FMLA Leave Information and Instructions HOURLY EMPLOYEES

Transcription

1 FMLA Leave Information and Instructions HOURLY EMPLOYEES Full-Leave Maternity/Paternity Intermittent Reporting Refer to pages color-coded for your specific type of leave. 02 Full-Leave General Information 04 Maternity/Paternity General Information 06 Intermittent Reporting Information 08 What Else Do I Need To Know? 09 Other Benefits To Be Aware of During Your Leave 10 Gentex Programs FMLA Hotline Phone Fax FMLA@gentex.com

2 Full-Leave General Information The Family and Medical Leave Act (FMLA) provides qualified employees with up to 12 workweeks of unpaid, job-protected leave a year. Full-leave situations include: when the employee is unable to work because of a serious health condition to care for an immediate family member (spouse, child, or parent but not a parent in-law ) with a serious health condition for the birth of a son or daughter, and to care for the newborn child (see pages 4-5, Maternity/Paternity leave) for the placement with the employee of a child for adoption or foster care, and to care for the newly placed child Employee Responsibilities Full-Leave Timeline FMLA Specialist Responsibilities As soon as you re aware that a leave of absence is needed, contact the Gentex FMLA hotline. Within 5 days, a Gentex FMLA specialist will you documents from the U.S. Dept. of Labor. You have 15 days to complete the required paperwork and return it to the FMLA specialist. Approx. 1 week later, the FMLA specialist will you a response to your leave request. First day of leave, you must notify your supervisor and the FMLA hotline of your absence if start date is different than previously discussed. Prior to returning, submit a physician s note clearing you to work to a FMLA specialist (sooner the better.) FMLA Hotline FMLA@gentex.com 2

3 Full-Leave General Information (continued) Certification Deadline All completed certification paperwork must be returned to the Gentex FMLA Specialist by the given deadline date noted in the initial paperwork sent to you. Extensions may be granted on a case-by-case basis. If you have a need for an extension, contact the Gentex FMLA hotline. All medical certification must contain an estimated end date. Indefinite leaves will not be granted. Start Date Notification The start date of the full leave must be reported through the Gentex FMLA hotline as soon as you become aware, but no later than 5 calendar days from the beginning of the leave. If you fail to repot the absences(s) to the hotline, within this timeframe, your request may be denied due to Notice Requirement. If denied, the Gentex handbook attendance policy may apply. All absences must be reported to your manager the same day as the absence. Fitness to Return to Work For any full-leave spanning greater than 3 days, a physician s note is required indicating that you are released to work before you return. Please ensure that any applicable restrictions and corresponding timeline for such restrictions are included. Please submit the physician s note to a Gentex FMLA specialist as soon as it becomes available. Your return to work may be delayed until the physician s note is submitted. The Gentex attendance policy may apply for any delayed starts and if you do not return to work on the date noted on the return to work note (see the Attendance Policy in the Gentex handbook). Continuation of Benefits During your leave, Gentex will continue benefits only during those leaves designated as FMLA and only up to 12 weeks. After that time, benefits will end with Gentex and COBRA benefits will be offered to you. While on leave, Gentex will continue to pay their portion of the group health insurance premiums and you will be charged your share, if any, of the health insurance premiums. Gentex will provide you with information regarding arrangements for repayment of your share of premiums during any unpaid leave. Contact Brenda Williams, ext. 4215, for more information regarding benefit continuation during your leave. Extension of Leave If your leave extends beyond the anticipated return date, you are responsible for communicating the status of your need within 2 calendar days via the Gentex FMLA hotline. If the anticipated return date is unknown, you must follow the call-in procedures for Intermittent Reporting found on page 4. ADP Activity Please understand that while you are on a full leave, your status in ADP will change to inactive. This does not affect your status as a Gentex employee, but will restrict your access to ADP during this time. If you have supervisory responsibilities, please connect with your manager and Ashley Graczyk to address these items in your absence. FMLA Hotline FMLA@gentex.com 3

4 Maternity/Paternity General Information The Family and Medical Leave Act (FMLA) provides qualified employees with up to 12 workweeks of unpaid, job-protected leave a year. Maternity/Paternity leave is defined as the birth of a son or daughter, and to care for the newborn child. Employee Responsibilities Maternity/Paternity Timeline FMLA Specialist Responsibilities As soon as you re aware that a leave of absence is needed, contact the Gentex FMLA hotline. Within 5 days, a Gentex FMLA specialist will you documents from the U.S. Dept. of Labor. Moms, you have 15 days to complete the required paperwork and return it to the FMLA specialist. Approx. 1 week later, the FMLA specialist will you a response to your leave request. Within 2 days of the beginning of leave, call the Gentex FMLA hotline to report that your leave has begun. Prior to returning, submit a physician s note clearing you to work to a FMLA specialist (sooner the better.) FMLA Hotline FMLA@gentex.com 4

