settlement agreements covered by 1414 and/
     or 1415 of the Congressional Accountability Act, this does 
     not prevent the settlement or release of FMLA claims by 
     employees based on past employing office conduct without the 
     approval of the Office of Congressional Workplace Rights or a 
     court. Nor does it prevent an employee's voluntary and 
     uncoerced acceptance (not as a condition of employment) of a 
     light duty assignment while recovering from a serious health 
     condition. See 825.702(d). An employee's acceptance of such 
     light duty assignment does not constitute a waiver of the 
     employee's prospective rights, including the right to be 
     restored to the same position the employee held at the time 
     the employee's FMLA leave commenced or to an equivalent 
     position. The employee's right to restoration, however, 
     ceases at the end of the applicable 12-month FMLA leave year.
       (e) Covered employees, and not merely eligible employees, 
     are protected from retaliation for opposing (e.g., filing a 
     complaint about) any practice which is unlawful under the 
     FMLA, as made applicable by the CAA. They are similarly 
     protected if they oppose any practice which they reasonably 
     believe to be a violation of the FMLA, as made applicable by 
     the CAA, or regulations.

 SUBPART C--EMPLOYEE AND EMPLOYING OFFICE RIGHTS AND OBLIGATIONS UNDER 
                THE FMLA, AS MADE APPLICABLE BY THE CAA

     825.300 Employing office notice requirements.
       (a)(1) If an employing office has any eligible employees 
     and has any written guidance to employees concerning employee 
     benefits or leave rights, such as in an employee handbook, 
     information concerning both entitlements and employee 
     obligations under the FMLA, as made applicable by the CAA, 
     must be included in the handbook or other document. For 
     example, if an employing office provides an employee handbook 
     to all employees that describes the employing office's 
     policies regarding leave, wages, attendance, and similar 
     matters, the handbook must incorporate information on FMLA 
     rights and responsibilities and the employing office's 
     policies regarding the FMLA, as made applicable by the CAA. 
     Informational publications describing the provisions of the 
     FMLA, as made applicable by the CAA, are available from the 
     Office of Congressional Workplace Rights and may be 
     incorporated in such employing office handbooks or written 
     policies.
       (2) If such an employing office does not have written 
     policies, manuals, or handbooks describing employee benefits 
     and leave provisions, the employing office shall provide 
     written guidance to an employee concerning all the employee's 
     rights and obligations under the FMLA, as made applicable by 
     the CAA. This notice shall be provided to employees each time 
     notice is given pursuant to paragraph (c), and in accordance 
     with the provisions of that paragraph. Employing offices may 
     duplicate and provide the employee a copy of the FMLA Fact 
     Sheet available from the Office of Congressional Workplace 
     Rights to provide such guidance.
       (b) Eligibility notice. (1) When an employee requests FMLA 
     leave, or when the employing office acquires knowledge that 
     an employee's leave may be for an FMLA-qualifying reason, the 
     employing office must notify the employee of the employee's 
     eligibility to take FMLA leave within five business days, 
     absent extenuating circumstances. See 825.110 for definition 
     of an eligible employee. Employee eligibility is determined 
     (and notice must be provided) at the commencement of the 
     first instance of leave for each FMLA-qualifying reason in 
     the applicable 12-month period. See 825.127(c) and 
     825.200(b). All FMLA absences for the same qualifying reason 
     are considered a single leave and employee eligibility as to 
     that reason for leave does not change during the applicable 
     12-month period.
       (2) The eligibility notice must state whether the employee 
     is eligible for FMLA leave as defined in 825.110. If the 
     employee is not eligible for FMLA leave, the notice must 
     state at least one reason why the employee is not eligible, 
     including as applicable the number of months the employee has 
     been employed by the employing office and the hours of 
     service with the employing office during the 12-month period. 
     Notification of eligibility may be oral or in writing; 
     employing offices may use Form C to provide such notification 
     to employees.
       (3) If, at the time an employee provides notice of a 
     subsequent need for FMLA leave

[[Page H7249]]

     during the applicable 12-month period due to a different 
     FMLA-qualifying reason, and the employee's eligibility status 
     has not changed, no additional eligibility notice is 
     required. If, however, the employee's eligibility status has 
     changed (e.g., if the employee has not met the hours of 
     service requirement in the 12 months preceding the 
     commencement of leave for the subsequent qualifying reason), 
     the employing office must notify the employee of the change 
     in eligibility status within five business days, absent 
     extenuating circumstances.
       (c) Rights and responsibilities notice. (1) Employing 
     offices shall provide written notice detailing the specific 
     expectations and obligations of the employee and explaining 
     any consequences of a failure to meet these obligations. This 
     notice shall be provided to the employee each time the 
     eligibility notice is provided pursuant to paragraph (b) of 
     this section. If leave has already begun, the notice should 
     be mailed to the employee's address of record. Such specific 
     notice must include, as appropriate:
       (i) That the leave may be designated and counted against 
     the employee's annual FMLA leave entitlement if qualifying 
     (See 825.300(c) and 825.301) and the applicable 12-month 
     period for FMLA entitlement (See 825.127(c), 825.200(b), (f), 
     and (g));
       (ii) Any requirements for the employee to furnish 
     certification of a serious health condition, serious injury 
     or illness, or qualifying exigency arising out of covered 
     active duty or call to covered active duty status, and the 
     consequences of failing to do so (See 825.305, 825.309, 
     825.310, 825.313);
       (iii) If applicable, the employee's right to substitute 
     paid parental leave for unpaid FMLA leave for a birth or 
     placement (See 825.208) and the employee's right to 
     substitute paid leave generally, whether the employing office 
     will require the substitution of paid leave, the conditions 
     related to any substitution, and the employee's entitlement 
     to take unpaid FMLA leave if the employee does not meet the 
     conditions for paid leave (See 825.207);
       (iv) Any requirement for the employee to make any premium 
     payments to maintain health benefits and the arrangements for 
     making such payments (See 825.210), and the possible 
     consequences of failure to make such payments on a timely 
     basis (i.e., the circumstances under which coverage may 
     lapse);
       (v) The employee's status as a key employee and the 
     potential consequence that restoration may be denied 
     following FMLA leave, explaining the conditions required for 
     such denial (See 825.218);
       (vi) The employee's right to maintenance of benefits during 
     the FMLA leave and restoration to the same or an equivalent 
     job upon return from FMLA leave (See 825.214 and 825.604); 
     and
       (vii) The employee's potential liability for payment of 
     health insurance premiums paid by the employing office during 
     the employee's unpaid FMLA leave if the employee fails to 
     return to work after taking FMLA leave (See 825.213, 
     825.208(k)).
       (2) The notice of rights and responsibilities may include 
     other information--e.g., whether the employing office will 
     require periodic reports of the employee's status and intent 
     to return to work--but is not required to do so.
       (3) The notice of rights and responsibilities may be 
     accompanied by any required certification form.
       (4) If the specific information provided by the notice of 
     rights and responsibilities changes, the employing office 
     shall, within five business days of receipt of the employee's 
     first notice of need for leave subsequent to any change, 
     provide written notice referencing the prior notice and 
     setting forth any of the information in the notice of rights 
     and responsibilities that has changed. For example, if the 
     initial leave period was paid leave and the subsequent leave 
     period would be unpaid leave, the employing office may need 
     to give notice of the arrangements for making premium 
     payments.
       (5) Employing offices are also expected to responsively 
     answer questions from employees concerning their rights and 
     responsibilities under the FMLA, as made applicable under the 
     CAA.
       (6) A prototype notice of rights and responsibilities may 
     be obtained in Form C, or from the Office of Congressional 
     Workplace Rights. Employing offices may adapt the prototype 
     notice as appropriate to meet these notice requirements. The 
     notice of rights and responsibilities may be distributed 
     electronically so long as it otherwise meets the requirements 
     of this section.
       (d) Designation notice. (1) The employing office is 
     responsible in all circumstances for designating leave as 
     FMLA-qualifying, and for giving notice of the designation to 
     the employee as provided in this section. When the employing 
     office has enough information to determine whether the leave 
     is being taken for a FMLA-qualifying reason (e.g., after 
     receiving a certification), the employing office must notify 
     the employee whether the leave will be designated and will be 
     counted as FMLA leave within five business days absent 
     extenuating circumstances. Only one notice of designation is 
     required for each FMLA-qualifying reason per applicable 12-
     month period, regardless of whether the leave taken due to 
     the qualifying reason will be a continuous block of leave or 
     intermittent or reduced schedule leave. If the employing 
     office determines that the leave will not be designated as 
     FMLA-qualifying (e.g., if the leave is not for a reason 
     covered by FMLA or the FMLA leave entitlement has been 
     exhausted), the employing office must notify the employee of 
     that determination. Subject to 825.208, if the employing 
     office requires paid leave to be substituted for unpaid FMLA 
     leave, or that paid leave taken under an existing leave plan 
     be counted as FMLA leave, the employing office must inform 
     the employee of this designation at the time of designating 
     the FMLA leave.
       (2) If the employing office has sufficient information to 
     designate the leave as FMLA leave immediately after receiving 
     notice of the employee's need for leave, the employing office 
     may provide the employee with the designation notice at that 
     time.
       (3) If the employing office will require the employee to 
     present a fitness-for-duty certification to be restored to 
     employment, the employing office must provide notice of such 
     requirement with the designation notice. If the employing 
     office will require that the fitness-for-duty certification 
     address the employee's ability to perform the essential 
     functions of the employee's position, the employing office 
     must so indicate in the designation notice, and must include 
     a list of the essential functions of the employee's position. 
     See 825.312. If the employing office's handbook or other 
     written documents (if any) describing the employing office's 
     leave policies clearly provide that a fitness-for- duty 
     certification will be required in specific circumstances 
     (e.g., by stating that fitness-for-duty certification will be 
     required in all cases of back injuries for employees in a 
     certain occupation), the employing office is not required to 
     provide written notice of the requirement with the 
     designation notice, but must provide oral notice no later 
     than with the designation notice.
       (4) The designation notice must be in writing. A prototype 
     designation notice is contained in Form D which may be 
     obtained from the Office of Congressional Workplace Rights. 
     If the leave is not designated as FMLA leave because it does 
     not meet the requirements of the FMLA, as made applicable by 
     the CAA, the notice to the employee that the leave is not 
     designated as FMLA leave may be in the form of a simple 
     written statement. The designation notice may be distributed 
     electronically so long as it otherwise meets the requirements 
     of this section and the employing office can demonstrate that 
     the employee (who may already be on leave and who may not 
     have access to employing office-provided computers) has 
     access to the information electronically.
       (5) If the information provided by the employing office to 
     the employee in the designation notice changes (e.g., the 
     employee exhausts the FMLA leave entitlement), the employing 
     office shall provide, within five business days of receipt of 
     the employee's first notice of need for leave subsequent to 
     any change, written notice of the change.
       (6) The employing office must notify the employee of the 
     amount of leave counted against the employee's FMLA leave 
     entitlement and, if applicable, the employee's paid parental 
     leave entitlement. If the amount of leave needed is known at 
     the time the employing office designates the leave as FMLA-
     qualifying, the employing office must notify the employee of 
     the number of hours, days, or weeks that will be counted 
     against the employee's FMLA leave entitlement in the 
     designation notice. If it is not possible to provide the 
     hours, days, or weeks that will be counted against the 
     employee's FMLA leave entitlement (such as in the case of 
     unforeseeable intermittent leave), then the employing office 
     must provide notice of the amount of leave counted against 
     the employee's FMLA leave entitlement and, if applicable, 
     paid parental leave entitlement, upon the request by the 
     employee, but no more often than once in a 30-day period and 
     only if leave was taken in that period. The notice of the 
     amount of leave counted against the employee's FMLA 
     entitlement and, if applicable, paid parental leave 
     entitlement may be oral or in writing. If such notice is 
     oral, it shall be confirmed in writing no later than the 
     following payday (unless the payday is less than one week 
     after the oral notice, in which case the notice must be no 
     later than the subsequent payday). Such written notice may be 
     in any form, including a notation on the employee's pay stub.
       (e) Consequences of failing to provide notice. Failure to 
     follow the notice requirements set forth in this section may 
     constitute an interference with, restraint, or denial of the 
     exercise of an employee's FMLA rights. An employing office 
     may be liable for compensation and benefits lost by reason of 
     the violation, for other actual monetary losses sustained as 
     a direct result of the violation, and for appropriate 
     equitable or other relief, including employment, 
     reinstatement, promotion, or any other relief tailored to the 
     harm suffered. See 825.400(b).
     825.301 Designation of FMLA leave.
       (a) Employing office responsibilities. The employing 
     office's decision to designate leave as FMLA-qualifying must 
     be based only on information received from the employee or 
     the employee's spokesperson (e.g., if the employee is 
     incapacitated, the employee's spouse, adult child, parent, 
     doctor, etc., may provide notice to the employing office of 
     the need to take FMLA leave). In any circumstance where the 
     employing office does not have sufficient information about 
     the reason for an employee's use of leave, the employing 
     office should inquire further of the employee or the 
     spokesperson to ascertain whether leave is potentially FMLA-
     qualifying. Once the employing office has acquired knowledge 
     that the leave is being

