Handling Extended Leave February 17 2017 HR Updates Attendance amp Leave Sick Leave Pool Open Enrollment Ends February 24 Application forms are available on the HR website and will only be accepted during the Open Enrollment window ID: 759918
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Slide1
HR Forum
Out of Office
:
Handling Extended Leave
February
17, 2017
Slide2HR Updates
Attendance & Leave
Sick Leave Pool Open Enrollment
Ends February 24
.
Application forms are available on the HR website and will only be accepted during the Open Enrollment window!
Slide3HR Updates
Employee & Labor Relations
USPS Performance Evaluations
March 1, 2017
: all documents due.
Need Help?
Online training guides
www.hr.fsu.edu/eperformancetraining
(850) 644-6475
Slide4HR Updates
Employment & Recruitment Services
Recent Recruiting Enhancements
Salary
Market Analysis job code quartiles will display on the Job Offer
screen.
Employee
Class added to Job
Offer.
Valid
email address required when creating a GA Express
record.
Slide5Slide6Agenda
Family Medical Leave Act (FMLA)
Faculty Paid Leave Programs
Paid Parental Leave
Sabbaticals
Leave of Absences
Military Leave
Slide7The Family and Medical Leave Act of 1993 (FMLA) was enacted to help employees reach a balance between family and work responsibilities with as little conflict as possible.
The Act was intended to accomplish this balance, while still accommodating the legitimate interests of employers.
Slide8The Family and Medical Leave Act of 1993
The FMLA requires certain employers, including FSU, to allow eligible employees to take
unpaid
,
job-protected leave
for certain family and medical events.
Slide9Family and Medical Leave Act Entitlement
Eligible employees
may take up to
12 workweeks of unpaid leave for the following reasons:Birth and care of a newborn childAdoption or foster care placement of a childSerious health condition of the employee or an immediate family member (parent, child, spouse)“Qualifying Exigency” arising out of an immediate family member’s active duty service or call to active duty in the Armed Forces
Slide10Injured Service Member Leave Eligible employees may take:up to 26 workweeks of unpaid leave in a single 12 month period for the serious illness or injury of a spouse, parent, child, or next of kin incurred while on active military duty for which he or she is undergoing medical treatment, recuperation, therapy, etc.
Family and Medical Leave Act
Entitlement
Slide11FMLA Eligibility
To be FMLA eligible an employee must
both
:
1. Have
worked for FSU for a total of
12 months within the past 7
years
.
does
not
have to be
consecutive.
Breaks
in service
are
not
counted
as time
worked,
except for military service.
2. Have
physically worked at least 1,250 hours in the 12 month
period before the effective
date
of
the FMLA leave
request.
OPS employees are eligible for FMLA leave if they meet these requirements.
Slide12Rolling Year Method
FSU uses the rolling year method, measured backward, to track FMLA-protected leave.Under this method, 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 immediate 12 months.
Slide13Important Points Regarding FMLA
Slide14FMLA & Using Paid Leave
During FMLA leave events, FSU employees are to use accrued leave in conjunction with unpaid FMLA leave. The following types of paid leave can be used:
Sick
Annual (Vacation)
Personal Holiday (USPS)
Compensatory (Straight-Time and Overtime)
Slide15FMLA Protection for Employees
FMLA provides job protection for employees while on leave
.
It is illegal for the employer to interfere with, restrain, or deny the exercise of any employee’s right provided by FMLA
.
It is illegal for the employer to discharge or discriminate against any individual for opposing a practice or because of involvement in any proceeding related to FMLA
.
Slide16FMLA Maintenance of Health Benefits
Employers
must maintain the
same level
of
group health insurance coverage
that was provided before the FMLA leave
.
Employees
must
arrange to pay for the employee portion of their benefit premiums
while they are out on FMLA leave.
Failure to do so may result in the employee’s coverage being suspended until payment is made.
For
more
information, contact the
HR Benefits
Office at
(850) 644-4015
.
Slide17FMLA Return to Work
Employees must be returned
to:
the same job or an equivalent
job.
with
equivalent pay, benefits, and other terms and conditions of employment.
The use of FMLA leave cannot result in the loss of any benefit that the employee earned or was entitled to
before using
FMLA.
Slide18Slide19FMLA Supervisor Responsibilities
If an employee
requests
or
you become aware
that an employee may have experienced a FMLA qualifying event, FMLA
should
be submitted.
Complete section two of the
FMLA/Parental Leave Request and Notice
Form
and
forward to the FMLA Administrator in Human Resources for review within 24 hours.
Give employee the
FMLA/Parental Leave Health Care Provider Certification
to be completed within 15 days of receipt of the
FMLA/Parental Leave Notice of Eligibility
.
Forward
required
documents to FMLA Administrator
in Human Resources for approval.
