Important Information from ARUP Laboratories, Inc. Relating to your Absence Request

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1 Important Information from ARUP Laboratories, Inc. Relating to your Absence Request You have requested a leave of absence that may qualify under the Family and Medical Leave Act, state and/or company leave policies. The following information will help guide you through your employer's expectations during your absence. Please keep this information for your reference. During your absence: Per company policy: a. The employee must contact the supervisor as soon as possible and inform them of the LOA request. b. During the LOA, the employee will be locked out of the time clock and will not be allowed to work until a fitness for duty form is received. This includes access to company . c. The employee should contact their supervisor periodically throughout the LOA to update them on the status of the LOA. d. The employee is not allowed to do work from home unless previously approved by the supervisor and there is a fitness for duty form from their health care provider. e. It is against ARUP policy for the employee to work for another employer while on LOA. Violation of this policy can result in disciplinary action up to and including termination of employment. f. FMLA Intermittent leave: Doctor s visits due to the certified condition must be scheduled so as not to disrupt the work schedule when at all possible. g. FMLA Intermittent leave: The employee must inform their supervisor immediately and Lincoln Financial Group within 2 days when a shift or part of a shift will be missed due to illness or a scheduled appointment. The notice must be BEFORE the time the shift should have started or before leaving work. Otherwise, it is a violation of ARUP s standard notification procedure. h. Medical leave only: This leave can only be taken continuously. Intermittent or reduced schedules do not apply. i. Medical and personal leave of absence: The employee s position is not protected during the LOA and it may be replaced at any time. j. Personal leave of absence only: The leave must be approved by the supervisor and group manager before the leave start date.

2 Use of vacation or other paid time off while on leave of absence: Per our company policy, we require that you use accrued paid time off while on a leave of absence. Paid time off will not extend time available to you under applicable federal or state regulations. Your supervisor will input any accrued PTO and/or LTS pay during an approved leave of absence. For your own medical condition the first two days (scheduled hours) are paid from your PTO (or unpaid) and thereafter is paid from your accrued LTS. Once the LTS benefits are exhausted, it will revert back to your accrued PTO time. For a leave of absence to care for a family member or for a personal leave of absence, you can only use your accrued PTO time. Concurrent leaves of absence: Any leave of absence type that you may be eligible for will run simultaneously where permitted by law. This may include Federal, State and/or company leaves of absence. Your eligibility packet will indicate all the absence types your request may qualify for and indicate the eligibility status of each. Any absence types that are considered job protected will be handled as such. The maximum leave time permitted is 6 months in a rolling back calendar year, after this time termination of employment will take place. Leave tracking method: Your Federal leave entitlement is based on a rolling back calendar year. This means that your: Absence calculations are measured backward from the date you use any time under the FMLA. Using this method, each time you take FMLA leave, the entitlement would be any balance of the 12 weeks that has not been used in the preceding 12 months; and additional leave time is accrued into your leave entitlement on an incremental basis one year from the date of prior use Note: The tracking method may vary for state leaves depending on state law. Time used is tracked in 1 minute increments for intermittent and reduced schedule leaves. More time will not be deducted than the time you actually use for purposes of leave under FMLA.

3 Continuation of benefits while on leave of absence: 1. Health Care benefits: If approved for Family and Medical leave, the federal regulations require that your coverage under any group health plan be continued as if you were actively at work. ARUP will also apply this rule to the medical and personal leaves of absence. a. Responsibility of maintaining premium payments: Insurance premiums will be held in arrears and come out of your first paycheck(s) once you return. Your employer's obligation to maintain health care coverage ceases if you are terminated or do not return from your leave of absence and the portion of the required premium payment is more than 30 days late. If your portion of the premium payment is more than 15 days late, your Employer will send a letter notifying you that coverage will be dropped on a specified date unless the payment is received before that date. If no longer employed, please mail payments by check to ARUP Laboratories. Attention: Benefits Team, 500 Chipeta Way, Salt Lake City, Utah If you are on a leave of absence during the company s annual open enrollment you will have the same timeframe as the rest of the company to make adjustments for the following year. 3. Life Event changes need to be made within 30 days. 4. Contact the benefits team for additional questions. Other benefits and information you should know about: 1. EAP Program is available 24/7/365 by calling Dependent Care FSA is not available during a leave of absence. 3. Tuition reimbursement is not available to employees who are on a LOA at any time during the term or semester. 4. Personal leave of absence only: The employee s health insurance premiums will be adjusted to the COBRA rate during the unpaid portion of the LOA. 5. If you have accrued PTO and LTS, you must use these benefits before the short term disability benefits are paid. Managing your leave of absence: Your employer requires you to recertify your intermittent or continuous absence at a minimum of every 6 months; every 12 months for a lifelong condition. You will receive notice from Lincoln Financial Group prior to this time to allow you to complete the needed documents.

4 End of your leave: 1. Leave closure process: a. The claims examiner will reach out to the employee by phone approximately 7 days prior to their scheduled return to work. b. If the employee is able to return to work as scheduled, they will receive a letter confirming that the absence request will be closed. ARUP will be notified of this. c. If the employee is unable to return to work as scheduled, their claims examiner will discuss with them the process for extending the leave and recertification if needed. ARUP will be notified of this request. d. If the employee exhausted all of the FMLA available to him or her, the leave may be extended by applying for a Medical or Personal leave of absence. A personal leave must be approved by the department s supervisor and group manager. The medical and personal leave does not give the employee job protection and his or her job could be filled at any time. 2. Return to work process: a. The employee s failure to return within three day of the date agreed upon will be cause for disciplinary action up to and including termination of employment. b. Medical and personal leaves only: If the employee s position is replaced the employee will be required to find another job within the company prior to the end of the approved LOA. Otherwise, employment will be terminated. 3. Fitness for duty requirements: a. A Fitness for duty form, from the health care provider is required when the employee returns to work if the absence was due to their own medical condition. This notice should be given to the employee s supervisor. ARUP Laboratories, Inc. Contact Information: Human Resources Benefits Team ARUP Laboratories, Inc. 500 Chipeta Way, Salt Lake City, Utah phone: (801) extension:2282 toll free: (800) , extension: 2282 fax: (801) humanresourcesbenefits151@aruplab.com Benefit website:

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