5 Maternity/Paternity General Information (continued) Certification Deadline All completed certification paperwork must be returned to the Gentex FMLA Specialist by the given deadline date noted in the initial paperwork sent to you. Extensions may be granted on a case-by-case basis. If you have a need for an extension, contact the Gentex FMLA hotline. All medical certification must contain an estimated end date. Indefinite leaves will not be granted. Start Date Notification In the case of maternity/paternity leaves, the start date of the full leave must be reported through the Gentex FMLA hotline within 2 days of the beginning of the leave. If you fail to report the absence(s) within 2 days to the FMLA hotline, your request may be denied due to Notice Requirement. If denied, the Gentex handbook attendance policy may apply. All absences must be reported to your manager the same day of the absence. Fitness to Return to Work For any full-leave spanning greater than 3 days, a physician s note is required indicating that you are released to work before you return. Please ensure that any applicable restrictions and corresponding timeline for such restrictions are included. Please submit the physician s note to a Gentex FMLA specialist as soon as it becomes available. Your return to work may be delayed until the physician s note is submitted. The Gentex attendance policy may apply for any delayed starts and if you do not return to work on the date noted on the return to work note (see the Attendance Policy in the Gentex handbook). Hey, dads! Duration of Leave In the case of a paternity leave, the start and ending dates must be identified at the beginning of the leave. Please understand that once the leave has started, extensions to the end date will not be allowed. Documentation In the case of a paternity leave, the verifying birth documents should be submitted to a Gentex FMLA Leave Specialist as soon as possible following the birth, but will be accepted no later than upon your return to work. Continuation of Benefits During your leave, Gentex will continue benefits only during those leaves designated as FMLA and only up to 12 weeks. After that time, benefits will end with Gentex and COBRA benefits will be offered to you. While on leave, Gentex will continue to pay their portion of the group health insurance premiums and you will be charged your share, if any, of the health insurance premiums. Gentex will provide you with information regarding arrangements for repayment of your share of premiums during any unpaid leave. Call Brenda Williams, ext. 4215, for more information regarding benefit continuation during your leave. Intermittent Reporting Any absence for an intermittent leave, pending FMLA or approved, must be reported through the FMLA hotline within 2 days of the beginning of the absence. If you fail to report any of these intermittent absences within 2 days to the FMLA hotline, then your request may be denied for that specific date due to Notice Requirement. If denied, the Gentex handbook attendance policy may apply. All absences must be reported to your manager same day of the absence. Please note: An hourly team member s available scheduled time, up to 48 hours, will be depleted concurrently with any intermittent leave. Don t delay on getting insurance for your new little one! Are you planning to add your new child to your medical insurance? If so, it is crucial that you go online to for directions on how to add your new dependent through the enrollment portal to your Gentex insurance within 30 days of the child s birth. If you do not have the social security card before that deadline, use and make an online update later on when you get the social security number to insure medical bills are processed correctly in the future. Join our Healthy Mom, Healthy Baby Program This Gentex sponsored wellness program for moms-to-be provides education, resources, removes barriers to ensure your pregnancy/delivery is as healthy as possible and will reimburse you up to $150 on maternity related health care expenses. healthybabies@hollandhospital.org to learn more and enroll! FMLA Hotline FMLA@gentex.com 5

6 Intermittent Reporting General Information The Family and Medical Leave Act (FMLA) permits employees to take leave on an intermittent basis or to work a reduced schedule under certain circumstances: intermittent/reduced schedule leave may be taken because of the employee s serious health condition intermittent/reduced schedule leave may be taken when medically necessary to care for a seriously ill family member Employee Responsibilities Full-Leave Timeline FMLA Specialist Responsibilities As soon as you re aware that an intermittent leave of absence is needed, contact the Gentex FMLA hotline. Within 5 days, a Gentex FMLA specialist will you documents from the U.S. Dept. of Labor. You have 15 days to complete the required paperwork and return it to the FMLA specialist. Approx. 1 week later, the FMLA specialist will you a response to your leave request. The day(s) of your absence, you must notify BOTH your supervisor AND the Gentex FMLA hotline. FMLA Hotline FMLA@gentex.com 6

7 Intermittent Reporting General Information (continued) Intermittent Reporting Any absence for an intermittent leave, pending FMLA or approved, must be reported through the FMLA hotline within 2 days of the beginning of the absence. If you fail to report any of these intermittent absences within 2 days to the FMLA hotline, then your request may be denied for that specific date due to Notice Requirement. The Gentex handbook attendance policy may apply. All absences must be reported to your manager same day of the absence. Please note: An hourly team member s available scheduled time, up to 48 hours, will be depleted concurrently with any intermittent leave. Certification Deadline All complete certification paperwork must be returned to the Gentex FMLA Specialist by the given deadline date noted in the initial paperwork sent to you. Extensions may be granted on a case-by-case basis. If you have a need for an extension, contact the Gentex FMLA hotline. All medical certification must contain an estimated end date. Indefinite leaves will not be granted. Continuation of Benefits During your leave, Gentex will continue benefits only during those leaves designated as FMLA and only up to 12 weeks. FMLA Hotline FMLA@gentex.com 7

8 What Else Do I Need To Know? Please consider the Gentex FMLA Specialist as your first point of contact for any questions, concerns or updates. Office hours are 8:00 AM to 5:00 PM, Monday through Friday at 58 E. Riley. When it s time to turn in your paperwork, you can hand deliver it to 58 E. Riley, otherwise please be sure to follow up and confirm that it was received. It s also recommended that you keep a copy for yourself. Holiday Pay If you are on any leave of absence, you re not eligible for holiday pay. Vacation You may use accrued vacation concurrently with any unpaid FMLA leave, but must submit a request and have it approved by your manager. Available vacation time can be found on your pay stub and on ADP. If you are receiving workers compensation or disability benefits, you cannot use your accrued paid time off. Trial Periods If you take a leave for any reason during your 90-day trial period, you will be required to complete the remainder of the trial period upon returning to work. FMLA Hotline FMLA@gentex.com 8

9 Other Benefits To Be Aware of During Your Leave To be eligible for the following Voluntary benefits, you must have enrolled in the program during open enrollment. Check your paystub to see if you are currently enrolled. These benefits are separate from the leave process. Please contact each one separately to take advantage of the program. Accident Insurance Receive a lump sum payment based on the treatment of a non-work related accident. Visit to learn more and submit a claim. Benny Card These pre-tax funds you have set aside can be used to pay for any qualified medical expense. Check your balance or learn more by calling Activa Benefits Services at Critical Illness Insurance Receive a lump sum payment based on the diagnosis of a covered illness. Visit to learn more and submit a claim. Dental Insurance Receive a discount by having your dental procedure done with a Delta Dental provider. Find a provider near you at Hospitalization Insurance Visit to learn more and submit a claim. Short-Term Disability Insurance Receive income replacement in the event you are unable to return to work for over 7 days for an illness or accident which occurred outside of the workplace. Maximum benefit duration is 12 weeks. Learn more or file a claim by calling Mutual of Omaha at Long-Term Disability Insurance Receive income replacement in the event you are unable to return to work for over 90 days due to an illness or accident which occurred outside of the workplace. benefits@gentex.com to learn more and apply. Vision Insurance Receive a discount when getting your eyes checked or buying new glasses or contacts. Find a provider near you at FMLA Hotline FMLA@gentex.com 9

10 Gentex Programs Other programs available to Gentex team members you should be aware of: Diabetes Management Program Join our program to work with a Certified Diabetes Educator and clinical Pharmacist to manage your diabetes health. Participants receive free lab work and reduced co-pays for medications and supplies. Contact Kelli P. at the Priority Health to enroll, ext Employee Assistance Program Speak with a licensed counselor or life coach to help you and your family address personal problems. This benefit is provided by Gentex, be sure to identify yourself as a Gentex team member when you call Healthcare Blue Book Shop online for quality doctors near you and see the difference in price for each facility so you can make an educated decision of where to have your procedure. Log in to your member account at and select Healthcare Blue Book on the left hand side to start researching. Virtual Doctor Visits See a licensed physician within 15 minutes 24/7 for a $40 co-pay with Gentex medical insurance. This service is best for non-emergency medical issues. Log in to your member account at and select MDLIVE to schedule a visit by video or phone. FMLA Hotline FMLA@gentex.com 10