Slide20FMLA Supervisor Responsibilities (cont’d)
Forward the
Fitness for Duty Statement
, if required, to FMLA Administrator in Human Resources upon receipt from the employee.
Notify the FMLA Administrator in Human Resources of any changes or required re-certifications during the leave.
Slide21FMLA Recordkeeping
All
medical-related FMLA documents
, including medical certifications, recertification or medical histories of employees or employees’ family members
must be kept confidential
.
Medical records
must be kept in a
secure file separate from personnel files
.
Access should be limited to only those with a
need
to know.
Slide22FMLA and Workers’ Compensation
Certain illnesses and injuries could fall under both the FMLA and Workers’ Compensation.
Employees may use accrued leave while on unpaid FMLA leave and receiving Workers’ Compensation payments.
Slide23Unpaid Parental Leave
Up to 6 months of unpaid Parental Leave is available for all FSU employees (Faculty, salaried, & OPS) who become either biological or adoptive parents.Foster care is not covered by Parental Leave.Parental Leave can’t begin more than two weeks before the child’s arrival and must end six months after the date of birth.Parental Leave entitlements do not have to be shared by spouses who both work for FSU (FMLA does).
Slide24FMLA/Unpaid Parental – Time Entry Instructions
Under “Leave/Compensatory Time” FMLA and Parental leave balances can be viewed.The Parental Leave time reporting code is used as a tool to track Parental Leave hours used by an employee and will reflect a negative leave balance since Parental Leave is granted for a 6 month time period rather than for a specific number of hours.
Slide25FMLA/Unpaid Parental – Time Entry Instructions (cont’d)
FMLAT (Family Medical Leave Taken) time reporter code must be reported with a corresponding leave code: Sick, Annual, Compensatory, Personal Holiday, Leave Without Pay.FMLAT (Family Medical Leave Taken) time reporter code must be reported with a corresponding override reason code.
Slide26FMLA/Unpaid Parental – Time Entry Instructions (cont’d)
Slide27FMLA/Unpaid Parental – Time Entry Instructions (cont’d)
The appropriate FMLA
override reason code is required for all FMLA time
entry.
FMADP
– FMLA adoption of a child
FMBTH
– FMLA birth of a child
FMFOS
– FMLA foster care of a child
FMSIC
– FMLA serious illness of a child
FMSIE
– FMLA serious illness of the employee
FMSIP
– FMLA serious illness of a parent
FMSIS
– FMLA serious illness of a spouse
FMLQE
– FMLA for a qualifying exigency
Slide28FMLA/Unpaid Parental Leave – Key Tips for Employees
Request FMLA 30 days before
the start of the leave for all foreseeable qualifying events or as soon as practical (within 2 business days for events that are not foreseeable).
Discuss your accrued paid leave options
with your supervisor before beginning your leave.
Contact your HR Benefits Representative, 850-644-4015, to
discuss payment options for your portion of benefit premiums
while you are out.
Ensure that your health care provider completes the
Health Care Provider Certification
.
At the end of your leave, you may be required to present a
Fitness for Duty Certification
from your health care provider.
If your
return date changes
, let your supervisor know within 2 days of your original return date, if
possible
.
Slide29FMLA/Unpaid Parental Leave – Key Tips for Departments
If an employee requests or you become aware that an employee may have experienced a FMLA qualifying event,
proactively submit FMLA paperwork
.
Complete the
FMLA/Parental
Leave Request and Notice Form
and forward to the FMLA Administrator in Human Resources for review
within 24
hours
.
Notify
the FMLA Administrator in Human Resources of any
changes or required re-certifications
during the leave
.
Enter the employee’s leave
on their timesheet each pay period using the FMLA time reporter code (
FMLAT
and
PARLV
) and the appropriate
override reason code
after the FMLA/Parental Leave hours accrue
.
Once the
employee returns to work
,
send a copy of the
Fitness
for
Duty Certification
to FMLA
Administrator
,
if
one is required.
Slide30FMLA Resources and Tools
FMLA Administrator –
(850) 644-5051
Human Resources Website
-
http://www.hr.fsu.edu
/
FMLA Checklist for Departments and Supervisors
-
http://www.hr.fsu.edu/PDF/Forms/timeandleave/FMLA_Checklist_for_Departments.pdf
FMLA Checklist for Employees
-
http://www.hr.fsu.edu/PDF/Forms/timeandleave/FMLA-Checklist_Employees.pdf
FMLA Time Entry Instructions -
http://www.hr.fsu.edu/PDF/Publications/timeandleave/FMLA-Time_Entry_Instructions.pdf
U.S. Department of Labor Website
-
http://www.dol.gov/
Slide31Faculty Paid Leave Programs
Slide32Paid Parental Leave (Faculty)
Available to E&G funded faculty and some C&G funded faculty depending on the terms of the contract or grant, and the rules of the funding agency.Must have active funding while out on leave. Leave cannot exceed 6 months and shall not relieve a faculty member of teaching and service assignments for more than 1 semester.
