Absence Management Self-Service Guide

Transcription

1 Absence Management Self-Service Guide December 2009

2 Table of Contents Overview... 3 Log in at The Standard (HR Administrator and Corporate User)... 3 Access AdminEASE (HR Administrator and Corporate User)... 4 Access Absence Management (HR Administrator and Corporate User)... 5 Log in at The Standard (Employee and Manager)... 6 My History (Employee Homepage)... 8 My Employees (Manager Homepage)... 9 Search for Employee View Detail of Active Employee Leave Employee Leave Detail Screen Continuous Leave Employee Leave Detail Screen Intermittent Leave Update Active Leave To Confirm Return to Work (RTW) To Add Intermittent Absences to the Leave To View Correspondence Enter New Leave To enter a new leave for you To enter Continuous Absences To enter Intermittent Absences To enter a Reduced Schedule To enter a new leave for an employee To enter Continuous Absences To enter Intermittent Absences To enter a Reduced Schedule Detailed Reports Employee Search (for EE Profile Report) Employee Profile Report Employee Profile Report (continued) Authorization Report Current Absence Report Open Leave/Return to Work Report Employee with Multiple Leaves Report Summary Reports Day of the Week Analysis Absences by Month Breakdown To generate a report Trend Reports Analysis Reports Standard Reason Code and Leave Types

3 Overview This Absence Management Self-Service Guide is intended to be a resource and reference for employees, managers, HR administrators, and other users when working in the Absence Management system. The following pages provide an overview of how you will log-in to the system, search for employees, and run available reports. Relevant screen prints are also provided. Log in at The Standard (HR Administrator and Corporate User) Figure 1 Website to login: Click on the Log in to AdminEASE link on the lower right (see Figure 1). 3

4 Access AdminEASE (HR Administrator and Corporate User) Figure 2 (1) Login = Previously sent to you by The Standard (for assistance, click the Login help link or send to support@standard.com)(see Figure 2). (2) Password = Previously sent to you by The Standard. 4

5 Access Absence Management (HR Administrator and Corporate User) Figure 3 Click the Absence Management link near the middle of the webpage. The Employee Search Options screen will appear. Figure 4 For more on the Employee Search Options screen, see Search for Employee section. 5

6 Log in at The Standard (Employee and Manager) Figure 5 Website to login: (1) Click on the Report an Absence link on the lower right (see Figure 5). 6

7 Figure 6 (2) Enter Company ID, Username, and Password previously provided to you by your employer. For assistance, click on the What s My Company ID? link or send to support@standard.com. (3) Click Submit. (4) Depending on your access level, either the My Employees (manager homepage) screen or the My History (employee homepage) screen will appear. 7

8 My History (Employee Homepage) If you are an employee, after login you will see the My History screen (see Figure 7). This screen displays your leaves during the last 24 months. It includes the reason for the leave, the date you returned to work (RTW), the status of the leave (pending, approved, or denied), the dates you requested off, and the dates approved for you to be off. Your current leave entitlement is also provided. The My History screen can be accessed from anywhere in the program by clicking the My History tab, located at the top of every screen. Figure 7 (1) Leave No. = System generated unique identifier for a leave. (2) Reason = Reason why you requested leave. For additional values included, please refer to the table, Standard Reason Codes & Leave Types, at the end of this document. To see more information about a leave, including dates associated with medical certification and a delivery date (if applicable), click the appropriate leave. 8

9 My Employees (Manager Homepage) If you are a manager, after login you will see the My Employees screen (see Figure 8). This screen lists your direct reports who are currently on leave or will be on leave in the future. It includes employee s reason for leave and start and end dates of the leave. The My Employees screen can be accessed from anywhere in the program by clicking the Employees tab, located at the top of every screen. Figure 8 (1) Leave No. = System generated unique identifier for a leave. (2) Reason = Reason why employee requested leave. For additional values included, please refer to the table, Standard Reason Codes & Leave Types, at the end of this document. 9

10 Search for Employee You may search for an employee, as in the case of reporting a new leave. Figure 9 (1) Last Name* = At least a portion of the employee s last name is always needed to initiate the search. (2) Show leaves taken within the previous = This drop-down menu allows you to search for the employee s leaves within the previous 3, 6, or 12 months. Note that leaves means actual time taken; it does not reflect certifications for intermittent leave that have been requested without actual time used. (3) Results of the search resemble the My Employees Screen (see Figure 8). 10