[[Page H7250]]

     taken for a FMLA-qualifying reason, the employing office must 
     notify the employee as provided in 825.300(d).
       (b) Employee responsibilities. An employee giving notice of 
     the need for FMLA leave does not need to expressly assert 
     rights under the FMLA, as made applicable by the CAA, or even 
     mention the FMLA to meet his or her obligation to provide 
     notice, though the employee would need to state a qualifying 
     reason for the needed leave and otherwise satisfy the notice 
     requirements set forth in 825.302 or 825.303 depending on 
     whether the need for leave is foreseeable or unforeseeable. 
     An employee giving notice of the need for FMLA leave must 
     explain the reasons for the needed leave so as to allow the 
     employing office to determine whether the leave qualifies 
     under the FMLA, as made applicable by the CAA. If the 
     employee fails to explain the reasons, leave may be denied. 
     In many cases, in explaining the reasons for a request to use 
     leave, especially when the need for the leave was unexpected 
     or unforeseen, an employee will provide sufficient 
     information for the employing office to designate the leave 
     as FMLA leave. An employee using accrued paid leave may in 
     some cases not spontaneously explain the reasons or their 
     plans for using their accrued leave. However, if an employee 
     requesting to use paid leave for a FMLA-qualifying reason 
     does not explain the reason for the leave and the employing 
     office denies the employee's request, the employee will need 
     to provide sufficient information to establish a FMLA- 
     qualifying reason for the needed leave so that the employing 
     office is aware that the leave may not be denied and may 
     designate that the paid leave be appropriately counted 
     against (substituted for) the employee's FMLA leave 
     entitlement. Similarly, an employee using accrued paid 
     vacation leave who seeks an extension of unpaid leave for a 
     FMLA-qualifying reason will need to state the reason. If this 
     is due to an event which occurred during the period of paid 
     leave, the employing office may count the leave used after 
     the FMLA-qualifying reason against the employee's FMLA leave 
     entitlement.
       (c) Disputes. If there is a dispute between an employing 
     office and an employee as to whether leave qualifies as FMLA 
     leave, it should be resolved through discussions between the 
     employee and the employing office. Such discussions and the 
     decision must be documented.
       (d) Retroactive designation. Subject to 825.208, if an 
     employing office does not designate leave as required by 
     825.300, the employing office may retroactively designate 
     leave as FMLA leave with appropriate notice to the employee 
     as required by 825.300 provided that the employing office's 
     failure to timely designate leave does not cause harm or 
     injury to the employee. In all cases where leave would 
     qualify for FMLA protections, an employing office and an 
     employee can mutually agree that leave be retroactively 
     designated as FMLA leave.
       (e) Remedies. If an employing office's failure to timely 
     designate leave in accordance with 825.300 causes the 
     employee to suffer harm, it may constitute an interference 
     with, restraint of, or denial of the exercise of an 
     employee's FMLA rights. An employing office may be liable for 
     compensation and benefits lost by reason of the violation, 
     for other actual monetary losses sustained as a direct result 
     of the violation, and for appropriate equitable or other 
     relief, including employment, reinstatement, promotion, or 
     any other relief tailored to the harm suffered. See 
     825.400(b). For example, if an employing office that was put 
     on notice that an employee needed FMLA leave failed to 
     designate the leave properly, but the employee's own serious 
     health condition prevented him or her from returning to work 
     during that time period regardless of the designation, an 
     employee may not be able to show that the employee suffered 
     harm as a result of the employing office's actions. However, 
     if an employee took leave to provide care for a son or 
     daughter with a serious health condition believing it would 
     not count toward his or her FMLA entitlement, and the 
     employee planned to later use that FMLA leave to provide care 
     for a spouse who would need assistance when recovering from 
     surgery planned for a later date, the employee may be able to 
     show that harm has occurred as a result of the employing 
     office's failure to designate properly. The employee might 
     establish this by showing that he or she would have arranged 
     for an alternative caregiver for the seriously-ill son or 
     daughter if the leave had been designated timely.
     825.302 Employee notice requirements for foreseeable FMLA 
         leave.
       (a) Timing of notice. An employee must provide the 
     employing office at least 30 days advance notice before FMLA 
     leave is to begin if the need for the leave is foreseeable 
     based on an expected birth, placement for adoption or foster 
     care, planned medical treatment for a serious health 
     condition of the employee or of a family member, or the 
     planned medical treatment for a serious injury or illness of 
     a covered servicemember. If 30 days' notice is not 
     practicable, such as because of a lack of knowledge of 
     approximately when leave will be required to begin, a change 
     in circumstances, or a medical emergency, notice must be 
     given as soon as practicable. For example, an employee's 
     health condition may require leave to commence earlier than 
     anticipated before the birth of a child. Similarly, little 
     opportunity for notice may be given before placement for 
     adoption. For foreseeable leave due to a qualifying exigency, 
     notice must be provided as soon as practicable, regardless of 
     how far in advance such leave is foreseeable. Whether FMLA 
     leave is to be continuous or is to be taken intermittently or 
     on a reduced schedule basis, notice need only be given one 
     time, but the employee shall advise the employing office as 
     soon as practicable if dates of scheduled leave change or are 
     extended, or were initially unknown. In those cases where the 
     employee is required to provide at least 30 days' notice of 
     foreseeable leave and does not do so, the employee shall 
     explain the reasons why such notice was not practicable upon 
     a request from the employing office for such information.
       (b) As soon as practicable means as soon as both possible 
     and practical, taking into account all of the facts and 
     circumstances in the individual case. When an employee 
     becomes aware of a need for FMLA leave less than 30 days in 
     advance, it should be practicable for the employee to provide 
     notice of the need for leave either the same day or the next 
     business day. In all cases, however, the determination of 
     when an employee could practicably provide notice must take 
     into account the individual facts and circumstances.
       (c) Content of notice. An employee shall provide at least 
     verbal notice sufficient to make the employing office aware 
     that the employee needs FMLA-qualifying leave, and the 
     anticipated timing and duration of the leave. Depending on 
     the situation, such information may include that a condition 
     renders the employee unable to perform the functions of the 
     job; that the employee is pregnant or has been hospitalized 
     overnight; whether the employee or the employee's family 
     member is under the continuing care of a health care 
     provider; if the leave is due to a qualifying exigency, that 
     a military member is on covered active duty or call to 
     covered active duty status (or has been notified of an 
     impending call or order to covered active duty), and that the 
     requested leave is for one of the reasons listed in 
     825.126(b); if the leave is for a family member, that the 
     condition renders the family member unable to perform daily 
     activities, or that the family member is a covered 
     servicemember with a serious injury or illness; and the 
     anticipated duration of the absence, if known. When an 
     employee seeks leave for the first time for a FMLA-qualifying 
     reason, the employee need not expressly assert rights under 
     the FMLA, as made applicable by the CAA, or even mention the 
     FMLA. When an employee seeks leave due to a FMLA-qualifying 
     reason, for which the employing office has previously 
     provided FMLA-protected leave, the employee must specifically 
     reference the qualifying reason for leave or the need for 
     FMLA leave. In all cases, the employing office should inquire 
     further of the employee if it is necessary to have more 
     information about whether FMLA leave is being sought by the 
     employee, and obtain the necessary details of the leave to be 
     taken. In the case of medical conditions, the employing 
     office may find it necessary to inquire further to determine 
     if the leave is because of a serious health condition and may 
     request medical certification to support the need for such 
     leave. See 825.305. An employing office may also request 
     certification to support the need for leave for a qualifying 
     exigency or for military caregiver leave. See 825.309, 
     825.310. When an employee has been previously certified for 
     leave due to more than one FMLA-qualifying reason, the 
     employing office may need to inquire further to determine for 
     which qualifying reason the leave is needed. An employee has 
     an obligation to respond to an employing office's questions 
     designed to determine whether an absence is potentially FMLA-
     qualifying. Failure to respond to reasonable employing office 
     inquiries regarding the leave request may result in denial of 
     FMLA protection if the employing office is unable to 
     determine whether the leave is FMLA-qualifying.
       (d) Complying with the employing office policy. An 
     employing office may require an employee to comply with the 
     employing office's usual and customary notice and procedural 
     requirements for requesting leave, absent unusual 
     circumstances. For example, an employing office may require 
     that written notice set forth the reasons for the requested 
     leave, the anticipated duration of the leave, and the 
     anticipated start of the leave. An employee also may be 
     required by an employing office's policy to contact a 
     specific individual. Unusual circumstances would include 
     situations such as when an employee is unable to comply with 
     the employing office's policy that requests for leave should 
     be made by contacting a specific number because on the day 
     the employee needs to provide notice of his or her need for 
     FMLA leave there is no one to answer the call-in number and 
     the voice mail box is full. Where an employee does not comply 
     with the employing office's usual notice and procedural 
     requirements, and no unusual circumstances justify the 
     failure to comply, FMLA-protected leave may be delayed or 
     denied. However, FMLA-protected leave may not be delayed or 
     denied where the employing office's policy requires notice to 
     be given sooner than set forth in paragraph (a) of this 
     section and the employee provides timely notice as set forth 
     in paragraph (a) of this section.
       (e) Scheduling planned medical treatment. When planning 
     medical treatment, the employee must consult with the 
     employing office and make a reasonable effort to schedule the 
     treatment so as not to disrupt unduly the employing office's 
     operations, subject to the approval of the health care 
     provider. Employees are ordinarily expected to consult

