Navigating the complexities of HR functions is no small feat, especially for organizations overseeing multiple departments with unique needs. For Wicomico County, Maryland, the vast size of the operations only amplifies this challenge. Katie Garvin, HR Benefits Manager, and her team face the demanding task of managing leave and compliance across multiple locations. They manage 22 departments ranging from the Sheriff’s Office to Public Works, Finance, and Zoning.
They struggled with the difficulties of tracking Family and Medical Leave Act (FMLA) usage, dealing with ever-changing rules, and ensuring consistency in service to employees. Their journey toward simplifying FMLA processes is a testament to the power of innovative solutions, teamwork, and a commitment to employee well-being.
The Balancing Act
In many organizations, HR professionals are often the unsung heroes juggling a myriad of responsibilities such as recruitment, payroll, employee relations, compliance, and more. In Wicomico County, the HR team is no exception. They are often stretched thin by the demands of managing leave on top of their already full plates. FMLA administration is a time-intensive process that requires detailed leave balance tracking, medical certification verification, and constant communication with employees.
Katie’s team felt the strain, especially as the manual processes consumed hours of their time and left little room for other tasks. For Anthony Mowers, HR Coordinator, and Angela Hortert, HR Assistant, the repetitive nature of these tasks was a source of frustration. The need for a better, more efficient system became clear. It wasn’t just about saving time; it was about building a process that supported employees while alleviating the stress on HR staff.
Finding the Solution
Katie and her team turned to AFleave®, a leave management solution offered by American Fidelity, to help simplify FMLA compliance. Tasks that once took hours were reduced significantly, freeing the team to focus on higher-value responsibilities.
Before AFleave, Anthony relied on a complex filing system with packets for each employee, a process that was hard to maintain and prone to delays. Anthony and Angela quickly noticed the difference. “There’s a lot less paperwork and more communication,” Angela says. “I’m not constantly having to track people down and ask for forms. I can just log in and see the information I need,” adds Anthony.
AFleave doesn’t just simplify processes; it brings consistency and clarity to the team’s workflow. Tracking leave usage, one of the most challenging aspects of FMLA compliance, is now streamlined. “It’s all there on the leave management page. I’m able to see dates requested, if they’ve been approved, are out continuously for weeks, or if they are intermittent through the year,” Angela explains. “It has all the key answers I think we would need.”
Empowering Employees Through Accessibility
One of the standout features of AFleave is its ability to empower employees as much as it supports HR staff. Katie’s team has an online portal for tracking progress and employees have their own accounts. This gives them the ability to submit claims, requests, and documentation online, reducing the need for cumbersome paperwork.
“It adds a lot more consistency across the board internally within our own department, as well as our employees,” Katie says. “It’s easier for them to submit the information online instead of filling out three pages of paperwork.”
This accessibility fosters a sense of trust and transparency between HR and employees. It also eases the administrative burden on the HR team, allowing them to focus on providing personalized care and support during employees’ most vulnerable moments.
Navigating Complex Rules with Confidence
FMLA compliance is not just about tracking leave. It’s also about understanding eligibility, meeting documentation requirements, and staying ahead of ever-changing regulations. Katie’s team often found themselves navigating gray areas and juggling overlapping state-specific leave laws. “AFleave takes some of the complexity off our plate and helps us double check changes,” Katie says. “Especially because things feel like they change monthly right now.”
The platform’s built-in leave eligibility rules help eliminate guesswork, while dedicated leave analysts help the team keep up with regulatory updates. “It’s nice to have someone to turn to as a resource and help us confirm we are adhering to FMLA standards,” Angela says. “You don’t want it affecting someone’s approval or disapproval.”
Katie recalls a recent case where an employee didn’t qualify for FMLA but was eligible for leave under the Maryland Pregnancy Act. “We rely on AFleave to help us navigate these rules,” Katie explains. “It takes a lot of pressure off us as the employer. We share the burden with American Fidelity and trust that relationship.”
Reducing Privacy and Compliance Risk
Beyond eligibility, the HR team also has to navigate the delicate terrain of regulations governing confidentiality of employee medical records. Managing medical certifications while adhering to strict confidentiality rules is a significant pain point. Mistakes may lead to legal consequences, making it crucial for Katie’s team to handle sensitive information with care.
AFleave helps alleviate this burden. “AFleave allows us to stay more compliant with confidentiality regulations, " Angela says. "We can remove ourselves from that portion of the process and help us be more efficient.”
In addition, AFleave coordinates with American Fidelity benefits to notify employees of other benefits they might be eligible for. For instance, if an employee had a Limited Benefit Accident Only insurance policy, they’d be informed of benefits they may qualify for or may be eligible to file when submitting their FMLA request. “That’s not something I’ve seen with other providers,” Katie says. “Before, we were doing a lot of manual work because someone would come back from leave and ask what else they should get while being out of work.”
Balancing Efficiency with Empathy
While technology is a cornerstone of Wicomico County’s FMLA transformation, the human element remains central to their approach, especially in difficult situations such as bereavement. “My goal is to allow employees to actually grieve rather than have to deal with all the paperwork [when filing a death claim],” Katie says.
Her team works closely with American Fidelity representatives who provide personalized support to both HR staff and employees. “Our representatives work one-on-one with our employees to make sure they are connected with the claims team, forms are getting to the right spot, and everything's updated,” Katie says. “I really appreciate that because it means a lot to the employees as well as us here in HR."
A Worthwhile Investment
For Katie and her team, managing FMLA processes isn’t just about meeting legal requirements. It’s also about creating a system that prioritizes compliance, reduces liability, and fosters employee well-being. AFleave proves to be the solution they need, transforming a once-daunting task into a more streamlined, trusted process.
Though the road to simplification isn’t always easy, the results speak volumes. By prioritizing efficiency, accessibility, and empathy, Wicomico County has built a foundation of trust and care that benefits both employees and the organization as a whole. For HR teams juggling multiple responsibilities, this journey serves as a powerful example of how investing in the right tools and partnerships can make all the difference.
Building Culture and Trust
FMLA compliance may seem like just another administrative task, but for organizations like Wicomico County, it’s an opportunity to build a culture of care and trust. By leveraging technology, staying ahead of regulatory changes, and prioritizing employee well-being, Katie and her team show that even the most complex challenges can be simplified. In doing so, they’re setting the stage for a more supportive workplace.
Ready to simplify FMLA administration and help protect your organization? Learn more about AFleave today►
This blog is up to date as of April 2026 and has not been updated for changes in the law, administration or current events. American Fidelity does not provide legal or tax advice. Consult an attorney or a tax professional regarding your specific situation.
A list of leaves included in the AFleave service is available upon request.