11 View Detail of Active Employee Leave By clicking on an employee s name, you can see more information about his/her leave (see Figure 10). In addition to the reason for the employee s leave and the requested absence dates, you can view the absence dates that have been approved, the date the leave was requested, the date medical certification is due for the leave, the date medical certification was returned, and the employee s anticipated delivery date (if applicable). To return to the My Employees screen, click Go Back. Figure 10 The next two pages contain example Employee Leave Detail screens. Examples are provided for Continuous and Intermittent leave types. 11

12 Employee Leave Detail Screen Continuous Leave Figure 11 12

13 Employee Leave Detail Screen Intermittent Leave Figure 12 (1) Reason for Leave = Please refer to the Excel file labeled Standard Reason Codes & Leave types. (2) Leave type = Types of absences taken; Continuous, Intermittent, or Reduced Schedule. (3) Requested Dates = Dates requested by the employee and entered into the system. (4) Approved/Denied Dates = Dates approved or denied through medical certification or STD claim determination. (5) Date Requested = Date leave was requested by employee. (6) Planned RTW = Date employee is or was expected to return to work. (7) Confirmed RTW = Date employee actually returned to work. (8) Delivery Date = Expected or actual delivery date for a pregnancy leave or newborn bonding. (9) Certification Due = Date medical certification is due to be returned. (10) Complete Received = The date a complete medical certification was received. An employee might return a medical certification that wasn t complete. The incomplete certification form will be returned to the employee with instructions on what needs to be completed and returned within seven days. (11) Cert Dates = Dates the health care provider certified or dates associated with other documentation. This does not necessarily reflect time taken. 13

14 (12) SHC Criteria = Medical certification form lists criteria for serious health conditions. These values include: a. Hospital care b. Absence plus treatment c. Pregnancy d. Chronic conditions requiring treatment e. Permanent/long-term conditions f. Multiple treatments (non-chronic) (13) Correspondence List = List of correspondence that has been sent to employee associated with this leave, along with date of correspondence generation. (14) Current Leave Entitlement as of = Every policy that might apply to an employee is listed with amount of time taken (Deductions) and amount of time available (Available) as of current date. This value would change on a daily basis. (15) STD Details = Provides status on Short-Term disability claim if applicable. Includes date of disability as well as benefit dates, period, and amount. 14

15 Update Active Leave To Confirm Return to Work (RTW) (1) Click the Confirm RTW link (see Figure 10). (2) A screen will appear with all employees whose return to work you may confirm (see Figure 13). Figure 13 (3) Enter the actual return to work date in the Confirmed RTW column for the appropriate employee. (4) Click Submit. (5) A screen will appear confirming the return to work date has been submitted to a Leave Administrator. 15

16 To Add Intermittent Absences to the Leave (1) Click the Add Intermittent link (see Figure 10). (2) Enter the date of the absence (see Figure 14). Figure 14 (3) Enter the hours the employee missed that day by clicking in the Hours Missed field, deleting 0.0, and entering the appropriate number. (4) Click Submit. (5) A screen will appear confirming the intermittent absences have been submitted to a Leave Administrator for further processing. To View Correspondence (1) Click the name of the correspondence that you would like to view (see Figure 10). (2) The correspondence will pop up in another window. 16

17 Enter New Leave To enter a new leave for you (1) Click the New Leave link located at the top of the screen. (2) Click the Myself button (see Figure 15). Figure 15 (3) Select the reason you need to take leave from the list in the middle of the screen (see Figure 16). Figure 16 You may be asked for additional information, such as due date for a pregnancy leave, if applicable, before you can continue to Step 4. 17

18 (4) Select type of absence (continuous, intermittent, or reduced schedule) you need to take by clicking on the circle to the left of the absence type (see Figure 17). Figure 17 To enter Continuous Absences (a) Select the start date of your leave using the calendar (see Figure 18). Figure 18 18

19 (b) Select the end date of your leave using the calendar. (c) Click Submit. To change the month of the calendar, use the arrows located by the month s name. To enter Intermittent Absences (a) Select the date of your absence using the calendar (see Figure 19). Figure 19 (b) Enter the number of hours you will miss on that day in the Hours Missed field. (c) Click Submit. The program automatically enters 0.01 into the Hours Missed field. You can change this by clicking in the field, deleting the 0.01, and entering the correct number. 19