[[Page H7251]]

     with their employing offices prior to the scheduling of 
     treatment in order to work out a treatment schedule which 
     best suits the needs of both the employing office and the 
     employee. For example, if an employee who provides notice of 
     the need to take FMLA leave on an intermittent basis for 
     planned medical treatment neglects to consult with the 
     employing office to make a reasonable effort to arrange the 
     schedule of treatments so as not to unduly disrupt the 
     employing office's operations, the employing office may 
     initiate discussions with the employee and require the 
     employee to attempt to make such arrangements, subject to the 
     approval of the health care provider. See 825.203 and 
     825.205.
       (f) Intermittent leave or leave on a reduced leave schedule 
     must be medically necessary due to a serious health condition 
     or a serious injury or illness. An employee shall advise the 
     employing office, upon request, of the reasons why the 
     intermittent/reduced leave schedule is necessary and of the 
     schedule for treatment, if applicable. The employee and 
     employing office shall attempt to work out a schedule for 
     such leave that meets the employee's needs without unduly 
     disrupting the employing office's operations, subject to the 
     approval of the health care provider.
       (g) An employing office may waive employees' FMLA notice 
     requirements. See 825.304(e).
     825.303 Employee notice requirements for unforeseeable FMLA 
         leave.
       (a) Timing of notice. When the approximate timing of the 
     need for leave is not foreseeable, an employee must provide 
     notice to the employing office as soon as practicable under 
     the facts and circumstances of the particular case. It 
     generally should be practicable for the employee to provide 
     notice of leave that is unforeseeable within the time 
     prescribed by the employing office's usual and customary 
     notice requirements applicable to such leave. See 825.303(c). 
     Notice may be given by the employee's spokesperson (e.g., 
     spouse, adult family member, or other responsible party) if 
     the employee is unable to do so personally. For example, if 
     an employee's child has a severe asthma attack and the 
     employee takes the child to the emergency room, the employee 
     would not be required to leave his or her child in order to 
     report the absence while the child is receiving emergency 
     treatment. However, if the child's asthma attack required 
     only the use of an inhaler at home followed by a period of 
     rest, the employee would be expected to call the employing 
     office promptly after ensuring the child has used the 
     inhaler.
       (b) Content of notice. An employee shall provide sufficient 
     information for an employing office to reasonably determine 
     whether the FMLA may apply to the leave request. Depending on 
     the situation, such information may include that a condition 
     renders the employee unable to perform the functions of the 
     job; that the employee is pregnant or has been hospitalized 
     overnight; whether the employee or the employee's family 
     member is under the continuing care of a health care 
     provider; if the leave is due to a qualifying exigency, that 
     a military member is on covered active duty or call to 
     covered active duty status (or has been notified of an 
     impending call or order to covered active duty), that the 
     requested leave is for one of the reasons listed in 
     825.126(b), and the anticipated duration of the absence; or 
     if the leave is for a family member that the condition 
     renders the family member unable to perform daily activities 
     or that the family member is a covered servicemember with a 
     serious injury or illness; and the anticipated duration of 
     the absence, if known. When an employee seeks leave for the 
     first time for a FMLA-qualifying reason, the employee need 
     not expressly assert rights under the FMLA, as made 
     applicable by the CAA, or even mention the FMLA. When an 
     employee seeks leave due to a qualifying reason, for which 
     the employing office has previously provided the employee 
     FMLA-protected leave, the employee must specifically 
     reference either the qualifying reason for leave or the need 
     for FMLA leave. Calling in ``sick'' without providing more 
     information will not be considered sufficient notice to 
     trigger an employing office's obligations under the FMLA, as 
     made applicable by the CAA. The employing office will be 
     expected to obtain any additional required information 
     through informal means. An employee has an obligation to 
     respond to an employing office's questions designed to 
     determine whether an absence is potentially FMLA-qualifying. 
     Failure to respond to reasonable employing office inquiries 
     office regarding the leave request may result in denial of 
     FMLA protection if the employing office is unable to 
     determine whether the leave is FMLA-qualifying.
       (c) Complying with employing office policy. When the need 
     for leave is not foreseeable, an employee must comply with 
     the employing office's usual and customary notice and 
     procedural requirements for requesting leave, absent unusual 
     circumstances. For example, an employing office may require 
     employees to call a designated number or a specific 
     individual to request leave. However, if an employee requires 
     emergency medical treatment, he or she would not be required 
     to follow the call-in procedure until his or her condition is 
     stabilized and he or she has access to, and is able to use, a 
     phone. Similarly, in the case of an emergency requiring leave 
     because of a FMLA-qualifying reason, written advance notice 
     pursuant to an employing office's internal rules and 
     procedures may not be required when FMLA leave is involved. 
     If an employee does not comply with the employing office's 
     usual notice and procedural requirements, and no unusual 
     circumstances justify the failure to comply, FMLA-protected 
     leave may be delayed or denied.
     825.304 Employee failure to provide notice.
       (a) Proper notice required. In all cases, in order for the 
     onset of an employee's FMLA leave to be delayed due to lack 
     of required notice, it must be clear that the employee had 
     actual notice of the FMLA notice requirements. This condition 
     would be satisfied by the employing office's proper posting, 
     at the worksite where the employee is employed, of the 
     information regarding the FMLA provided (pursuant to section 
     301(h)(2) of the CAA, 2 U.S.C. 1381(h)(2)) by the Office of 
     Congressional Workplace Rights to the employing office in a 
     manner suitable for posting.
       (b) Foreseeable leave--30 days. When the need for FMLA 
     leave is foreseeable at least 30 days in advance and an 
     employee fails to give timely advance notice with no 
     reasonable excuse, the employing office may delay FMLA 
     coverage until 30 days after the date the employee provides 
     notice. The need for leave and the approximate date leave 
     would be taken must have been clearly foreseeable to the 
     employee 30 days in advance of the leave. For example, 
     knowledge that an employee would receive a telephone call 
     about the availability of a child for adoption at some 
     unknown point in the future would not be sufficient to 
     establish the leave was clearly foreseeable 30 days in 
     advance.
       (c) Foreseeable leave--less than 30 days. When the need for 
     FMLA leave is foreseeable fewer than 30 days in advance and 
     an employee fails to give notice as soon as practicable under 
     the particular facts and circumstances, the extent to which 
     an employing office may delay FMLA coverage for leave depends 
     on the facts of the particular case. For example, if an 
     employee reasonably should have given the employing office 
     two weeks' notice but instead only provided one week's 
     notice, then the employing office may delay FMLA-protected 
     leave for one week (thus, if the employing office elects to 
     delay FMLA coverage and the employee nonetheless takes leave 
     one week after providing the notice (i.e., a week before the 
     two week notice period has been met) the leave will not be 
     FMLA-protected).
       (d) Unforeseeable leave. When the need for FMLA leave is 
     unforeseeable and an employee fails to give notice in 
     accordance with 825.303, the extent to which an employing 
     office may delay FMLA coverage for leave depends on the facts 
     of the particular case. For example, if it would have been 
     practicable for an employee to have given the employing 
     office notice of the need for leave very soon after the need 
     arises consistent with the employing office's policy, but 
     instead the employee provided notice two days after the leave 
     began, then the employing office may delay FMLA coverage of 
     the leave by two days.
       (e) Waiver of notice. An employing office may waive 
     employees' FMLA notice obligations or the employing office's 
     own internal rules on leave notice requirements. If an 
     employing office does not waive the employee's obligations 
     under its internal leave rules, the employing office may take 
     appropriate action under its internal rules and procedures 
     for failure to follow its usual and customary notification 
     rules, absent unusual circumstances, as long as the actions 
     are taken in a manner that does not discriminate against 
     employees taking FMLA leave and the rules are not 
     inconsistent with 825.303(a).
     825.305 Certification, general rule.
       (a) General. An employing office may require that an 
     employee's leave to care for the employee's covered family 
     member with a serious health condition, or due to the 
     employee's own serious health condition that makes the 
     employee unable to perform one or more of the essential 
     functions of the employee's position, be supported by a 
     certification issued by the health care provider of the 
     employee or the employee's family member. An employing office 
     may also require that an employee's leave because of a 
     qualifying exigency or to care for a covered servicemember 
     with a serious injury or illness be supported by a 
     certification, as described in 825.309 and 825.310, 
     respectively. An employing office must give notice of a 
     requirement for certification each time a certification is 
     required; such notice must be written notice whenever 
     required by 825.300(c). An employing office's oral request to 
     an employee to furnish any subsequent certification is 
     sufficient.
       (b) Timing. In most cases, the employing office should 
     request that an employee furnish certification at the time 
     the employee gives notice of the need for leave or within 
     five business days thereafter, or, in the case of unforeseen 
     leave, within five business days after the leave commences. 
     The employing office may request certification at some later 
     date if the employing office later has reason to question the 
     appropriateness of the leave or its duration. The employee 
     must provide the requested certification to the employing 
     office within 15 calendar days after the employing office's 
     request, unless it is not practicable under the particular 
     circumstances to do so despite the employee's diligent, good 
     faith efforts or the employing office provides more than 15 
     calendar days to return the requested certification.
       (c) Complete and sufficient certification. The employee 
     must provide a complete and sufficient certification to the 
     employing office if

[[Page H7252]]

