In the Leave Management training you will learn what leave entitlements staff members have as well as how to administer track and communicate leave policies To learn the most up to date leave policies ID: 732163
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Slide1
Leave Management
1Slide2
Leave Management Objectives
In the
Leave Management training
you will learn what leave entitlements staff members have, as well as how to administer, track and communicate leave policies.
To learn the most up to date leave policiesTo become more familiar with staff leave entitlementsTo learn the ways and reasons a staff member may take leaveTo understand the supervisor responsibilities in administering leave
2Slide3
Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Family
medical leave
is the terminology used by University of California campuses and ANR for medically related leaves which includes the Family Medical Leave Act as well as the Pregnancy Disability Leave Act and the California Family Rights Act. What is the Difference? FMLA – Federal entitlementCFRA - State entitlementPDL – State & UC entitlement (pregnancy only)FMLA
and CFRA run
concurrently
FMLA
and PDL run concurrentlyCFRA and PDL do not run concurrently
3Slide4
Family Medical Leave Act/Pregnancy Disability Leave/CFRAHIPAA & FML
The Federal Health Insurance Portability and Accountability Act (HIPAA) is
a law
that protects a patient’s medical information from being distributed to
others without the patient’s consent. If HIPAA is violated, supervisors can be held personally liable for the violation and fined up to $15,000. If you have HIPAA concerns, please contact the Staff Personnel Unit immediately.4Leave ManagementSlide5
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Determining FML Eligibility
Employee
must have
at least
12 months
of University service (does
not need
to be consecutive months)Employee
has worked
1250 hours
in the consecutive
12 months
immediately
preceding the leave
Has an illness, injury, impairment or physical/mental condition which is considered a Serious Health ConditionExceptionsEmployedPregnant
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Leave ManagementSlide6
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Amount of Leave
Entitlement
An
eligible employee is generally entitled to
12 workweeks
of FML in a calendar year
.
That means no more than 12 workweeks for that particular employee.
For employees who work part time or alternative work schedules the entitlement is calculated on a prorated basis
.
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Leave ManagementSlide7
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
How Can Leave be Taken?
In blocks of time
Intermittently (tracked by the supervisor on a regular basis, on the intermittent leave tracking form)
By working a reduced schedule
Calculated in: 15 minute increments, hours, days, weeks, months
Prorated based on appointment percentage
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Leave ManagementSlide8
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Qualifying
Reasons for
Leave
For the employee’s
own serious health condition
(SHC).
For the employee’s
pregnancy related disability. (Pregnancy Disability Leave)
As
parental leave
to bond with the employee’s newborn, or foster care child (within 12 months of the child’s birth or placement, as applicable.
To
care for employee’s family member
(child, spouse, same or opposite sex domestic partner or parent) who has an SHC.
As military caregiver leave to care for a covered service member with a serious injury or illness incurred in the line of duty. As qualifying exigency leave to care for family related issues, including childcare when a family member has been called to active duty or notified of an impending call to duty.
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Leave ManagementSlide9
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
When to Give the Employee the FML Packet
The supervisor should give the employee the FML packet provided by the SPU whenever they become aware of a possible condition. This could mean the employee is out for five days, or that the employee has made a comment, or others have seen an indication that the need for leave could be serious.
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Leave ManagementSlide10
Supervisor Responsibilities
Notify
the Staff Personnel Unit of any impending
leaves, as soon as possible
Notify
the employee of their need to contact the UCD campus benefits office for their continuing benefits and disability
possibilities
After
the SPU provides you with the FML packet, review the packet with the employee and turn in all appropriate documents to the SPU, once complete
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Leave ManagementSlide11
Supervisor Responsibilities
Contact the SPU with the return to work certification once the employee has returned from leave
Follow up with the employee to ensure they have filled out/completed all of the appropriate documentation
Maintain confidentiality at all times. The employees medical file and personnel files should be kept separate
If the leave is intermittent, work with the employee, BOC and SPU to track.
Contact the SPU with any questions or concerns
at
ANRStaffPersonnel@ucdavis.edu
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Leave ManagementSlide12
Work Contingency
Plan
A work contingency plan is necessary when an employee is going to be on an extended leave and whose duties will still need to be fulfilled while the employee is out. The plan will set out what duties will be done by who and what types of work may be temporarily reassigned while the employee is on an extended absence
.
You may contact
ANRStaffPersonnel@ucdavis.edu
with any questions on reassigning duties.
12
Leave ManagementSlide13
Interactive Process
The
department must engage an employee in the Interactive Process to evaluate whether job modifications can be made which enable the employee to continue to perform the essential functions of the job when
:
An
employee is out for a prolonged disability leave
An
employee discloses that s/he has a disability impacting his/her
jobAn employee provides medical information describing prolonged or permanent
impairments
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Leave ManagementSlide14
Reasonable
Accommodation
"Reasonable Accommodation" is a reasonable change or modification that will enable an employee to perform the essential functions of the job. When an employee has prolonged or permanent disabilities that impair the employee's ability to perform his/her job, an effort must be made
by the unit to
provide accommodation to enable the employee to work in a modified capacity or change to a more suitable position.
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Leave ManagementSlide15
Leave of Absence Effect on Benefits
An employee’s leave may have a significant impact on their benefits, therefore an employee should
contact the Benefits Office before (a) starting a leave, (b) changing to leave without pay, and (c) returning from leave.
In many circumstances, an employee may be eligible for some type of benefit to assist them during the medical leave.
Catastrophic Leave
–
V
acation time donated to support employee on leave
University Paid Disability
– Disability benefit accrued through the University
Supplemental Disability
– Disability benefit accrued by paying into the system
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Leave ManagementSlide16
Catastrophic
Leave
This program allows
employees
to donate accrued vacation to support a colleague who has exhausted his or her paid leave due to a catastrophic illness.
Eligibility
Holds
a career appointmentPassed probation
Requests the catastrophic leave during or before the leave, not
after
Recipient must exhaust all paid leave
Is in a collective bargaining unit that participates in the
program or is a non-represented employee
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Leave ManagementSlide17
University
Paid Disability
Eligibility
I
s
a member of a Defined Benefit Retirement Plan to which the University contributes (such as UCRP, PERS, etc.)
Is appointed in a position at least 50% time for 12 months or more, and
Maintains an average regular paid time equal to 20 hours or more per week.
Note
: University Paid Disability is processed through the UC Davis campus benefits
office. They can be reached at (
530) 752-1774
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Leave ManagementSlide18
Supplemental Disability
Eligibility
You
are a member of a Defined Benefit Retirement Plan to which the
University contributes
(such as UCRP, PERS, etc.), and
Y
ou
maintain average regular paid time equal to 17.5 hours or more per week.Have enrolled and pay the monthly premium for supplemental disability benefits
Note
:
Supplemental Disability
is processed through the UC Davis campus benefits office. They can be reached at (530) 752-1774
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Leave ManagementSlide19
Workers Compensation
While Workers Compensation is not the same as Family Medical Leave and is considered a separate entitlement,
supervisors are encouraged to work with the employee to
“provisionally designate” a Workers Compensation (WC) case as Family Medical Leave, pending approval from our third party vendor on the Workers Compensation case.
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Leave Management