20 To enter a Reduced Schedule (a) Select the start date of your reduced schedule using the calendar (see Figure 20). Figure 20 (b) Select the end date of your reduced schedule using the calendar. (c) Enter the number of hours you will miss on each day of the week. If you are not scheduled to work on a day, enter 0.0 for that day. (d) Click Submit. The program automatically enters 4.0 into the day of the week field for Monday through Friday and 0.0 for Sunday and Saturday. You can change this by clicking in the appropriate field, deleting the 4.0 (or 0.0), and entering the correct number. 20

21 (5) The leave information will be reviewed by a Leave Administrator, and you will be sent more information (see Figure 21). Figure 21 (a) Click Finished if you are finished entering all absences associated with this leave (see Figure 21). (b) Click Add More to enter more absences for this leave (see Figure 21). To enter a new leave for an employee (1) Click the New Leave link located at the top of the screen. (2) Click the Other EE button (see Figure 22). Figure 22 21

22 (3) Select the employee for which you would like to enter a leave (see Figure 23). Figure 23 (4) Select the reason the employee needs to take leave from the list in the middle of the screen (see Figure 24). Figure 24 You may be asked for additional information, such as due date for a pregnancy leave, if applicable, before you can continue to Step 5. 22

23 (5) Select the type of absence (continuous, intermittent, or reduced schedule) the employee needs to take by clicking on the circle to the left of the absence type (see Figure 25). Figure 25 To enter Continuous Absences (a) Select the start date of the employee s leave using the calendar (see Figure 26). Figure 26 (b) Select the end date of the employee s leave using the calendar. 23

24 (c) Click Submit. To change the month of the calendar, use the arrows located by the month s name. To enter Intermittent Absences (a) Select the date of the employee s absence using the calendar (see Figure 27). Figure 27 (b) Enter the number of hours he/she will miss on that day in the Hours Missed field. (c) Click Submit. The program automatically enters 0.01 into the Hours Missed field. You can change this by clicking in the field, deleting the 0.01, and entering the correct number. 24

25 To enter a Reduced Schedule (a) Select the start date of the employee s reduced schedule using the calendar (see Figure 28). Figure 28 (b) Select the end date of his/her reduced schedule using the calendar. (c) Enter the number of hours he/she will miss on each day of the week. If he/she is not scheduled to work on a day, enter 0.0 for that day. (d) Click Submit. The program automatically enters 4.0 into the day of the week field for Monday through Friday and 0.0 for Sunday and Saturday. You can change this by clicking in the appropriate field, deleting the 4.0 (or 0.0), and entering the correct number. 25

26 (6) The leave information will be reviewed by a Leave Administrator, and the employee will be sent more information (see Figure 29). Figure 29 (a) Click Finished if you are finished entering all absences associated with this leave (see Figure 29). (b) Click Add More to enter more absences for this leave (see Figure 29). 26

27 Detailed Reports Figure 30 Authorization Report displays employees out of work on authorized leave. Leaves will be included in the report as long as one absence of the leave is contained in the date range. Current Absence Report is designed to provide information about who is out of work on any given day. Leaves will be included in the report as long as one absence of the leave is contained in the date range. Open Leave / RTW Report shows all open leaves with a last planned absence date or an expected or actual return to work date during the date range. Employee Profile Report summarizes a selected employee s leave and absence history and also graphs the employee s absences by day of the week. Employees With Multiple Leaves Report displays employees that have multiple leave records. Leaves will be included in the report as long as one absence of the leave is contained in the date range. 27

28 Employee Search (for EE Profile Report) Figure 31 28

29 Employee Profile Report 1 2 Figure 32 (1) Absence Breakdown by Day of the Week = The chart on the left contains each day of the week and the number of absences taken by the employee on each day. This will reflect the time taken during the report period. (2) Listing of Absences = The list of absences has every absence included with the date, reason for leave, leave type (Government Mandated, STD, etc.), the policy it falls under (FMLA, CFRA, PDL, etc.) and the status of the absences (Pending, Approved, or Denied). 29

30 Employee Profile Report (continued) 3 4 Figure 33 (3) Current Leave Entitlement as of = Every policy that might apply to an employee is listed with the amount of time taken (Deductions) and the amount of time available (Available) as of the current date. This value would change on a daily basis. (4) History of Correspondence = This is the list of correspondence that has been sent to the employee associated with this leave along with the date generated. 30

31 Authorization Report Figure 34 (1) Leave/Claim Type = Type of leave or claim. Values might include federal, state, employer authorized, and STD codes. (2) Absence Type = Indicates if absence is continuous, intermittent, or reduced schedule. (3) Date Requested = Date the leave was requested by the employee and entered into the system. (4) First Date of Leave/Claim = First absence date of the leave. (5) Expected RTW = Date the employee is or was expected to return to work. (6) Confirmed RTW = Date the employee actually returned to work. (7) Work Status = This is a placeholder for future information. (8) Pending From = If absences are pending approval, this would be the first date of pending status. (9) Pending Through = If absences are pending approval, this would be the last date of pending status. (10) Approved From = If absences have been approved, this would be the first date of approved status. 31

32 (11) Approved Through = If absences have been approved, this would be the last date of approved status. (12) Denied From = If absences have been denied, this would be the first date of denied status. (13) Denied To = If absences have been denied, this would be the first date of denied status. 32

33 Current Absence Report Figure 35 (1) Certification Status = Indicates if medical certification was received and approved or pending status. (2) Next Certification Due Date = If medical certification was not received, due date of certification is given here. (3) Status = Overall leave status; can be pending, approved, or denied. If any part of the leave is pending, the status will show as pending. (4) Fitness for Duty = Indicates if verification of fitness for duty is required and has been received. 33

34 Open Leave/Return to Work Report 1 2 Figure 36 (1) Reason = Please refer to the table at the end of this document labeled Standard Reason Codes & Leave Types. (2) Policies (Status) = Policies which may apply, such as FMLA, STD, and CFRA, as well as status of pending, approved, or denied. 34

35 Employee with Multiple Leaves Report Figure 37 (1) Lost Time = These fields pull first and last absence dates of the leave, as long as one or more dates of absence fall within the report date range. The date range may include continuous or intermittent absences. (2) Disability = These fields pull first and last absence dates of the leave that contain disability information, as long as one or more dates of absence fall within the report date range. The date range may include continuous or intermittent absences. (3) FMLA/State = These fields pull first and last absence dates if the leave is pending or approved, as long as one or more dates of absence fall within the report date range. If a portion of the leave is denied, those dates will not appear in this column. 35

36 Summary Reports Absence Management Summary displays lost time by policy (FMLA/State, STD, DBL, Coordinated) and the amount of leaves approved, denied, and pending. Absence Incidence Report calculates the incidence rate for each policy (FMLA, STD, DBL, Coordinated) associated with the client. This is calculated by dividing number of absences by number of employees and then multiplying by 100. Weekly Absence Report displays the number of leaves on a daily basis for the different policies (FMLA/State, STD, DBL, Coordinated) during the date range. You can run this report for a week, as in the title, or for a longer period based upon a date range you select. Monthly Absence Report displays the number of leaves or claims for a particular month for the different leave types (FMLA/State, STD, DBL, Coordinated) during the date range. Leave/Claim Totals (Ratios) Per Location Report shows each report grouping based upon the category selected, the number of employees in the category, and the number of approved, pending, denied, and total leaves. Leave/Claim Duration Report lists important date ranges, such as the requested date range, the approved date range, and the certified date range, for all leaves exceeding the minimum duration selected. Leave/Claim Denial Report provides a summary of all denied leaves and includes denial reason. 36

37 Day of the Week Analysis graphs your employees absences by day of the week (see Figure 38). This allows you to see if your employees had more absences on one or more days of the week as opposed to other days. Figure 38 37

38 Absences by Month Breakdown graphs your employees absences by month (see Figure 39). This allows you to see if your employees had more absences during one month as opposed to the other months. Figure 39 All of the reports are created from your employees absence information for the past year. To generate a report (1) Click the Trend Reporting link located at the top of the screen. (2) Select the report you would like to view from the list (see Figure 40). Figure 40 38

