The Federal Employee Paid Leave Act (FEPLA) is effective Oct. 1, 2020 and allows the substitution of up to 12 weeks of paid parental leave (PPL) for FMLA unpaid leave granted in connection with the birth of an employee’s son or daughter or the placement of a son or daughter with an employee for adoption or foster care. 

This guide will provide employees, supervisors, and timekeepers with instructions on how to apply for PPL, what documentation is necessary, and how PPL should be tracked in ITAS.

Process for employees requesting PPL

1. Employees must invoke FMLA by requesting to substitute PPL for unpaid FMLA leave using the PPL Request Form. Employees must also submit the Agreement to Complete 12-Week Work Obligation. These documents must be submitted at least 30 days prior to the anticipated birth, adoption, or foster care event or as soon as applicable but prior to the use of any PPL.
2. Employees must also provide appropriate documentation that shows the employee’s use of PPL is directly connected to a birth or placement that has occurred.

3. Once all forms have been completed, the work obligation agreement has been signed, and supporting documentation has been produced, employees should provide this information to their Leave Approving Official for review and approval and their Administrative Officer and Timekeeper to assist with properly tracking this leave in ITAS.

   Note: AOs must set up a PPL account for the employee in ITAS following the steps outlined in the AO Creates PPL Account user guide before an employee can begin requesting PPL. AOs must also contact the IC’s Servicing Payroll Liaison to set up a corresponding PPL account in DFAS. Failure to do so will result in leave errors.
    

4. Employee submits an FMLA-PPL leave request in ITAS following these steps:
   • Login to ITAS and click on Request Leave
   • In the Leave Request screen, click on other types
   • Click the + button to show the Leave Request expanded view
   • Fill in the Start and End Dates
   • Click the Calculate Hours link
   • Enter the hours in the FMLA-PPL field
   • Enter a comment if needed
   • Click OK button
   • Click OK on confirmation page

Process for supervisors

1. Provides guidance to employees on the use of PPL, if requested.
2. Reviews the submitted PPL Request Form, Agreement to Complete 12-week Work Obligation, any requested supporting documents, and informs the employee of approval.
3. Ensure paperwork is maintained by IC Leadership or designated POC in a safe place up to one year following the start of FMLA-PPL.
4. Reviews ITAS leave requests for the PPL and approves/denies in ITAS accordingly.

Process for timekeepers

1. Provides guidance to employees on how to enter requests in ITAS.
2. Files copies of submitted PPL documents in employee timekeeping files.
3. Assists employees by entering the PPL leave requests in ITAS on their behalf, if requested, and submits as FMLA-PPL. 

Note: AOs must first set up a PPL account for the employee in ITAS following the steps outlined in the AO Creates PPL Account user guide before an employee can begin requesting PPL. AOs must also contact the IC’s Servicing Payroll Liaison to set up a corresponding PPL account in DFAS. Failure to do so will result in leave errors.
 

Types of supporting documentation for the use of PPL

This list is not exhaustive and is provided only to assist employees and supervisors in determining which documentation they may use/request.

Childbirth

• Birth certificate
• Document naming employee as second parent, such as declaration of paternity or court order of filiation
• Appropriate court documents
• Consular report of birth abroad
• Documentation provided by the child’s healthcare provider
• Hospital admission form associated with the delivery

Adoption

• Documentation provided by the adoption agency confirming the placement and date of placement
• Letter signed by the parent’s/parents’ attorney confirming the placement and date of placement
• Immigrant visa for the child issued by U.S. Citizenship and Immigration Services
• Adoptive placement agreement
• Independent adoption placement agreement

Foster Care

• Foster care placement record
• Other documentation from the foster agency confirming the placement and date of placement
• Foster care placement letter issued by the relevant local department of social services or authorized voluntary foster care agency

Who can I contact for more information?

• Please contact the Workplace Flexibilities Team if you have any questions.