     required by the employing office in accordance with 825.306, 
     825.309, and 825.310. The employing office shall advise an 
     employee whenever the employing office finds a certification 
     incomplete or insufficient, and shall state in writing what 
     additional information is necessary to make the certification 
     complete and sufficient. A certification is considered 
     incomplete if the employing office receives a certification, 
     but one or more of the applicable entries have not been 
     completed. A certification is considered insufficient if the 
     employing office receives a complete certification, but the 
     information provided is vague, ambiguous, or non-responsive. 
     The employing office must provide the employee with seven 
     calendar days (unless not practicable under the particular 
     circumstances despite the employee's diligent good faith 
     efforts) to cure any such deficiency. If the deficiencies 
     specified by the employing office are not cured in the 
     resubmitted certification, the employing office may deny the 
     taking of FMLA leave, in accordance with 825.313. A 
     certification that is not returned to the employing office is 
     not considered incomplete or insufficient, but constitutes a 
     failure to provide certification.
       (d) Consequences. At the time the employing office requests 
     certification, the employing office must also advise an 
     employee of the anticipated consequences of an employee's 
     failure to provide adequate certification. If the employee 
     fails to provide the employing office with a complete and 
     sufficient certification, despite the opportunity to cure the 
     certification as provided in paragraph (c) of this section, 
     or fails to provide any certification, the employing office 
     may deny the taking of FMLA leave, in accordance with 
     825.313. It is the employee's responsibility either to 
     furnish a complete and sufficient certification or to furnish 
     the health care provider providing the certification with any 
     necessary authorization from the employee or the employee's 
     family member in order for the health care provider to 
     release a complete and sufficient certification to the 
     employing office to support the employee's FMLA request. This 
     provision will apply in any case where an employing office 
     requests a certification permitted by these regulations, 
     whether it is the initial certification, a recertification, a 
     second or third opinion, or a fitness-for-duty certificate, 
     including any clarifications necessary to determine if such 
     certifications are authentic and sufficient. See 825.306, 
     825.307, 825.308, and 825.312.
       (e) Annual medical certification. Where the employee's need 
     for leave due to the employee's own serious health condition, 
     or the serious health condition of the employee's covered 
     family member, lasts beyond a single leave year (as defined 
     in 825.200), the employing office may require the employee to 
     provide a new medical certification in each subsequent leave 
     year. Such new medical certifications are subject to the 
     provisions for authentication and clarification set forth in 
     825.307, including second and third opinions.
     825.306 Content of medical certification for leave taken 
         because of an employee's own serious health condition or 
         the serious health condition of a family member.
       (a) Required information. When leave is taken because of an 
     employee's own serious health condition, or the serious 
     health condition of a family member, an employing office may 
     require an employee to obtain a medical certification from a 
     health care provider that sets forth the following 
     information:
       (1) The name, address, telephone number, and fax number of 
     the health care provider and type of medical practice/
     specialization;
       (2) The approximate date on which the serious health 
     condition commenced, and its probable duration;
       (3) A statement or description of appropriate medical facts 
     regarding the patient's health condition for which FMLA leave 
     is requested. The medical facts must be sufficient to support 
     the need for leave. Such medical facts may include 
     information on symptoms, diagnosis, hospitalization, doctor 
     visits, whether medication has been prescribed, any referrals 
     for evaluation or treatment (physical therapy, for example), 
     or any other regimen of continuing treatment;
       (4) If the employee is the patient, information sufficient 
     to establish that the employee cannot perform the essential 
     functions of the employee's job as well as the nature of any 
     other work restrictions, and the likely duration of such 
     inability (See 825.123(b));
       (5) If the patient is a covered family member with a 
     serious health condition, information sufficient to establish 
     that the family member is in need of care, as described in 
     825.124, and an estimate of the frequency and duration of the 
     leave required to care for the family member;
       (6) If an employee requests leave on an intermittent or 
     reduced schedule basis for planned medical treatment of the 
     employee's or a covered family member's serious health 
     condition, information sufficient to establish the medical 
     necessity for such intermittent or reduced schedule leave and 
     an estimate of the dates and duration of such treatments and 
     any periods of recovery;
       (7) If an employee requests leave on an intermittent or 
     reduced schedule basis for the employee's serious health 
     condition, including pregnancy, that may result in 
     unforeseeable episodes of incapacity, information sufficient 
     to establish the medical necessity for such intermittent or 
     reduced schedule leave and an estimate of the frequency and 
     duration of the episodes of incapacity; and
       (8) If an employee requests leave on an intermittent or 
     reduced schedule basis to care for a covered family member 
     with a serious health condition, a statement that such leave 
     is medically necessary to care for the family member, as 
     described in 825.124 and 825.203(b), which can include 
     assisting in the family member's recovery, and an estimate of 
     the frequency and duration of the required leave.
       (b) The Office of Congressional Workplace Rights has 
     developed two optional forms (Form A and Form B) for use in 
     obtaining medical certification, including second and third 
     opinions, from health care providers that meets FMLA's 
     certification requirements, as made applicable by the CAA. 
     (See Forms A and B.) Optional Form A is for use when the 
     employee's need for leave is due to the employee's own 
     serious health condition. Optional Form B is for use when the 
     employee needs leave to care for a family member with a 
     serious health condition. These optional forms reflect 
     certification requirements so as to permit the health care 
     provider to furnish appropriate medical information. Forms A 
     and B are modeled closely on Form WH-380E and Form WH-380F, 
     as revised, which were developed by the Department of Labor 
     (See 29 C.F.R. Part 825). The employing office may use the 
     Office of Congressional Workplace Rights's forms, or Form WH-
     380E and Form WH-380F, as revised, or another form containing 
     the same basic information; however, no information may be 
     required beyond that specified in 825.306, 825.307, and 
     825.308. In all instances the information on the form must 
     relate only to the serious health condition for which the 
     current need for leave exists.
       (c) If an employee is on FMLA leave running concurrently 
     with a workers' compensation absence, and the provisions of 
     the workers' compensation statute permit the employing office 
     or the employing office's representative to request 
     additional information from the employee's workers' 
     compensation health care provider, the FMLA does not prevent 
     the employing office from following the applicable workers' 
     compensation provisions and information received under those 
     provisions may be considered in determining the employee's 
     entitlement to FMLA-protected leave. Similarly, an employing 
     office may request additional information in accordance with 
     a paid leave policy or disability plan that requires greater 
     information to qualify for payments or benefits, provided 
     that the employing office informs the employee that the 
     additional information only needs to be provided in 
     connection with receipt of such payments or benefits. Any 
     information received pursuant to such policy or plan may be 
     considered in determining the employee's entitlement to FMLA-
     protected leave. If the employee fails to provide the 
     information required for receipt of such payments or 
     benefits, such failure will not affect the employee's 
     entitlement to take unpaid FMLA leave. See 825.207(a).
       (d) If an employee's serious health condition may also be a 
     disability within the meaning of the Americans with 
     Disabilities Act (ADA), as amended and as made applicable by 
     the CAA, the FMLA does not prevent the employing office from 
     following the procedures for requesting medical information 
     under the ADA. Any information received pursuant to these 
     procedures may be considered in determining the employee's 
     entitlement to FMLA-protected leave.
       (e) While an employee may choose to comply with the 
     certification requirement by providing the employing office 
     with an authorization, release, or waiver allowing the 
     employing office to communicate directly with the health care 
     provider of the employee or his or her covered family member, 
     the employee may not be required to provide such an 
     authorization, release, or waiver. In all instances in which 
     certification is requested, it is the employee's 
     responsibility to provide the employing office with complete 
     and sufficient certification and failure to do so may result 
     in the denial of FMLA leave. See 825.305(d).
     1825.307 Authentication and clarification of medical 
         certification for leave taken because of an employee's 
         own serious health condition or the serious health 
         condition of a family member; second and third opinions.
       (a) Clarification and authentication. If an employee 
     submits a complete and sufficient certification signed by the 
     health care provider, the employing office may not request 
     additional information from the health care provider. 
     However, the employing office may contact the health care 
     provider for purposes of clarification and authentication of 
     the medical certification (whether initial certification or 
     recertification) after the employing office has given the 
     employee an opportunity to cure any deficiencies as set forth 
     in 825.305(c). To make such contact, the employing office 
     must use a health care provider, a human resources 
     professional, a leave administrator, or a management 
     official. An employee's direct supervisor may not contact the 
     employee's health care provider, unless the direct supervisor 
     is also the only individual in the employing office 
     designated to process FMLA requests and the direct supervisor 
     receives specific authorization from the employee to contact 
     the employee's health care provider. For purposes of these 
     regulations, authentication means providing the health care 
     provider with a copy of the certification and requesting 
     verification that the information contained

[[Page H7253]]

     on the certification form was completed and/or authorized by 
     the health care provider who signed the document; no 
     additional medical information may be requested.
       Clarification means contacting the health care provider to 
     understand the handwriting on the medical certification or to 
     understand the meaning of a response. Employing offices may 
     not ask health care providers for additional information 
     beyond that required by the certification form. The 
     requirements of the Health Insurance Portability and 
     Accountability Act (HIPAA) Privacy Rule, (See 45 CFR parts 
     160 and 164), which governs the privacy of individually-
     identifiable health information created or held by HIPAA-
     covered entities, must be satisfied when individually-
     identifiable health information of an employee is shared with 
     an employing office by a HIPAA-covered health care provider. 
     If an employee chooses not to provide the employing office 
     with authorization allowing the employing office to clarify 
     the certification with the health care provider, and does not 
     otherwise clarify the certification, the employing office may 
     deny the taking of FMLA leave if the certification is 
     unclear. See 825.305(d). It is the employee's responsibility 
     to provide the employing office with a complete and 
     sufficient certification and to clarify the certification if 
     necessary.
       (b) Second Opinion. (1) An employing office that has reason 
     to doubt the validity of a medical certification may require 
     the employee to obtain a second opinion at the employing 
     office's expense. Pending receipt of the second (or third) 
     medical opinion, the employee is provisionally entitled to 
     the benefits of the FMLA, as made applicable by the CAA, 
     including maintenance of group health benefits. If the 
     certifications do not ultimately establish the employee's 
     entitlement to FMLA leave, the leave shall not be designated 
     as FMLA leave and may be treated as paid or unpaid leave 
     under the employing office's established leave policies. In 
     addition, the consequences set forth in 825.305(d) will apply 
     if the employee or the employee's family member fails to 
     authorize his or her health care provider to release all 
     relevant medical information pertaining to the serious health 
     condition at issue if requested by the health care provider 
     designated to provide a second opinion in order to render a 
     sufficient and complete second opinion.
       (2) The employing office is permitted to designate the 
     health care provider to furnish the second opinion, but the 
     selected health care provider may not be employed on a 
     regular basis by the employing office. The employing office 
     may not regularly contract with or otherwise regularly 
     utilize the services of the health care provider furnishing 
     the second opinion unless the employing office is located in 
     an area where access to health care is extremely limited 
     (e.g., a rural area where no more than one or two doctors 
     practice in the relevant specialty in the vicinity).
       (c) Third opinion. If the opinions of the employee's and 
     the employing office's designated health care providers 
     differ, the employing office may require the employee to 
     obtain certification from a third health care provider, again 
     at the employing office's expense. This third opinion shall 
     be final and binding. The third health care provider must be 
     designated or approved jointly by the employing office and 
     the employee. The employing office and the employee must each 
     act in good faith to attempt to reach agreement on whom to 
     select for the third opinion provider. If the employing 
     office does not attempt in good faith to reach agreement, the 
     employing office will be bound by the first certification. If 
     the employee does not attempt in good faith to reach 
     agreement, the employee will be bound by the second 
     certification. For example, an employee who refuses to agree 
     to see a doctor in the specialty in question may be failing 
     to act in good faith. On the other hand, an employing office 
     that refuses to agree to any doctor on a list of specialists 
     in the appropriate field provided by the employee and whom 
     the employee has not previously consulted may be failing to 
     act in good faith. In addition, the consequences set forth in 
     825.305(d) will apply if the employee or the employee's 
     family member fails to authorize his or her health care 
     provider to release all relevant medical information 
     pertaining to the serious health condition at issue if 
     requested by the health care provider designated to provide a 
     third opinion in order to render a sufficient and complete 
     third opinion.
       (d) Copies of opinions. The employing office is required to 
     provide the employee with a copy of the second and third 
     medical opinions, where applicable, upon request by the 
     employee. Requested copies are to be provided within five 
     business days unless extenuating circumstances prevent such 
     action.
       (e) Travel expenses. If the employing office requires the 
     employee to obtain either a second or third opinion the 
     employing office must reimburse an employee or family member 
     for any reasonable ``out of pocket'' travel expenses incurred 
     to obtain the second and third medical opinions. The 
     employing office may not require the employee or family 
     member to travel outside normal commuting distance for 
     purposes of obtaining the second or third medical opinions 
     except in very unusual circumstances.
       (f) Medical certification abroad. In circumstances in which 
     the employee or a family member is visiting in another 
     country, or a family member resides in another country, and a 
     serious health condition develops, the employing office shall 
     accept a medical certification as well as second and third 
     opinions from a health care provider who practices in that 
     country. Where a certification by a foreign health care 
     provider is in a language other than English, the employee 
     must provide the employing office with a written translation 
     of the certification upon request.
     825.308 Recertifications for leave taken because of an 
         employee's own serious health condition or the serious 
         health condition of a family member.
       (a) 30-day rule. An employing office may request 
     recertification no more often than every 30 days and only in 
     connection with an absence by the employee, unless paragraphs 
     (b) or (c) of this section apply.
       (b) More than 30 days. If the medical certification 
     indicates that the minimum duration of the condition is more 
     than 30 days, an employing office must wait until that 
     minimum duration expires before requesting a recertification, 
     unless paragraph (c) of this section applies. For example, if 
     the medical certification states that an employee will be 
     unable to work, whether continuously or on an intermittent 
     basis, for 40 days, the employing office must wait 40 days 
     before requesting a recertification. In all cases, an 
     employing office may request a recertification of a medical 
     condition every six months in connection with an absence by 
     the employee. Accordingly, even if the medical certification 
     indicates that the employee will need intermittent or reduced 
     schedule leave for a period in excess of six months (e.g., 
     for a lifetime condition), the employing office would be 
     permitted to request recertification every six months in 
     connection with an absence.
       (c) Less than 30 days. An employing office may request 
     recertification in less than 30 days if:
       (1) The employee requests an extension of leave;
       (2) Circumstances described by the previous certification 
     have changed significantly (e.g., the duration or frequency 
     of the absence, the nature or severity of the illness, 
     complications). For example, if a medical certification 
     stated that an employee would need leave for one to two days 
     when the employee suffered a migraine headache and the 
     employee's absences for his or her last two migraines lasted 
     four days each, then the increased duration of absence might 
     constitute a significant change in circumstances allowing the 
     employing office to request a recertification in less than 30 
     days. Likewise, if an employee had a pattern of using 
     unscheduled FMLA leave for migraines in conjunction with his 
     or her scheduled days off, then the timing of the absences 
     also might constitute a significant change in circumstances 
     sufficient for an employing office to request a 
     recertification more frequently than every 30 days; or
       (3) The employing office receives information that casts 
     doubt upon the employee's stated reason for the absence or 
     the continuing validity of the certification. For example, if 
     an employee is on FMLA leave for four weeks due to the 
     employee's knee surgery, including recuperation, and the 
     employee plays in company softball league games during the 
     employee's third week of FMLA leave, such information might 
     be sufficient to cast doubt upon the continuing validity of 
     the certification allowing the employing office to request a 
     recertification in less than 30 days.
       (d) Timing. The employee must provide the requested 
     recertification to the employing office within the time frame 
     requested by the employing office (which must allow at least 
     15 calendar days after the employing office's request), 
     unless it is not practicable under the particular 
     circumstances to do so despite the employee's diligent, good 
     faith efforts.
       (e) Content. The employing office may ask for the same 
     information when obtaining recertification as that permitted 
     for the original certification as set forth in 825.306. The 
     employee has the same obligations to participate and 
     cooperate (including providing a complete and sufficient 
     certification or adequate authorization to the health care 
     provider) in the recertification process as in the initial 
     certification process. See 825.305(d). As part of the 
     information allowed to be obtained on recertification for 
     leave taken because of a serious health condition, the 
     employing office may provide the health care provider with a 
     record of the employee's absence pattern and ask the health 
     care provider if the serious health condition and need for 
     leave is consistent with such a pattern.
       (f) Any recertification requested by the employing office 
     shall be at the employee's expense unless the employing 
     office provides otherwise. No second or third opinion on 
     recertification may be required.
     825.309 Certification for leave taken because of a qualifying 
         exigency.
       (a) Active Duty Orders. The first time an employee requests 
     leave because of a qualifying exigency arising out of the 
     covered active duty or call to covered active duty status (or 
     notification of an impending call or order to covered active 
     duty) of a military member (See 825.126(a)), an employing 
     office may require the employee to provide a copy of the 
     military member's active duty orders or other documentation 
     issued by the military which indicates that the military 
     member is on covered active duty or call to covered active 
     duty status, and the dates of the military member's covered 
     active duty service. This information need only be provided

