1. What is Paid Family Medical Leave (PFML)?
The District government offers eligible employees up to 8 weeks of Paid Family and Medical Leave (PFML) to care for a family member or to welcome a new family member. Now, eligible employees may also use up to 2 weeks to care for their own serious health condition, within a 12-month period following a qualifying event.
2. What is the legal authority for PFML?
- District Government Paid Leave Enhancement Amendment Act of 2022, D.C. Act 24-607, amending D.C. Code § 1-612.01 et seq.
- D.C. Family and Medical Leave Act (“DCFMLA”), D.C. Code § 32-501 et seq.
- Family and Medical Leave Act of 1993 (“FMLA”), 29 U.S.C. § 2601 et seq.
- Subtitle F of Title I (Government Family Leave Program) of the Fiscal Year 2015 Budget Support Act of 2014 (D.C. Law 20-155), effective February 26, 2015.
- D.C. Mun. Regs. tit. 6-B, §§ 1283-1288 (2017).
3. Do I have to be out on an approved Leave of Absence to be approved for PFML?
Yes, you have to be out on either approved federal Family and Medical Leave (FMLA), DC FMLA, or Extended Leave in order to be approved for PFML.
4. If I am out on FMLA/DC FMLA leave, will my FMLA/DC FMLA period run concurrently with PFML?
Yes, if you’re out on FMLA/DC FMLA leave your PFML will run concurrently with your approved FMLA/DC FMLA leave.
5. Is PFML job-protected leave?
Yes, PFML is job-protected leave, meaning health benefits are maintained and that you can return to the same or an equivalent position.
6. Who is eligible to take advantage of the PFML program?
District government employees who experience a “qualifying event” and are neither a temporary employee appointed for less than 90 days, nor on an intermittent schedule are entitled to PFML.
7. What is a “qualifying event” under PFML?
Qualifying events include the following:
- A qualifying medical leave event in which the employee:
- Must receive medical care for the employee’s own serious health condition, which includes the occurrence of a stillbirth and the medical care related to a miscarriage.
- A qualifying family leave event in which the employee:
- Must care for a qualifying family member’s serious health condition.
- A qualifying parental leave event for:
- The birth of a child.
- The legal placement of a child with an employee (such as through adoption, guardianship, or foster care).
- The placement of a child with an employee who permanently assumes and discharges parental responsibilities.
8. If I am a probationary employee, can I take advantage of the PFML program?
Probationary employees are eligible to receive PFML. Probationary employees who use PFML must enter a one-year continuation of service agreement. A probationary employee’s use of PFML also extends their probationary period by the amount of leave used. If the employee voluntarily separates before the end of their continuation of service agreement, they are indebted to the District for the salary amount paid for their use of PFML. This obligation is considered an erroneous payment under Chapter 29 of the District personnel regulations and may only be repaid through lump sum leave payment deductions.
9. Can I be paid PFML for events that occurred in the past?
Yes. However, the leave application must be submitted within 10 months of the qualifying event.
10. Can I be approved for PFML for more than one qualifying event in a 12-month period?
Yes. In cases where an employee takes PFML leave for multiple qualifying events, the 12-month period begins following the start of the first qualifying event. The 12-month period does not reset if the employee experiences a second qualifying event within the original 12-month period. For example, an employee uses 2 work weeks for the birth of their child beginning November 1, 2022. Their 12-month PFML period begins November 1, 2022, and ends November 2, 2023. Within those 12 months, the employee uses an additional 4 workweeks of PFML leave to care for a family member’s serious health condition. They have used a total of 6 of their 8 workweeks for that 12-month period, and they will not be eligible for a new 8-week potential benefit until after November 2, 2023.
11. Will the use of PFML impact paid leave in other categories (e.g., annual leave, sick leave)?
No, the use of leave under the PFML program will not impact your annual or sick leave accruals, or your pay in the other paid leave categories.
12. Do I have to exhaust my other paid leaves before using PFML?
No, PFML hours may be used prior to the use of any accrued sick leave, annual leave, or union leave bank hours.
13. How do I apply for PFML?
To apply for PFML, the employee must submit a leave application in the Leave of Absence Application Database. The employee must log into Quickbase using their DCPS Username and Password. When selecting “Leave Type,” first the employee must choose “Request Family and Medical Leave (FMLA)” or “Request Extended Leave.” Then the employee must choose “Request Paid Family and Medical Leave Time” (see below). Then, the employee must complete their submission of the application, which will result in receiving a confirmation email to their DCPS email address.
14. How long will it take for me to know whether my request for PFML has been approved?
Within fourteen (14) calendar days of the LOA team receiving your completed Leave of Absence Request in Quickbase, the employee will be sent a notification letter stating whether the request for PFML has been approved, placed “on hold” (deferred), or denied.
15. How is PFML approved when the qualifying event is the birth of a child?
Per DCHR policy and guidance, in order to approve PFML, DCPS must receive a valid birth certificate, verification of live birth, or other physician/hospital issued document that includes the employee’s name as a parent and the date of the child’s birth. Upon receiving this documentation, the employee can email it to [email protected] with a request to have it added to their already approved FMLA, DC FMLA Family, and/or Extended Leave application. Once received, assuming the employee has PFML hours available for use, we will update the employee’s already approved leave application to include PFML, email the employee an updated leave approval notice, and submit a request to DCHR/OPRS to have the employee’s awarded PFML hours approved and loaded, which typically takes 2-3 weeks.
16. Once any additional required documentation is provided, in response to an application being placed “on hold” (deferred), how long will it take for me to know whether my request for PFML has been approved?
Assuming the employee meets the fourteen (14) calendar day requirement for providing additional required documentation, the employee will be sent a notification within five business days, stating whether the request for PFML has been approved or denied.
17. Does an eligible employee have to use eight work weeks of PFML consecutively, or can they use the leave intermittently?
An eligible employee may be able to utilize the leave consecutively or intermittently, depending on the approved leave’s qualifying event and submitted medical certification, if required. However, the leave must be used in no less than one-hour increments.
18. If I am approved for PFML, FMLA, or DC FMLA for a specific period of time (e.g., November 10-21, 2025), and that time needs to be extended, do I need to submit an updated medical certification or other documentation?
If an employee is requesting an extension to their approved leave, they must provide either (a) an updated medical certification or (b) a doctor's note from the same physician or medical group, which signed the original medical certification, that states the employee's leave needs to be extended and provides specific leave dates.
19. Can an employee who is on leave under the PFML, FMLA, or DC FMLA secure outside employment?
No, an employee on PFML, FMLA, or DC FMLA may not engage in outside employment if that employment would conflict with the employee’s regular tour of duty with the District government. However, outside employment would be permitted if that employment does not interfere with the employee’s regular tour of duty. For example, if an employee’s tour of duty is from 8 am to 5 pm, then the employee would be permitted to secure outside employment from 7 pm to 10 pm.