FMLA Leave Administration Staff Training

1. FMLA Leave AdministrationStaff Training

2. Training Session Outline • Why Third Party Administrator • FMLA Refresher • Integrated Intake Overview • FMLA Leave Management Process • Roles & Responsibilities • Unum Contact Information

3. The Value of a Third Party Administrating FMLA Leave • Streamlines the FMLA process by consolidating all leave administration to one source • Maintains confidentiality and impartiality of decisions - Calling Unum to request leave does not guarantee approval - Employees must satisfy FMLA eligibility and certification requirements - OU has final discretion regarding leave decisions • Reduces lost time and lessens the impact on productivity

4. FMLA Refresher FMLA provides employees with up to 12 weeks of unpaid* leave for the following reasons: • Employees Own Serious Health Condition/Disability • Care of a Family Member (Spouse, Parent, Child) with a Serious Health Condition • Care of a Child due to Birth, Adoption, or Foster Care Placement To qualify for FMLA leave, an employee must: • Work for the employer for 12 months • Work 1,250 hours in a 12-month period *Employeesmust use accrued Sick Leave/ Personal and may be required to use accrued vacation during any otherwise unpaid FMLA. Any paid time off used during leave will be counted against the available leave under the FMLA.

5. FMLA Refresher OU’s FMLA Calculation Method: • The 12-month period is measured backward from the date an employee takes any FMLA leave. • Example: Employee requests FMLA leave on April 1, 2008. The employee must have at least 1250 hours worked since April 1, 2007 to be eligible. Job Protection Under the FMLA: • Employees who return to work on or before the expiration of FMLA leave should be reinstated to their same or equivalent job with the same pay, benefits, and terms and conditions of employment. • Employees on FMLA have no greater right to reinstatement or other benefits and conditions of employment than if they had not taken leave.

6. Leave Schedule • Full/Continuous Leave • Leave that is full-time/continuous (e.g., 12 consecutive weeks) • Reduced Schedule Leave • Schedule of leave that reduces the number of hours an employee works daily or weekly (e.g., full-time to part-time) • Intermittent Leave • Leave taken periodically and may be taken from less than an hour to weeks at a time

7. Leave Reasons & Certification Types • Employee’s or family member’s serious health condition • Medical Certification Form • Newborn (Paternity) • Copy of application for birth certificate • Adoption or Foster Care • Court document with date of placement

8. Certification: Serious Health Condition Six Serious Health Condition categories under the FMLA: • Hospital Care • Absence Plus Treatment • Pregnancy • Chronic Conditions Requiring Treatments • Permanent/Long-term Conditions • Multiple Treatments

9. Integrated Intake Overview

10. Customer Disability and Leave Management Line at Unum NOTE: Intake line at Unum will reference disability claim. Employees should follow this process to report all leave types, including FMLA, Extended Sick Leave, and STD.

11. Leave/Claim Intake Process • When employee calls Unum, the following information will be requested: • Name and social security number or employee id number • Date of birth • Complete address and phone number • Company • Marital status and number of dependents • Occupation (job title) • Physician’s name, address and phone number • Brief description of medical condition • Cause of medical condition (illness or injury) or need for leave • Your last day worked and first day absent from work due to condition • Date and description of illness or injury (disability claims only) • Date of your first visit, your most recent visit and your next scheduled visit with your physician for this condition (disability claims only) • Date you expect to return to work (if known) or the actual date if already returned to work

12. Leave/Claim Intake Process • During telephonic intake for leave claims, the caller is also instructed to provide the Attending Physician with a signed authorization to release information to Unum so that the medical information needed to process the claim can be obtained.

13. FMLA Leave ManagementProcess

14. FMLA Leave Management - Process to Request New Leave • Within 2 business days of the telephonic leave request, Unum will mail a packet to the employee containing: • Notice of eligibility or ineligibility for FMLA leave • FMLA Rights & Responsibilities • If eligible: • Conditions of leave and employee obligations • Medical Certification form if applicable • Permission to Contact form if applicable

15. Medical Certification Requirements • FMLA leave with a concurrent STD/Extended Sick Leave claim • No medical certification form is requested for the FMLA leave • FMLA will be approved concurrently with the STD/Extended Sick Leave claim • If the STD/Extended Sick Leave claim is not approved, Unum will send a subsequent request for medical certification if needed • FMLA leave only • If eligible, a medical certification form or appropriate documentation is requested ***Certifications are reviewed by leave specialists.

16. FMLA Certification Timeline for absences NOT being processed for disability • Day 1 - Report of family medical leave • Certification is due 15 days from the date of request • Day 16 - Certification Reminder letter sent to employee if certification has not been submitted • Certification due date extended 7 calendar days • Day 23 - FMLA leave denial letter sent to employee if certification not submitted • Incomplete certifications received are returned to employees with a certification due date extension • Certification due date is extended 7 calendar days from original due date or 10 calendar days from the date of the incomplete letter, whichever is later NOTE: This process includes absences for employees on leave due to workers’ compensation claims. FMLA will run concurrently if the employee is eligible and approved per the process above.

17. FMLA Leave Management – Denial Reversal Process • If an employee submits a complete and qualifying certification: • Within 15 calendar days of an FMLA leave denial - Unum will send an email to UHR contact notifying that a complete/qualifying certification has been received and that the denial will be reversed in 24 hours. • Beyond 15 calendar days of an FMLA leave denial: • Denial never reversed absent extenuating circumstances If a denial is not reversed, leave may be approved prospectively from the date complete/qualifying certification was received.

18. FMLA Leave Management – Certification Review and Advice to Leave • Certification Screening Checklist • Incomplete Certifications • Returned to employee (with copy and explanation) • Validity Questioned • Verify authenticity • Request Recertification • Request 2nd Opinion (on original certifications)- Employer pays for this • Clarification Needed for Complete Certifications • Nurse Case Manager will contact the doctor (with signed permission to contact) • Complete Certification • Evaluated for qualification under FMLA regulations leave law • FMLA Approvals from Short-term Disability Approvals, where possible

19. FMLA Leave Management - Ongoing • Unum monitors approved/pending FMLA leaves and/or Extended Sick Leave/Disability claims through Return to Work • Request medical recertification as needed and allowed by law • Requests for extensions • After minimum duration specified by health care provider has passed • Every 45 days for indefinite or unknown durations • Change in circumstances • On-going validity of absences questioned • Receive and verify intermittent hours reports

20. FMLA Leave Management – Return to Work • Verify Return To Work plans and remind employees to submit Return to Work Authorization, when appropriate • Confirm actual return to work date with the manager and HR contact via email

21. Key Capabilities of Unum’s Program • Single dedicated toll-free number for integrated intake • Compliance with federal regulations • Ongoing advisement and support of internal legal counsel regarding compliance with federal regulations • Centralized and automated eligibility determination and leave tracking • Consistent administration across workforce • Advice to Leave Service • Measure, track, analyze and report all FMLA leaves • Integrated FMLA/STD/Extended Sick Leave processes, where appropriate • Nurse Case Manager clinical advisory expertise • FMLA/STD Integrated reporting • Intermittent hours tracking and reporting

22. Roles & Responsibilities

23. Employer Obligations FMLA • Notify the employee of his/her FMLA rights within 2 business days of becoming aware of the possible need for leave. • Notify the employee when lost time from work is being counted as FMLA time. • Return the employee to the same or equivalent job when they return from leave. • