Manager Leave of Absence Q&A

Transcription

1 Manager Leave of Absence Q&A 1 P a g e

2 Table of Contents General Information..3 Types of Leaves.4 Workers Compensation Leave..4 Employees Own Serious Health Condition.5 Family Member Serious Health Condition..6 Bonding Leave Following Maternity Leave.6 Denied Leaves.6 Return to Work..6 Intermittent Leaves.7 Military Leaves 8 Contact Information 9 2 P a g e

3 General Information Q: What does an employee need to do to initiate a leave of absence? A: Employees must either call Reed Group, via the HR/Payroll Connection Support Center at or initiate online directly, through the Leaves Management section in the HR/Payroll Connection home page under Quick Links. In order for there to be no interruption in pay, an employee should initiate their leave 30 days out, prior to leave start date, if possible. Q: What leaves are managed by Reed Group? A: All leaves, except administrative and educational leaves, are managed by Reed Group. This includes leaves for PRN employees. Q: How does a manager know what type of leave has been initiated and the determination? A: Managers will receive separate notifications to inform them of their employee s leave, what type of leave and if it is denied or approved. Managers can also view their employees leave information in LeavePro (the link can be found on the HR/Payroll Connection home page). Q: Who manages FMLA? A: Reed Group will determine FMLA eligibility. A denial of FMLA does not mean that Short Term Disability has been denied. Q: How can I find more information on leave policies? A: Managers should always refer to the policies in HR/Payroll Connection Leaves of Absence and Disability Information. The Local Leave Coordinator is also available to provide assistance. Q: Do I need to enter FMLA usage in Kronos? A: Managers or timekeepers should not use Kronos code 962 (Int. FML) any longer, but must enter PTO for intermittent leaves and continue to enter PTO for the employee during the 7 day elimination period (maximum of 40 hours). Reed Group tracks all leave time including FMLA hours, thus this time no longer needs to be entered at the MBO level. MBO s do not need to track FMLA hours in Kronos with the exception of using code 960 (Unpaid Hrs Misc LOA) when an employee does not have enough PTO hours to cover the period being entered. Q: What if an employee has prearranged PTO? A: Managers will need to pay attention to pre-arranged PTO scheduled in Kronos that conflicts with employees leave time. This time will need to be removed or it will process on the timecard to pay the employee PTO. This may happen when an employee goes out on leave unexpectedly but had requested PTO previously. 3 P a g e

4 Types of Leaves An employee can be on continuous, intermittent or reduced schedule leave. There are medical, worker s compensation (WC), FMLA, Military and personal leaves. Q: What is continuous leave? A: Continuous is when an employee is absent for more than one day for full shifts. If an employee is on a continuous leave of absence, they should not be allowed to work at all. This includes attending paid meetings and completing LEARN assignments. A continuous leave can be Medical, FMLA, Worker s Compensation, Military or Personal leaves. Q: What is intermittent leave? A: An intermittent leave is available for an employee who may have to take separate periods of time off when medically necessary to care for a seriously ill family member, or because of the employee s own serious health condition. Q: What is reduced schedule leave? A: Reduced Schedule is when an employee is missing at least 20% of their pay in a single week. Reed Group sends time to be paid for employees on reduced schedule leave. MBO should assure all time worked is reported accurately through timekeeping system. Q: What is personal leave? A: Personal Leaves can, and must be, approved by the manager and are used when an employee does not qualify for another type of leave and has exhausted all PTO. If the employee has a previous leave where there is no return to work before the personal leave begins, the maximum time out is 26 weeks (accumulative between both leaves,) and should not be approved for a longer period of time. Workers Compensation Leaves Q: Who pays the employee during their leave? A: Employees receiving temporary total disability benefits are paid by the Workers' Compensation Third Party Administrator. If a disability causes an employee to miss more than 7 days of work, they are entitled to temporary total disability beginning on day 8. If unable to return to work for more than two weeks, then an employee would be entitled to receive benefits for the first 7 days of missed work. These benefits stop when the employee has been returned to work by an MD or has reached maximum medical improvement. Please feel free to contact the Workers' Compensation Coordinator (WCC) should you have any questions. 4 P a g e

5 Q: How is leave tracked? A: Employees are required to use FMLA leave which will run concurrent with the workers compensation leave. This is accomplished by the completion of the designated Workers Compensation Leave form by the Workers Compensation Coordinator with submission to Reed Group listing leave details. Employees Own Serious Health Condition Q: Is there an elimination period for the employees own condition? A: If the employee is on leave of absence where Short Term Disability is utilized and is due to their own health condition, there is a seven (7) calendar day elimination period whereby the employee will utilize PTO for payment. If the employee has no PTO time to cover the (7) day elimination period, donated PTO may be used or the employee will go unpaid. Q: What if the employee relapses? A: If the employee is on continuous leave, returns and then relapses within 30 days, there is not a new elimination period. If the leave is unrelated to the first, there will be a new elimination period. Q: Who pays the elimination period? A: For the elimination period, the manager is responsible to enter PTO based on their scheduled hours up to a maximum of 40 hours before timecards are signed off on Mondays. Reed Group does not send a leave status to Lawson until day eight of the leave to allow time for the elimination period to be entered. Please do not wait until you sign off on time to enter as the employee may already be removed from Kronos. Please note: Managers will need to remove an employee s schedule from Kronos if that employee is on leave. If your employee does not show on your dashboard in Kronos you should select Terms/Inactive from the Kronos drop down list to allow editing of the time card. Q: What do I do if I did not enter the PTO in Kronos? A: If the manager fails to enter the PTO time in Kronos, a Payroll Adjustment form must be completed via HR/Payroll Connection and uploaded per site instruction. Q: How does Reed know how many hours to pay? A: Employees will be paid according to the FTE and standard hours listed in Lawson. 5 P a g e

