What HR Teams Get Wrong About FMLA Documentation

FMLA documentation can occasionally fall into the trap of seeming like a formality amid waves of highly sensitive HR matters. This dotting-i’s-and-crossing-t’s process, however, is an important legal safety net for your organization. Too often, mishandled FMLA paperwork puts HR teams in jeopardy of investigations, grievances, or even lawsuits.

SHRM findings have shown that as many as 63% of HR professionals describe FMLA compliance as difficult, with common issues including tracking intermittent leave (73%) and managing vague or incomplete medical certifications (57%). When paperwork falls through the cracks, even accurate leave approvals can create big problems.

4 Common FMLA Documentation Pitfalls (and Why They Matter)

1. Skipped intermittent or reduced-schedule tracking

It’s tempting to overlook small paid absences, but failure to log them precisely is a common source of entitlement mistakes and FMLA violations.

2. Forgot timely recertification

Healthcare providers only certify FMLA coverage temporarily…and without reminders, your records can easily grow stale.

3. Mixed confidential FMLA files with performance data

FMLA records must remain siloed. If you intertwine them with performance files, you might inadvertently signal retaliation or privacy violations or even accidentally violate DOL rules.

4. Inconsistent filing and version control

Your records lose credibility when updated FMLA documents replace older versions without noting why.

These kinds of mistakes are common and may seem innocuous enough, which is how they can slip through unnoticed. "Often, employers simply rely upon a doctor's note and do not request information from employees in making an initial determination if there is a serious health condition," attorney Heather Ptasznik from Birmingham, Michigan reported to SHRM. She went on to explain that common conditions like a cold or stomach flu aren’t considered a serious health condition under the FMLA. It’s imperative to issue certification forms to make a more informed determination about whether the FMLA is appropriate to involve in the first place.

Consequences for mistakes can quickly extend beyond simple compliance paperwork headaches. Even when leave is approved properly, poor HR documentation can lead to:

• Retaliation claims, if denials or disciplinary actions follow FMLA use
• Department of Labor investigations, when records don’t align with legal FMLA documentation requirements
• Broken trust, if employees feel your process lacks fairness or transparency

Your HR-Facing FMLA Documentation Checklist

Supportive Technology Brings Documentation From Chaos to Clarity

Good documentation protects your team because it immediately becomes your defense when documentation fails. When well managed, FMLA documentation builds trust and sustains compliance. 

A comprehensive, cloud-based HR case management platform makes this sort of management simple. You can pull all your FMLA paperwork into one secure, access-controlled hub, so you’re not chasing files across shared drives or digging through email chains. Certifications, recertifications, and leave usage are tracked in real time. 

This stream of easily accessible, consistent information gives your HR team and compliance officer a clear picture of where every case stands. Create custom automations for each action to create a clean, chronological audit trail. When a grievance or compliance review comes up, you can show exactly how each decision was handled (consistent, documented, ready for scrutiny). That kind of transparency helps you navigate even the most challenging cases with confidence.

Ready to simplify your FMLA documentation and keep your organization protected? Book a LaborSoft demo today.