[[Page H7254]]

     to the employing office once. A copy of new active duty 
     orders or other documentation issued by the military may be 
     required by the employing office if the need for leave 
     because of a qualifying exigency arises out of a different 
     covered active duty or call to covered active duty status (or 
     notification of an impending call or order to covered active 
     duty) of the same or a different military member;
       (b) Required information. An employing office may require 
     that leave for any qualifying exigency specified in 825.126 
     be supported by a certification from the employee that sets 
     forth the following information:
       (1) A statement or description, signed by the employee, of 
     appropriate facts regarding the qualifying exigency for which 
     FMLA leave is requested. The facts must be sufficient to 
     support the need for leave. Such facts should include 
     information on the type of qualifying exigency for which 
     leave is requested and any available written documentation 
     which supports the request for leave; such documentation, for 
     example, may include a copy of a meeting announcement for 
     informational briefings sponsored by the military, a document 
     confirming an appointment with a counselor or school 
     official, or a copy of a bill for services for the handling 
     of legal or financial affairs;
       (2) The approximate date on which the qualifying exigency 
     commenced or will commence;
       (3) If an employee requests leave because of a qualifying 
     exigency for a single, continuous period of time, the 
     beginning and end dates for such absence;
       (4) If an employee requests leave because of a qualifying 
     exigency on an intermittent or reduced schedule basis, an 
     estimate of the frequency and duration of the qualifying 
     exigency;
       (5) If the qualifying exigency involves meeting with a 
     third party, appropriate contact information for the 
     individual or entity with whom the employee is meeting (such 
     as the name, title, organization, address, telephone number, 
     fax number, and email address) and a brief description of the 
     purpose of the meeting; and
       (6) If the qualifying exigency involves Rest and 
     Recuperation leave, a copy of the military member's Rest and 
     Recuperation orders, or other documentation issued by the 
     military which indicates that the military member has been 
     granted Rest and Recuperation leave, and the dates of the 
     military member's Rest and Recuperation leave.
       (c) The Office of Congressional Workplace Rights has 
     developed an optional form (Form E) for employees' use in 
     obtaining a certification that meets FMLA's certification 
     requirements. This optional form reflects certification 
     requirements so as to permit the employee to furnish 
     appropriate information to support his or her request for 
     leave because of a qualifying exigency. Form E, or Form WH-
     384 (developed by the Department of Labor), or another form 
     containing the same basic information, may be used by the 
     employing office; however, no information may be required 
     beyond that specified in this section.
       (d) Verification. If an employee submits a complete and 
     sufficient certification to support his or her request for 
     leave because of a qualifying exigency, the employing office 
     may not request additional information from the employee. 
     However, if the qualifying exigency involves meeting with a 
     third party, the employing office may contact the individual 
     or entity with whom the employee is meeting for purposes of 
     verifying a meeting or appointment schedule and the nature of 
     the meeting between the employee and the specified individual 
     or entity. The employee's permission is not required in order 
     to verify meetings or appointments with third parties, but no 
     additional information may be requested by the employing 
     office. An employing office also may contact an appropriate 
     unit of the Department of Defense to request verification 
     that a military member is on covered active duty or call to 
     covered active duty status (or has been notified of an 
     impending call or order to covered active duty); no 
     additional information may be requested and the employee's 
     permission is not required.
     825.310 Certification for leave taken to care for a covered 
         servicemember (military caregiver leave).
       (a) Required information from health care provider. When 
     leave is taken to care for a covered servicemember with a 
     serious injury or illness, an employing office may require an 
     employee to obtain a certification completed by an authorized 
     health care provider of the covered servicemember. For 
     purposes of leave taken to care for a covered servicemember, 
     any one of the following health care providers may complete 
     such a certification:
       (1) A United States Department of Defense (``DOD'') health 
     care provider;
       (2) A United States Department of Veterans Affairs (``VA'') 
     health care provider;
       (3) A DOD TRICARE network authorized private health care 
     provider;
       (4) A DOD non-network TRICARE authorized private health 
     care provider; or
       (5) Any health care provider as defined in 825.125.
       (b) If the authorized health care provider is unable to 
     make certain military-related determinations outlined below, 
     the authorized health care provider may rely on 
     determinations from an authorized DOD representative (such as 
     a DOD recovery care coordinator) or an authorized VA 
     representative. An employing office may request that the 
     health care provider provide the following information:
       (1) The name, address, and appropriate contact information 
     (telephone number, fax number, and/or email address) of the 
     health care provider, the type of medical practice, the 
     medical specialty, and whether the health care provider is 
     one of the following:
       (i) A DOD health care provider;
       (ii) A VA health care provider;
       (iii) A DOD TRICARE network authorized private health care 
     provider;
       (iv) A DOD non-network TRICARE authorized private health 
     care provider; or
       (v) A health care provider as defined in 825.125.
       (2) Whether the covered servicemember's injury or illness 
     was incurred in the line of duty on active duty or, if not, 
     whether the covered servicemember's injury or illness existed 
     before the beginning of the servicemember's active duty and 
     was aggravated by service in the line of duty on active duty;
       (3) The approximate date on which the serious injury or 
     illness commenced, or was aggravated, and its probable 
     duration;
       (4) A statement or description of appropriate medical facts 
     regarding the covered servicemember's health condition for 
     which FMLA leave is requested. The medical facts must be 
     sufficient to support the need for leave.
       (i) In the case of a current member of the Armed Forces, 
     such medical facts must include information on whether the 
     injury or illness may render the covered servicemember 
     medically unfit to perform the duties of the servicemember's 
     office, grade, rank, or rating and whether the member is 
     receiving medical treatment, recuperation, or therapy;
       (ii) In the case of a covered veteran, such medical facts 
     must include:
       (A) Information on whether the veteran is receiving medical 
     treatment, recuperation, or therapy for an injury or illness 
     that is the continuation of an injury or illness that was 
     incurred or aggravated when the covered veteran was a member 
     of the Armed Forces and rendered the servicemember medically 
     unfit to perform the duties of the servicemember's office, 
     grade, rank, or rating; or
       (B) Information on whether the veteran is receiving medical 
     treatment, recuperation, or therapy for an injury or illness 
     that is a physical or mental condition for which the covered 
     veteran has received a U.S. Department of Veterans Affairs 
     Service-Related Disability Rating (VASRD) of 50 percent or 
     greater, and that such VASRD rating is based, in whole or in 
     part, on the condition precipitating the need for military 
     caregiver leave; or
       (C) Information on whether the veteran is receiving medical 
     treatment, recuperation, or therapy for an injury or illness 
     that is a physical or mental condition that substantially 
     impairs the covered veteran's ability to secure or follow a 
     substantially gainful occupation by reason of a disability or 
     disabilities related to military service, or would do so 
     absent treatment; or
       (D) Documentation of enrollment in the Department of 
     Veterans Affairs Program of Comprehensive Assistance for 
     Family Caregivers.
       (5) Information sufficient to establish that the covered 
     servicemember is in need of care, as described in 825.124, 
     and whether the covered servicemember will need care for a 
     single continuous period of time, including any time for 
     treatment and recovery, and an estimate as to the beginning 
     and ending dates for this period of time;
       (6) If an employee requests leave on an intermittent or 
     reduced schedule basis for planned medical treatment 
     appointments for the covered servicemember, whether there is 
     a medical necessity for the covered servicemember to have 
     such periodic care and an estimate of the treatment schedule 
     of such appointments;
       (7) If an employee requests leave on an intermittent or 
     reduced schedule basis to care for a covered servicemember 
     other than for planned medical treatment (e.g., episodic 
     flare-ups of a medical condition), whether there is a medical 
     necessity for the covered servicemember to have such periodic 
     care, which can include assisting in the covered 
     servicemember's recovery, and an estimate of the frequency 
     and duration of the periodic care.
       (c) Required information from employee and/or covered 
     servicemember. In addition to the information that may be 
     requested under 825.310(b), an employing office may also 
     request that such certification set forth the following 
     information provided by an employee and/or covered 
     servicemember:
       (1) The name and address of the employing office of the 
     employee requesting leave to care for a covered 
     servicemember, the name of the employee requesting such 
     leave, and the name of the covered servicemember for whom the 
     employee is requesting leave to care;
       (2) The relationship of the employee to the covered 
     servicemember for whom the employee is requesting leave to 
     care;
       (3) Whether the covered servicemember is a current member 
     of the Armed Forces, the National Guard or Reserves, and the 
     covered servicemember's military branch, rank, and current 
     unit assignment;
       (4) Whether the covered servicemember is assigned to a 
     military medical facility as an outpatient or to a unit 
     established for the purpose of providing command and control 
     of members of the Armed Forces receiving medical care as 
     outpatients (such as a medical hold or warrior transition 
     unit), and the name of the medical treatment facility or 
     unit;