6 Q: What happens is the FTE is incorrect? A: If the FTE is incorrect and the employee is in a leave status, the manager should contact the CHI HR/Payroll Support Center at to request a correction. The date of the correction must be prior to the start date of the leave. Please note changes will not process with an effective date during a leave. Family Member Serious Health Condition Q: What do I do if the leave is due to a family member s health condition? A: If the employee is on a leave of absence due to a family member s serious health condition, there is no elimination period. Reed Group will send time for the employee from day one until their PTO balance is exhausted. Once PTO is exhausted, the employee will be placed in an unpaid status. Bonding Leave following Maternity Leave Q: What happens when an employee wants to take time to bond with a newborn? A: If an employee has exhausted the medical portion of their leave and elects to take time off for bonding, Reed Group will send PTO to be paid as long as the employee is approved for FMLA. Employees must notify Reed Group of any additional FMLA time they wish to take for Parental Bonding. However, if the employee has exhausted all FMLA time they must refer to the personal leave policy. Denied Leaves Q: What should I do if I am notified the leave was denied? A: If the leave is denied and the employee is still off work, the manager should enter PTO time while the employee is out. The employee will not be put in a leave status and policy should be followed for any occurrences incurred for unapproved time off. Q: What do I do if the leave is denied and the employee does not have any PTO time? A: If the employee is denied a leave and does not have PTO available, they need to open a personal leave which is not paid. You should follow our guidelines/policies on personal leaves and contact your local HR Business Partner with any questions you may have. Return to Work Q: The employee has returned to work, what do I do? A: Once an employee has been released to return to work, the manager must call the Reed Group, via the HR/Payroll Connection Support Center to return the employee to work; the day the employee 6 P a g e

7 physically returns. In the event the manager is unable to call, the Leave Coordinator may also call in the employee s return if they are notified by the manager to do so. Failure to return the employee to work within 5 days of the return will result in the employee being placed in an unpaid leave status and the direct billing of benefit premiums (if applicable). Employees should provide you with a return to work slip from their physicians releasing them from their care and back to work. This document should be provided to the employee s manager and any restrictions noted should be discussed with the Transitional Duty Coordinator. If an employee is not returned to work timely, they will go into an unpaid status and go into direct billing for benefits. Q: What is the number to call in a Return to Work? A: Q: What is the to send a Return to Work? A: CHI@reedgroup.com Q: What are the data points someone needs to be able to call in a Return to work? A: The employee personal identifiers that can be used as follows: (Two of these are needed) Employee ID# DOH (Date of Hire) DOB (Date of Birth) Employee Address Last four numbers of the SSN Employee Phone Number Intermittent Leaves Q: What does an employee have to do? A: An employee is required to call their manager and Reed Group, via the HR/Payroll Connection Support Center , for each occurrence, within two (2) days. Q: How will the manager know if the employee called in the absence? A: The manager will receive an when the employee has contacted the Reed Group for the time to be documented. Q: Who enters time? A: The manager is responsible for entering PTO in Kronos for any utilization of Intermittent Family Medical Leave. 7 P a g e

8 Q: What if the employee is exempt since our policy is they have to use full days of PTO? A: An exempt employee, can be paid partial PTO days if they are utilizing approved FMLA or ADA despite the policy stating use of PTO in full days only. Q: What do I do if I feel the employee is abusing time? A: Managers should discuss concerns regarding time abuse with their Leave Coordinator or HR Business Partner. Military Leave Q: What types of military leaves are available? A: Call to Active Duty, Annual Training, and Volunteer Duty. There is also a FMLA leave available when a family member is called to active duty which is not considered a military leave. Q: When an employee has weekend duty or training that is only for a couple of days, when should they call the Reed Group? A: It is best practice to call the Reed Group after the employee has returned as this will have the smallest impact to system access issues. Q: Can an employee get supplemental pay for KentuckyOne if the military pay is less? A: Yes, the employee has to submit to Reed Group a Leave and Earnings Statement (LES) form from the military for each pay period they are paid. This will be sent to National payroll to calculate if differentials are due to the employee. The differentials will be paid on the next available regular pay cycle. The LES forms can be sent to the Reed Group in whatever way is most convenient to the employee. They can send them as they are paid, monthly or even at the end of their leave (as a last resort). An important reminder is the LES for every pay period is required in order to receive differential pay. Q: If my employee is on volunteer duty, can they be paid differentials? A: No, the employee is not eligible for pay and accrued PTO is automatically paid out at the start of the leave. Q: If my employee has only weekend duty, when can I schedule their next shift? A: An employee will not be scheduled until at least 8 hours following the end of their training. Q: Can an employee use PTO for weekend or annual training? A: EE should use PTO and should submit their LES statement for differential pay. However, if they employee does choose to take PTO time, it is their choice but they will not be paid differentials from KentuckyOne. 8 P a g e

9 CONTACT INFORMATION Leave Coordinator Ramonda Hodge or Transitional Duty Coordinator Nicole Crayton Workers Compensation Coordinator /West Market Karen Huff Workers Compensation Coordinator/East Market Donna Melton Workers Compensation Coordinator/London Dianna Johnson Please find this document on our KentuckyOne Health website under Human Resources: 9 P a g e