Slide33Paid Parental Leave (Faculty)
Must start within 1 year of the birth or adoption.Paid Parental Leave cannot be used directly before or after other leaves or Sabbaticals.Leave will not be granted to two faculty members for the same child and can only be used once in the course of a faculty member’s employment.
Slide34Paid Parental Leave (Faculty)
Must commit to return to the University for at least one year.Upon separation from the University, hours used will be deducted from the remaining leave balances, applying sick leave first.
Slide35Paid Parental Leave (Faculty)
Slide36Paid Parental Leave (Faculty) – Key Tips for Employees
Provide department with
3 months notification before
leave begins.
Ensure they will be
returning to the University for 1 academic year
following the conclusion of the leave.
Verify
completed and approved form
was received by the Office of Human Resources.
Reduce to writing any agreements outside
of the general Paid Parental
Leave provisions
.
Document contract hours and leave hours
for part-time Paid Parental Leave only.
Slide37Paid Parental Leave (Faculty) – Key Tips for Departments
Submit
completed form to the Office of Faculty Development & Advancement (FDA)
. Participation in this benefit is contingent upon final approval by FDA.
Assist faculty members
with understanding the Paid Parental Leave provisions and timesheet entry, if applicable.
Verify on Cost Center Report that payroll wages
are being paid under the
correct Earnings Code
– PRL.
Work with the
Budget Office
if requesting
teaching replacement costs
.
Slide38Sabbatical / Professional Development Leave (Faculty)
Sabbatical and Professional Development Leaves are awarded by the University through an application and selection process.Sabbatical = Tenured & Tenure-earning FacultyProfessional Development Leave = Specialized Faculty
Slide39Sabbatical / Professional Development Leave (Faculty)
Types
Full Pay for 1 semester
Half Pay for 2
semesters
Departments must
submit a Personnel Action Form (pPAF)
placing the faculty on leave.
Faculty members
must return to the University for at least 1 academic year
following the leave period.
Slide40Sabbatical / Professional Development Leave (Faculty)
Faculty members may request a Leave of Absence for Professional reasons outside of the University approved Sabbatical / Professional Development Leave program. These are considered an UNPAID PERSONAL LEAVE OF ABSENCE.
Slide41Paid Faculty Leave Contacts
Paid Faculty Leave ContactsChristine Conley – Attendance & Leave850-644-1978Rebecca Peterson – Faculty Relations850-645-2202Kacy Ellis – Attendance & Leave850-645-2303Faculty Development & Advancement850-644-6876
Slide42Leave of Absence
Slide43Types of Leaves of Absence
Leave Type
Pay Status
Full-time Personal
Unpaid
Full-time Medical
Unpaid & Paid using accrued leave
Part-time Personal
Paid-FTE Reduction
Part-time Medical
Paid-FTE Reduction
Slide44How do employees request a Leave of Absence?
Notify the supervisor and complete
form.
Determine type of leave needed in advance.
Employee must have reasonable justification or need for absence.
Seek Departmental Approval.
Await Final Approval from Assistant Vice President of HR.
Contact Benefits
Office.
Slide45Returning to Work
Personal Leave (FT unpaid or PT paid)Submit a pPAF with new funding and/or increased FTEMedical Leave (FT unpaid/paid or PT paid)Submit Medical Clearance from PhysicianSubmit a pPAF with new funding and/or increased FTE
Slide46Leave of Absence – Key Tips for Employees
Research and
request your Leave of Absence in advance
(recommended 30 days prior).
Know the difference between
paid and unpaid
.
Understand the expectations for any possible
Time Entry
and responsibilities for your
Benefits
.
Be aware of your
return date
.
Slide47Leave of Absence – Key Tips for Department
Work with the employee
to establish the best course of action for both parties.
Understand any possible expectations for
Time Entry
.
Be aware of the employee’s
return date
.
Are they able to return?
If yes, have you submitted a
pPAF to return them
?
Slide48Leave of Absences Resources
University Policy
http://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/attendance-and-leave#E1.10
Leave of Absence form
http://hr.fsu.edu/pdf/forms/timeandleave/LOArequest.pdf
Questions?
Jonathan Banks,
jebanks@fsu.edu
, at (850) 644-1449
Slide49Military Leave
Slide50Active Duty
An employee who volunteers for active military service or is ordered to active duty in connection with reserve activity other than short term will be granted a leave of absence from an assigned position for the duration of the required active duty service.Long Term1st 30 days PaidSupplement Pay – if military pay is less than FSY payUse of Accrued Leave – Personal Holiday, Comp Leave, or Vacation
Slide51Active Duty Protection
Uniformed Services Employment and Reemployment Rights Act (USSERA) of 1994 – Federal law that establishes rights and responsibilities for service member and their civilian employers.