[[Page H7255]]

       (5) Whether the covered servicemember is on the temporary 
     disability retired list;
       (6) Whether the covered servicemember is a veteran, the 
     date of separation from military service, and whether the 
     separation was other than dishonorable. The employing office 
     may require the employee to provide documentation issued by 
     the military which indicates that the covered servicemember 
     is a veteran, the date of separation, and that the separation 
     is other than dishonorable. Where an employing office 
     requires such documentation, an employee may provide a copy 
     of the veteran's Certificate of Release or Discharge from 
     Active Duty issued by the U.S. Department of Defense (DD Form 
     214) or other proof of veteran status. See 825.127(c)(2).
       (7) A description of the care to be provided to the covered 
     servicemember and an estimate of the leave needed to provide 
     the care.
       (d) The Office of Congressional Workplace Rights has 
     developed an optional form (Form F) for employees' use in 
     obtaining certification that meets FMLA's certification 
     requirements. This optional form reflects certification 
     requirements so as to permit the employee to furnish 
     appropriate information to support his or her request for 
     leave to care for a covered servicemember with a serious 
     injury or illness. Form F, or Form WH-385 (developed by the 
     Department of Labor), or another form containing the same 
     basic information, may be used by the employing office; 
     however, no information may be required beyond that specified 
     in this section. In all instances the information on the 
     certification must relate only to the serious injury or 
     illness for which the current need for leave exists. An 
     employing office may seek authentication and/or clarification 
     of the certification under 825.307. Second and third opinions 
     under 825.307 are not permitted for leave to care for a 
     covered servicemember when the certification has been 
     completed by one of the types of healthcare providers 
     identified in section 825.310(a)(1-4). However, second and 
     third opinions under 825.307 are permitted when the 
     certification has been completed by a health care provider as 
     defined in 825.125 that is not one of the types identified in 
     825.310(a)(1)-(4). Additionally, recertifications under 
     825.308 are not permitted for leave to care for a covered 
     servicemember. An employing office may require an employee to 
     provide confirmation of covered family relationship to the 
     seriously injured or ill servicemember pursuant to 825.122(k) 
     of the FMLA.
       (e) An employing office requiring an employee to submit a 
     certification for leave to care for a covered servicemember 
     must accept as sufficient certification, in lieu of the 
     Office of Congressional Workplace Rights's optional 
     certification form (Form F) or an employing office's own 
     certification form, invitational travel orders (ITOs) or 
     invitational travel authorizations (ITAs) issued to any 
     family member to join an injured or ill servicemember at his 
     or her bedside. An ITO or ITA is sufficient certification for 
     the duration of time specified in the ITO or ITA. During that 
     time period, an eligible employee may take leave to care for 
     the covered servicemember in a continuous block of time or on 
     an intermittent basis. An eligible employee who provides an 
     ITO or ITA to support his or her request for leave may not be 
     required to provide any additional or separate certification 
     that leave taken on an intermittent basis during the period 
     of time specified in the ITO or ITA is medically necessary. 
     An ITO or ITA is sufficient certification for an employee 
     entitled to take FMLA leave to care for a covered 
     servicemember regardless of whether the employee is named in 
     the order or authorization.
       (1) If an employee will need leave to care for a covered 
     servicemember beyond the expiration date specified in an ITO 
     or ITA, an employing office may request that the employee 
     have one of the authorized health care providers listed under 
     825.310(a) complete the Office of Congressional Workplace 
     Rights optional certification form (Form F) or an employing 
     office's own form, as requisite certification for the 
     remainder of the employee's necessary leave period.
       (2) An employing office may seek authentication and 
     clarification of the ITO or ITA under 825.307. An employing 
     office may not utilize the second or third opinion process 
     outlined in 825.307 or the recertification process under 
     825.308 during the period of time in which leave is supported 
     by an ITO or ITA.
       (3) An employing office may require an employee to provide 
     confirmation of covered family relationship to the seriously 
     injured or ill servicemember pursuant to 825.122(k) when an 
     employee supports his or her request for FMLA leave with a 
     copy of an ITO or ITA.
       (f) An employing office requiring an employee to submit a 
     certification for leave to care for a covered servicemember 
     must accept as sufficient certification of the 
     servicemember's serious injury or illness documentation 
     indicating the servicemember's enrollment in the Department 
     of Veterans Affairs Program of Comprehensive Assistance for 
     Family Caregivers. Such documentation is sufficient 
     certification of the servicemember's serious injury or 
     illness to support the employee's request for military 
     caregiver leave regardless of whether the employee is the 
     named caregiver in the enrollment documentation.
       (1) An employing office may seek authentication and 
     clarification of the documentation indicating the 
     servicemember's enrollment in the Department of Veterans 
     Affairs Program of Comprehensive Assistance for Family 
     Caregivers under 825.307. An employing office may not utilize 
     the second or third opinion process outlined in 825.307 or 
     the recertification process under 825.308 when the 
     servicemember's serious injury or illness is shown by 
     documentation of enrollment in this program.
       (2) An employing office may require an employee to provide 
     confirmation of covered family relationship to the seriously 
     injured or ill servicemember pursuant to 825.122(k) when an 
     employee supports his or her request for FMLA leave with a 
     copy of such enrollment documentation. An employing office 
     may also require an employee to provide documentation, such 
     as a veteran's Form DD-214, showing that the discharge was 
     other than dishonorable and the date of the veteran's 
     discharge.
       (g) Where medical certification is requested by an 
     employing office, an employee may not be held liable for 
     administrative delays in the issuance of military documents, 
     despite the employee's diligent, good-faith efforts to obtain 
     such documents. See 825.305(b). In all instances in which 
     certification is requested, it is the employee's 
     responsibility to provide the employing office with complete 
     and sufficient certification and failure to do so may result 
     in the denial of FMLA leave. See 825.305(d).
     825.311 Intent to return to work.
       (a) An employing office may require an employee on FMLA 
     leave to report periodically on the employee's status and 
     intent to return to work. The employing office's policy 
     regarding such reports may not be discriminatory and must 
     take into account all of the relevant facts and circumstances 
     related to the individual employee's leave situation.
       (b) If an employee gives unequivocal notice of intent not 
     to return to work, the employing office's obligations under 
     FMLA, as made applicable by the CAA, to maintain health 
     benefits (subject to COBRA requirements) and to restore the 
     employee cease. However, these obligations continue if an 
     employee indicates he or she may be unable to return to work 
     but expresses a continuing desire to do so.
        (c) It may be necessary for an employee to take more leave 
     than originally anticipated. Conversely, an employee may 
     discover after beginning leave that the circumstances have 
     changed and the amount of leave originally anticipated is no 
     longer necessary. An employee may not be required to take 
     more FMLA leave than necessary to resolve the circumstance 
     that precipitated the need for leave. In both of these 
     situations, the employing office may require that the 
     employee provide the employing office reasonable notice 
     (i.e., within two business days) of the changed circumstances 
     where foreseeable. The employing office may also obtain 
     information on such changed circumstances through requested 
     status reports.
     825.312 Fitness-for-duty certification.
       (a) As a condition of restoring an employee whose FMLA 
     leave was occasioned by the employee's own serious health 
     condition that made the employee unable to perform the 
     employee's job, an employing office may have a uniformly-
     applied policy or practice that requires all similarly-
     situated employees (i.e., same occupation, same serious 
     health condition) who take leave for such conditions to 
     obtain and present certification from the employee's health 
     care provider that the employee is able to resume work. The 
     employee has the same obligations to participate and 
     cooperate (including providing a complete and sufficient 
     certification or providing sufficient authorization to the 
     health care provider to provide the information directly to 
     the employing office) in the fitness-for-duty certification 
     process as in the initial certification process. See 
     825.305(d).
       (b) An employing office may seek a fitness-for-duty 
     certification only with regard to the particular health 
     condition that caused the employee's need for FMLA leave. The 
     certification from the employee's health care provider must 
     certify that the employee is able to resume work. 
     Additionally, an employing office may require that the 
     certification specifically address the employee's ability to 
     perform the essential functions of the employee's job. In 
     order to require such a certification, an employing office 
     must provide an employee with a list of the essential 
     functions of the employee's job no later than with the 
     designation notice required by 825.300(d), and must indicate 
     in the designation notice that the certification must address 
     the employee's ability to perform those essential functions. 
     If the employing office satisfies these requirements, the 
     employee's health care provider must certify that the 
     employee can perform the identified essential functions of 
     his or her job. Following the procedures set forth in 
     825.307(a), the employing office may contact the employee's 
     health care provider for purposes of clarifying and 
     authenticating the fitness-for-duty certification. 
     Clarification may be requested only for the serious health 
     condition for which FMLA leave was taken. The employing 
     office may not delay the employee's return to work while 
     contact with the health care provider is being made. No 
     second or third opinions on a fitness-for-duty certification 
     may be required.
       (c) The cost of the certification shall be borne by the 
     employee, and the employee is not entitled to be paid for the 
     time or travel costs spent in acquiring the certification.
       (d) The designation notice required in 825.300(d) shall 
     advise the employee if the

[[Page H7256]]