39 Trend Reports Absences by Month Breakdown shows the number of all absences that occurred each month during the reporting timeframe. Day of the Week Analysis graphs the total number of times employees were absent each day of the week. Demographic Breakdown report shows the reasons for leave taken by different age groups and genders. Reason for Leave Analysis illustrates the top reasons for FMLA approvals and FMLA denials and can be expanded to other leave types managed by The Standard. It shows the number of leaves and absences taken for each reason. FMLA Utilization report depicts your organization s Family Medical Leave experience for a given quarter. It can include new cases, open cases and closed cases and lists quarterly and year-to-date utilization rates. Analysis Reports Absence Rate & Deviation Analysis identifies employees who have exceeded the "threshold" number of absences based on the mean for your organization. Employees who have a much higher rate of absence than this threshold may merit investigation. Employee Absence Analysis examines a history of absences for a particular employee during the specified date range. The employee's absences are compared to the "norm" of the rest of your workforce. Overall Absence Percentages report allows a user to select the "threshold" percentage of absences taken by a single employee. For example, if you specify a threshold of "5%," this report will return all employees who have missed 5% or more of their possible workdays. Seasonal Absence Pattern Analysis identifies employees who have taken more absences than the "norm" during particular months. The graphical representation illustrates whether there are spikes in absence across the population in particular months or seasons. Day-by-Day Absence Pattern Analysis lists the number of absences that occurred on each day of the week. It also identifies which employees have taken more absences than the norm on particular days. 39

40 Standard Reason Code and Leave Types Reason Code Description Used in Policy Types ADOPT Adoption of a Child Government-mandated APPOINT Medical or Dental Appointment Government-mandated CHILD Child s Serious Health Condition Government-mandated DONOR Donation of Blood or Organs Government-mandated EMC_LEAVE Emergency Personnel Training Government-mandated FAM_MIL_STATE Family Military (State Leave) Government-mandated FAMMIL_ACT Family Military Active Duty Government-mandated FAMMIL_IS Family Military Injured Service Member Government-mandated FIRE_EMC_LEAVE Volunteer Firefighter or EMC Leave Government-mandated FOSTER Placement of a Child for Foster Care Government-mandated GRANDCHILD Grandchild s Serious Health Condition Government-mandated GRANDPARENT Grandparent s Serious Health Condition Government-mandated ILLCHILD Mildly Ill Child Government-mandated MARROW Donation of Bone Marrow Government-mandated NEWBORN Bonding with a Newborn Child Government-mandated OWN Own Serious Health Condition Government-mandated PARENT Parent s Serious Health Condition Government-mandated PARENTINLAW Parent-In-Law s Serious Health Condition Government-mandated PARTNER Domestic Partner s Serious Health Condition Government-mandated PD_MIL Paid Military Leave Government-mandated PPL_CHILD Personal Protected Leave: FMLA-Related (CHILD) Government-mandated PPL_OTHER Personal Protected Leave: Non-FMLA Government-mandated PPL_OWN Personal Protected Leave: FMLA-Related Government-mandated PREGNANCY Pregnancy or Pre-Natal Care Government-mandated RELATIVE Blood Relative s Serious Health Condition Government-mandated SCHOOL Child s School Event Government-mandated SPOUSE Spouse s Serious Health Condition Government-mandated VICTIM Crime Victim Government-mandated 40

41 Index A absence, approval, 11 approved date, 8 date, 9, 18, 19, 20, 23, 24, 25 employee, continuous, intermittent, month breakdown report, more, 21, 26 own, continuous, intermittent, 19 reduced schedule, 19 20, requested date, 8, 11 type, 18, 23 button An Employee, 21 Go Back, 11 Myself, 17 B C calendar, 18, 19, 20, 23, 24, 25 D date approved, 8, 11 delivery, 8, 11 end, 19, 20, 23, 25 medical certification, 8, 11 of leave, 9 of request, 11 requested, 8, 11 return to work, 8 start, 18, 20, 23, 25 employees leave, names, 11 screen, 9 10 field Hours Missed, 19, 24 E F graph, 37, 38 G H hours missed, 19, 20, 24, 25 hr administrator, 21, 26 L leave, approval, 11 approved date, 8 date, 9, 18, 19, 20, 23, 24, 25 employee, continuous, intermittent, information, 8, 11, 21, 26 more, 21, 26 own, continuous, intermittent, 19 reduced schedule, 19 20, reason, 8, 9 requested date, 8 status, 8 type, 18, 23 link New Leave, 17, 21 Trend Reporting, 38 M medical certification date, 8, 11 month absence report, name employee, 11 N R reason for leave, 8, 9 list, 17, 22 report, trend, Absences by Month Breakdown, Day of the Week Analysis, generate, 38 return to work date, 8 RTW. See return to work 41

42 schedule, 20, 25 screen S My Employees, 9 10 New Leave, Trend Reporting,