Slide52Military Training
An employee who is a member of the United States Armed Forces Reserve, including National Guard, will be granted administrative leave up to the required maximums during periods in which the employee is ordered to active or inactive duty for training.Short Term240 hours per fiscal year (July 1 – June 30)
Slide53Requesting Military Leave
Active Duty – Reference ChecklistEmployee provide orders to Supervisor & DepartmentDepartment will submit to HRContact your Benefits SpecialistNotice of Leave of Absence Training Employee provides orders to Supervisor & DepartmentDepartment will submit to HR
Slide54Reporting Military Leave
Time Reporting Code
Description
MLC30
- Military Leave for Days 1-30 of Active Duty
First 30 calendar days of active duty for 9 or 10 Month Faculty.
MLH30
- Military Leave for Days 1-30 of Active Duty
First 30 calendar days of active duty for 12 Month Faculty, A&P, and USPS employees.
MLTCP
- Military Leave Supplement: Effective 31st Day of Active Duty
Authorized supplemental pay for 9 or 10 Month Faculty when FSU salary is greater than military pay.
MLTHP
-
Military Leave Supplement: Effective 31st Day of Active Duty
12 Month Faculty
Authorized supplemental pay for 12 Month Faculty, A&P, and USPS employees when FSU salary is greater than military pay.
MLWCP
-
Military Leave without Pay (Active Duty)
Effective 31st day of active duty when FSU salary is less than military pay
for 9 or 10 Month Faculty.
MLWHP
- Military Leave without Pay (Active Duty)
Effective 31st day of active duty when FSU salary is less than military pay
for
12 Month Faculty, A&P, and USPS employees.
NATCP
-
Military Training Duty
Training hours (both active duty & inactive duty) for 9 or 10 month
faculty. Can be reported for a maximum of 240 hours per fiscal year (July 1 – June 30).
NATHP
- Military Training Duty
Training hours (both active duty & inactive duty) for 12 Month Faculty, A&P, and USPS employees.
Can be reported for a maximum of 240 hours per fiscal year (July 1 – June 30).
Slide55Returning to Work (Active Duty only)
Provide HR a copy of DD Form 214 or Official Release Orders.Contact Benefits to re-establish benefits.
Less
than 31 Days
31 to 180 days
181 days or more
Travel home/8
Hour Rest Period
No
later than 14 days
No
later than 90 days
Slide56Military Leave – Key Tips for Employees
Provide
copy of orders to Department
.
Military Training – 240 hours per fiscal year (7/1-6/30)
Active Duty – 1
st
30 days paid
Understand the expectations for any possible
time entry
and responsibilities for your
benefits
.
Be aware of your
return date
.
Provide
DD Form 214
to return.
Slide57Military Leave – Key Tips for Department
Provide a
copy of orders to HR
.
Understand any possible expectations for
time entry
.
Be aware of the employee’s
return date
.
Are they able to return?
If yes, have they submitted r
elease orders and/or DD Form 214
?
Slide58Military Leave Resources
University Policy
http://policies.vpfa.fsu.edu/policies-and-procedures/faculty-staff/attendance-and-leave#E1.9
Employee Military Leave Checklist
http://www.hr.fsu.edu/PDF/Forms/timeandleave/MilitaryLeaveChecklistforEmployeesCalledtoActiveDuty.pdf
Department Military Leave Checklist
http://www.hr.fsu.edu/PDF/Forms/timeandleave/Military%20Leave%20Checklist.pdf
USSERA (Uniformed Services Employment and Reemployment Rights Act
)
http://www.esgr.mil/USERRA/What-is-USERRA.aspx
Dept. of Labor – Know Your Rights
https://www.dol.gov/vets/programs/userra/aboutuserra.htm
Questions?
Jonathan Banks,
jebanks@fsu.edu
, at (850) 644-1449
Slide59Strategies for Managing Workloads
Hire OPS help or request a temporary overlap (if budget permits).
Evaluate reduced work and/or telecommuting arrangements.
Redistribute workload amongst other department employees
.
Slide60Questions?
Slide61Up Next
March HR Forum:
Working with You is Killing Me
Wednesday, March 22 (8:30 am)
April:
Spring Department Representative Meeting
TBD
Slide62One-on-One Questions
Section
Representative
Attendance & Leave
Jonathan Banks
Benefits
Mike Horgan
Compensation Services
Shelley McLaughlin
Diversity & Inclusion
Amber Wagner
Employee & Labor Relations
Julie Ritter
Employee Data Management
Abigail Lejeune
Employment & Recruitment Services
Amy Espinosa
Equal Opportunity & Compliance
Amber Wagner
Facilities HR
Shiffany Rawls
Faculty Relations
Rebecca Peterson
Training & Organizational Development
Sandra Dixon