     employing office will require a fitness-for-duty 
     certification to return to work and whether that fitness-for-
     duty certification must address the employee's ability to 
     perform the essential functions of the employee's job.
       (e) An employing office may delay restoration to employment 
     until an employee submits a required fitness-for-duty 
     certification unless the employing office has failed to 
     provide the notice required in paragraph (d) of this section. 
     If an employing office provides the notice required, an 
     employee who does not provide a fitness-for-duty 
     certification or request additional FMLA leave is no longer 
     entitled to reinstatement under the FMLA. See 825.313(d).
       (f) An employing office is not entitled to a certification 
     of fitness to return to duty for each absence taken on an 
     intermittent or reduced leave schedule. However, an employing 
     office is entitled to a certification of fitness to return to 
     duty for such absences up to once every 30 days if reasonable 
     safety concerns exist regarding the employee's ability to 
     perform his or her duties, based on the serious health 
     condition for which the employee took such leave. If an 
     employing office chooses to require a fitness-for-duty 
     certification under such circumstances, the employing office 
     shall inform the employee at the same time it issues the 
     designation notice that for each subsequent instance of 
     intermittent or reduced schedule leave, the employee will be 
     required to submit a fitness-for-duty certification unless 
     one has already been submitted within the past 30 days. 
     Alternatively, an employing office can set a different 
     interval for requiring a fitness-for-duty certification as 
     long as it does not exceed once every 30 days and as long as 
     the employing office advises the employee of the requirement 
     in advance of the employee taking the intermittent or reduced 
     schedule leave. The employing office may not terminate the 
     employment of the employee while awaiting such a 
     certification of fitness to return to duty for an 
     intermittent or reduced schedule leave absence. Reasonable 
     safety concerns means a reasonable belief of significant risk 
     of harm to the individual employee or others. In determining 
     whether reasonable safety concerns exist, an employing office 
     should consider the nature and severity of the potential harm 
     and the likelihood that potential harm will occur.
       (g) If the terms of a collective bargaining agreement 
     govern an employee's return to work, those provisions shall 
     be applied.
       (h) Requirements under the Americans with Disabilities Act 
     (ADA), as amended and as made applicable by the CAA, apply. 
     After an employee returns from FMLA leave, the ADA requires 
     any medical examination at an employing office's expense by 
     the employing office's health care provider be job-related 
     and consistent with business necessity. For example, an 
     attorney could not be required to submit to a medical 
     examination or inquiry just because her leg had been 
     amputated. The essential functions of an attorney's job do 
     not require use of both legs; therefore such an inquiry would 
     not be job related. An employing office may require a 
     warehouse laborer, whose back impairment affects the ability 
     to lift, to be examined by an orthopedist, but may not 
     require this employee to submit to an HIV test where the test 
     is not related to either the essential functions of his or 
     her job or to his/her impairment. If an employee's serious 
     health condition may also be a disability within the meaning 
     of the ADA, as made applicable by the CAA, the FMLA does not 
     prevent the employing office from following the procedures 
     for requesting medical information under the ADA.
     825.313 Failure to provide certification.
       (a) Foreseeable leave. In the case of foreseeable leave, if 
     an employee fails to provide certification in a timely manner 
     as required by 825.305, then an employing office may deny 
     FMLA coverage until the required certification is provided. 
     For example, if an employee has 15 days to provide a 
     certification and does not provide the certification for 45 
     days without sufficient reason for the delay, the employing 
     office can deny FMLA protections for the 30-day period 
     following the expiration of the 15-day time period, if the 
     employee takes leave during such period.
       (b) Unforeseeable leave. In the case of unforeseeable 
     leave, an employing office may deny FMLA coverage for the 
     requested leave if the employee fails to provide a 
     certification within 15 calendar days from receipt of the 
     request for certification unless not practicable due to 
     extenuating circumstances. For example, in the case of a 
     medical emergency, it may not be practicable for an employee 
     to provide the required certification within 15 calendar 
     days. Absent such extenuating circumstances, if the employee 
     fails to timely return the certification, the employing 
     office can deny FMLA protections for the leave following the 
     expiration of the 15-day time period until a sufficient 
     certification is provided. If the employee never produces the 
     certification, the leave is not FMLA leave.
       (c) Recertification. An employee must provide 
     recertification within the time requested by the employing 
     office (which must allow at least 15 calendar days after the 
     request) or as soon as practicable under the particular facts 
     and circumstances. If an employee fails to provide a 
     recertification within a reasonable time under the particular 
     facts and circumstances, then the employing office may deny 
     continuation of the FMLA leave protections until the employee 
     produces a sufficient recertification. If the employee never 
     produces the recertification, the leave is not FMLA leave. 
     Recertification does not apply to leave taken for a 
     qualifying exigency or to care for a covered servicemember.
       (d) Fitness-for-duty certification. When requested by the 
     employing office pursuant to a uniformly applied policy for 
     similarly-situated employees, the employee must provide 
     medical certification, at the time the employee seeks 
     reinstatement at the end of FMLA leave taken for the 
     employee's serious health condition, that the employee is fit 
     for duty and able to return to work (see 825.312(a)) if the 
     employing office has provided the required notice (see 
     825.300(e)); the employing office may delay restoration until 
     the certification is provided. Unless the employee provides 
     either a fitness-for-duty certification or a new medical 
     certification for a serious health condition at the time FMLA 
     leave is concluded, the employee may be terminated. See also 
     825.213(a)(3).

                   SUBPART D--ADMINISTRATIVE PROCESS

     825.400 Administrative process, general rules.
       (a) The Procedural Rules of the Office of Congressional 
     Workplace Rights set forth the procedures that apply to the 
     administrative process for considering and resolving alleged 
     violations of the laws made applicable by the CAA, including 
     the FMLA. The Rules include procedures for filing claims and 
     participating in administrative dispute resolution 
     proceedings at the Office of Congressional Workplace Rights, 
     including procedures for the conduct of hearings and for 
     appeals to the Board of Directors. The Procedural Rules also 
     address other matters of general applicability to the dispute 
     resolution process and to the operations of the Office.
       (b) If an employing office has violated one or more 
     provisions of FMLA, as incorporated by the CAA, and if 
     justified by the facts of a particular case, an employee may 
     receive one or more of the following: wages, employment 
     benefits, or other compensation denied or lost to such 
     employee by reason of the violation; or, where no such 
     tangible loss has occurred, such as when FMLA leave was 
     unlawfully denied, any actual monetary loss sustained by the 
     employee as a direct result of the violation, such as the 
     cost of providing care, up to a sum equal to 26 weeks of 
     wages for the employee in a case involving leave to care for 
     a covered servicemember or 12 weeks of wages for the employee 
     in a case involving leave for any other FMLA qualifying 
     reason. In addition, the employee may be entitled to interest 
     on such sum, calculated at the prevailing rate. An amount 
     equaling the preceding sums may also be awarded as liquidated 
     damages unless such amount is reduced by the hearing officer 
     or the Board because the violation was in good faith and the 
     employing office had reasonable grounds for believing the 
     employer had not violated the CAA. When appropriate, the 
     employee may also obtain appropriate equitable relief, such 
     as employment, reinstatement and promotion. When the 
     employing office is found in violation, the employee may 
     recover a reasonable attorney's fee, reasonable expert 
     witness fees, and other costs as would be appropriate if 
     awarded under section 2000e-5(k) of title 42.
       (c) The Procedural Rules of the Office of Congressional 
     Workplace Rights are found at 165 Cong. Rec. H4896 (daily ed. 
     June 19, 2019) and 165 Cong. Rec. S4105 (daily ed. June 19, 
     2019), and may also be found on the Office's website at 
     www.ocwr.gov.
825.401-825.404 [Reserved]

                         SUBPART E--[Reserved]

      SUBPART F--SPECIAL RULES APPLICABLE TO EMPLOYEES OF SCHOOLS

     825.600 Special rules for school employees, definitions.
       (a) Certain special rules apply to employees of local 
     educational agencies, including public school boards and 
     elementary schools under their jurisdiction, and private 
     elementary and secondary schools. The special rules do not 
     apply to other kinds of educational institutions, such as 
     colleges and universities, trade schools, and preschools.
       (b) Educational institutions are covered by FMLA, as made 
     applicable by the CAA (and these special rules). The usual 
     requirements for employees to be eligible do apply.
       (c) The special rules affect the taking of intermittent 
     leave or leave on a reduced leave schedule, or leave near the 
     end of an academic term (semester), by instructional 
     employees. Instructional employees are those whose principal 
     function is to teach and instruct students in a class, a 
     small group, or an individual setting. This term includes not 
     only teachers, but also athletic coaches, driving 
     instructors, and special education assistants such as signers 
     for the hearing impaired. It does not include, and the 
     special rules do not apply to, teacher assistants or aides 
     who do not have as their principal job actual teaching or 
     instructing, nor does it include auxiliary personnel such as 
     counselors, psychologists, or curriculum specialists. It also 
     does not include cafeteria workers, maintenance workers, or 
     bus drivers.
       (d) Special rules which apply to restoration to an 
     equivalent position apply to all employees of local 
     educational agencies.
     825.601 Special rules for school employees, limitations on 
         intermittent leave.
       (a) Leave taken for a period that ends with the school year 
     and begins the next semester is leave taken consecutively 
     rather than intermittently. The period during the summer 
     vacation when the employee would not

[[Page H7257]]

     have been required to report for duty is not counted against 
     the employee's FMLA leave entitlement. An instructional 
     employee who is on FMLA leave at the end of the school year 
     must be provided with any benefits over the summer vacation 
     that employees would normally receive if they had been 
     working at the end of the school year.
       (1) If an eligible instructional employee needs 
     intermittent leave or leave on a reduced leave schedule to 
     care for a family member with a serious health condition, to 
     care for a covered servicemember, or for the employee's own 
     serious health condition, which is foreseeable based on 
     planned medical treatment, and the employee would be on leave 
     for more than 20 percent of the total number of working days 
     over the period the leave would extend, the employing office 
     may require the employee to choose either to:
       (i) Take leave for a period or periods of a particular 
     duration, not greater than the duration of the planned 
     treatment; or
       (ii) Transfer temporarily to an available alternative 
     position for which the employee is qualified, which has 
     equivalent pay and benefits and which better accommodates 
     recurring periods of leave than does the employee's regular 
     position.
       (2) These rules apply only to a leave involving more than 
     20 percent of the working days during the period over which 
     the leave extends. For example, if an instructional employee 
     who normally works five days each week needs to take two days 
     of FMLA leave per week over a period of several weeks, the 
     special rules would apply. Employees taking leave which 
     constitutes 20 percent or less of the working days during the 
     leave period would not be subject to transfer to an 
     alternative position. Periods of a particular duration means 
     a block, or blocks, of time beginning no earlier than the 
     first day for which leave is needed and ending no later than 
     the last day on which leave is needed, and may include one 
     uninterrupted period of leave.
       (b) If an instructional employee does not give required 
     notice of foreseeable FMLA leave (See 825.302) to be taken 
     intermittently or on a reduced leave schedule, the employing 
     office may require the employee to take leave of a particular 
     duration, or to transfer temporarily to an alternative 
     position. Alternatively, the employing office may require the 
     employee to delay the taking of leave until the notice 
     provision is met.
     825.602 Special rules for school employees, limitations on 
         leave near the end of an academic term.
       (a) There are also different rules for instructional 
     employees who begin leave more than five weeks before the end 
     of a term, less than five weeks before the end of a term, and 
     less than three weeks before the end of a term. Regular rules 
     apply except in circumstances when:
       (1) An instructional employee begins leave more than five 
     weeks before the end of a term. The employing office may 
     require the employee to continue taking leave until the end 
     of the term if--
       (i) The leave will last at least three weeks, and
       (ii) The employee would return to work during the three-
     week period before the end of the term.
       (2) The employee begins leave during the five-week period 
     before the end of a term because of the birth of a son or 
     daughter; the placement of a son or daughter for adoption or 
     foster care; to care for a spouse, son, daughter, or parent 
     with a serious health condition; or to care for a covered 
     servicemember. The employing office may require the employee 
     to continue taking leave until the end of the term if--
       (i) The leave will last more than two weeks, and
       (ii) The employee would return to work during the two-week 
     period before the end of the term.
       (3) The employee begins leave during the three-week period 
     before the end of a term because of the birth of a son or 
     daughter; the placement of a son or daughter for adoption or 
     foster care; to care for a spouse, son, daughter, or parent 
     with a serious health condition; or to care for a covered 
     servicemember. The employing office may require the employee 
     to continue taking leave until the end of the term if the 
     leave will last more than five working days.
       (b) For purposes of these provisions, academic term means 
     the school semester, which typically ends near the end of the 
     calendar year and the end of spring each school year. In no 
     case may a school have more than two academic terms or 
     semesters each year for purposes of FMLA, as made applicable 
     by the CAA. An example of leave falling within these 
     provisions would be where an employee plans two weeks of 
     leave to care for a family member which will begin three 
     weeks before the end of the term. In that situation, the 
     employing office could require the employee to stay out on 
     leave until the end of the term.
     825.603 Special rules for school employees, duration of FMLA 
         leave.
       (a) If an employee chooses to take leave for periods of a 
     particular duration in the case of intermittent or reduced 
     schedule leave, the entire period of leave taken will count 
     as FMLA leave.
       (b) In the case of an employee who is required to take 
     leave until the end of an academic term, only the period of 
     leave until the employee is ready and able to return to work 
     shall be charged against the employee's FMLA leave 
     entitlement. The employing office has the option not to 
     require the employee to stay on leave until the end of the 
     school term. Therefore, any additional leave required by the 
     employing office to the end of the school term is not counted 
     as FMLA leave; however, the employing office shall be 
     required to maintain the employee's group health insurance 
     and restore the employee to the same or equivalent job 
     including other benefits at the conclusion of the leave.
     825.604 Special rules for school employees, restoration to an 
         equivalent position.
       The determination of how an employee is to be restored to 
     an equivalent position upon return from FMLA leave will be 
     made on the basis of ``established school board policies and 
     practices, private school policies and practices, and 
     collective bargaining agreements.'' The ``established 
     policies'' and collective bargaining agreements used as a 
     basis for restoration must be in writing, must be made known 
     to the employee prior to the taking of FMLA leave, and must 
     clearly explain the employee's restoration rights upon return 
     from leave. Any established policy which is used as the basis 
     for restoration of an employee to an equivalent position must 
     provide substantially the same protections as provided in the 
     FMLA, as made applicable by the CAA, for reinstated 
     employees. See 825.215. In other words, the policy or 
     collective bargaining agreement must provide for restoration 
     to an equivalent position with equivalent employment 
     benefits, pay, and other terms and conditions of employment. 
     For example, an employee may not be restored to a position 
     requiring additional licensure or certification.

   SUBPART G--EFFECT OF OTHER LAWS, EMPLOYING OFFICE PRACTICES, AND 
COLLECTIVE BARGAINING AGREEMENTS ON EMPLOYEE RIGHTS UNDER THE FMLA, AS 
                      MADE APPLICABLE BY THE CAA.

     825.700 Interaction with employing office's policies.
       (a) An employing office must observe any employment benefit 
     program or plan that provides greater family or medical leave 
     rights to employees than the rights established by the FMLA. 
     Conversely, the rights established by the FMLA, as made 
     applicable by the CAA, may not be diminished by any 
     employment benefit program or plan. For example, a provision 
     of a collective bargaining agreement (CBA) which provides for 
     reinstatement to a position that is not equivalent because of 
     seniority (e.g., provides lesser pay) is superseded by FMLA. 
     If an employing office provides greater unpaid family leave 
     rights than are afforded by FMLA, the employing office is not 
     required to extend additional rights afforded by FMLA, such 
     as maintenance of health benefits (other than through COBRA 
     or 5 U.S.C. 8905a, whichever is applicable), to the 
     additional leave period not covered by FMLA.
       (b) Nothing in the FMLA, as made applicable by the CAA, 
     prevents an employing office from amending existing leave and 
     employee benefit programs, provided they comply with FMLA, as 
     made applicable by the CAA. However, nothing in the FMLA, as 
     made applicable by the CAA, is intended to discourage 
     employing offices from adopting or retaining more generous 
     leave policies.
     825.701 [Reserved]
     825.702 Interaction with anti-discrimination laws, as applied 
         by section 201 of the CAA.
       (a) Nothing in the FMLA modifies or affects any applicable 
     law prohibiting discrimination on the basis of race, 
     religion, color, national origin, sex, age, or disability 
     (e.g., Title VII of the Civil Rights Act of 1964, as amended 
     by the Pregnancy Discrimination Act and as made applicable by 
     the CAA). FMLA's legislative history explains that FMLA is 
     ``not intended to modify or affect the Rehabilitation Act of 
     1973, as amended, the regulations concerning employment which 
     have been promulgated pursuant to that statute, or the 
     Americans with Disabilities Act of 1990 [as amended] or the 
     regulations issued under that act. Thus, the leave provisions 
     of the [FMLA] are wholly distinct from the reasonable 
     accommodation obligations of employers covered under the 
     [ADA] . . . or the Federal government itself. The purpose of 
     the FMLA, as applied by the CAA, is to make leave available 
     to eligible employees and [employing offices] within its 
     coverage, and not to limit already existing rights and 
     protection.'' S. Rep. No. 3, 103d Cong., 1st Sess. 38 (1993). 
     An employing office must therefore provide leave under 
     whichever statutory provision provides the greater rights to 
     employees. When an employer violates both FMLA and a 
     discrimination law, an employee may be able to recover under 
     either or both statutes (double relief may not be awarded for 
     the same loss; when remedies coincide a claimant may be 
     allowed to utilize whichever avenue of relief is desired. 
     Laffey v. Northwest Airlines, Inc., 567 F.2d 429, 445 (D.C. 
     Cir. 1976), cert. denied, 434 U.S. 1086 (1978).
       (b) If an employee is a qualified individual with a 
     disability within the meaning of the Americans with 
     Disabilities Act (ADA), as made applicable by the CAA, the 
     employing office must make reasonable accommodations, etc., 
     barring undue hardship, in accordance with the ADA. At the 
     same time,

[[Page H7258]]

     the employing office must afford an employee his or her FMLA 
     rights, as made applicable by the CAA. ``ADA's disability'' 
     and FMLA's ``serious health condition'' are different 
     concepts, and must be analyzed separately. FMLA entitles 
     eligible employees to 12 weeks of leave in any 12-month 
     period due to their own serious health condition, whereas the 
     ADA allows an indeterminate amount of leave, barring undue 
     hardship, as a reasonable accommodation. FMLA requires 
     employing offices to maintain employees' group health plan 
     coverage during FMLA leave on the same conditions as coverage 
     would have been provided if the employee had been 
     continuously employed during the leave period, whereas ADA 
     does not require maintenance of health insurance unless other 
     employees receive health insurance during leave under the 
     same circumstances.
       (c)(1) A reasonable accommodation under the ADA might be 
     accomplished by providing an individual with a disability 
     with a part-time job with no health benefits, assuming the 
     employing office did not ordinarily provide health insurance 
     for part-time employees. However, FMLA would permit an 
     employee to work a reduced leave schedule until the 
     equivalent of 12 workweeks of leave were used, with group 
     health benefits maintained during this period. FMLA permits 
     an employing office to temporarily transfer an employee who 
     is taking leave intermittently or on a reduced leave schedule 
     to an alternative position, whereas the ADA allows an 
     accommodation of reassignment to an equivalent, vacant 
     position only if the employee cannot perform the essential 
     functions of the employee's present position and an 
     accommodation is not possible in the employee's present 
     position, or an accommodation in the employee's present 
     position would cause an undue hardship. The examples in the 
     following paragraphs of this section demonstrate how the two 
     laws would interact with respect to a qualified individual 
     with a disability.
       (2) A qualified individual with a disability who is also an 
     eligible employee entitled to FMLA leave requests 10 weeks of 
     medical leave as a reasonable accommodation, which the 
     employing office grants because it is not an undue hardship. 
     The employing office advises the employee that the 10 weeks 
     of leave is also being designated as FMLA leave and will 
     count towards the employee's FMLA leave entitlement. This 
     designation does not prevent the parties from also treating 
     the leave as a reasonable accommodation and reinstating the 
     employee into the same job, as required by the ADA, rather 
     than an equivalent position under FMLA, if that is the 
     greater right available to the employee. At the same time, 
     the employee would be entitled under FMLA to have the 
     employing office maintain group health plan coverage during 
     the leave, as that requirement provides the greater right to 
     the employee.
       (3) If the same employee needed to work part-time (a 
     reduced leave schedule) after returning to his or her same 
     job, the employee would still be entitled under FMLA to have 
     group health plan coverage maintained for the remainder of 
     the two-week equivalent of FMLA leave entitlement, 
     notwithstanding an employing office policy that part-time 
     employees do not receive health insurance. This employee 
     would be entitled under the ADA to reasonable accommodations 
     to enable the employee to perform the essential functions of 
     the part-time position. In addition, because the employee is 
     working a part-time schedule as a reasonable accommodation, 
     the FMLA's provision for temporary assignment to a different 
     alternative position would not apply. Once the employee has 
     exhausted his or her remaining FMLA leave entitlement while 
     working the reduced (part-time) schedule, if the employee is 
     a qualified individual with a disability, and if the employee 
     is unable to return to the same full-time position at that 
     time, the employee might continue to work part-time as a 
     reasonable accommodation, barring undue hardship; the 
     employee would then be entitled to only those employment 
     benefits ordinarily provided by the employing office to part-
     time employees.
       (4) At the end of the FMLA leave entitlement, an employing 
     office is required under FMLA to reinstate the employee in 
     the same or an equivalent position, with equivalent pay and 
     benefits, to that which the employee held when leave 
     commenced. The employing office's FMLA obligations would be 
     satisfied if the employing office offered the employee an 
     equivalent full-time position. If the employee were unable to 
     perform the essential functions of that equivalent position 
     even with reasonable accommodation, because of a disability, 
     the ADA may require the employing office to make a reasonable 
     accommodation at that time by allowing the employee to work 
     part-time or by reassigning the employee to a vacant 
     position, barring undue hardship.
       (d)(1) If FMLA entitles an employee to leave, an employing 
     office may not, in lieu of FMLA leave entitlement, require an 
     employee to take a job with a reasonable accommodation. 
     However, ADA may require that an employing office offer an 
     employee the opportunity to take such a position. An 
     employing office may not change the essential functions of 
     the job in order to deny FMLA leave. See 825.220(b).
       (2) An employee may be on a workers' compensation absence 
     due to an on-the-job injury or illness which also qualifies 
     as a serious health condition under FMLA. The workers' 
     compensation absence and FMLA leave may run concurrently 
     (subject to proper notice and designation by the employing 
     office). At some point the health care provider providing 
     medical care pursuant to the workers' compensation injury may 
     certify the employee is able to return to work in a light 
     duty position. If the employing office offers such a 
     position, the employee is permitted but not required to 
     accept the position. See 825.220(d). As a result, the 
     employee may no longer qualify for payments from the workers' 
     compensation benefit plan, but the employee is entitled to 
     continue on unpaid FMLA leave either until the employee is 
     able to return to the same or equivalent job the employee 
     left or until the 12-week FMLA leave entitlement is 
     exhausted. See 825.207(e). If the employee returning from the 
     workers' compensation injury is a qualified individual with a 
     disability, he or she will have rights under the ADA, as made 
     applicable by the CAA.
       (e) If an employing office requires certifications of an 
     employee's fitness for duty to return to work, as permitted 
     by FMLA under a uniform policy, it must comply with the ADA 
     requirement that a fitness for duty physical be job-related 
     and consistent with business necessity.
       (f) Under Title VII of the Civil Rights Act of 1964, as 
     amended by the Pregnancy Discrimination Act, and as made 
     applicable by the CAA, an employing office should provide the 
     same benefits for women who are pregnant as the employing 
     office provides to other employees with short-term 
     disabilities. Because Title VII does not require employees to 
     be employed for a certain period of time to be protected, an 
     employee employed for less than 12 months by the employing 
     office may not be denied maternity leave if the employing 
     office normally provides short-term disability benefits to 
     employees with the same tenure who are experiencing other 
     short-term disabilities.
       (g) Under the Uniformed Services Employment and 
     Reemployment Rights Act of 1994 (USERRA), 38 U.S.C. 4301, et 
     seq., veterans are entitled to receive all rights and 
     benefits of employment that they would have obtained if they 
     had been continuously employed. Therefore, under USERRA, a 
     returning servicemember would be eligible for FMLA leave if 
     the months and hours that he or she would have worked for the 
     civilian employing office during the period of absence due to 
     or necessitated by USERRA-covered service, combined with the 
     months employed and the hours actually worked, meet the FMLA 
     eligibility threshold of 12 months of employment and the 
     hours of service requirement. See 825.110(b)(2)(i) and (c)(2) 
     and 825.802(c).
       (h) For further information on Federal antidiscrimination 
     laws applied by section 201 of the CAA (2 U.S.C. 1311), 
     including Title VII, the Rehabilitation Act, and the ADA, 
     individuals are encouraged to contact the Office of 
     Congressional Workplace Rights.

SUBPART H--[Reserved]

                          ____________________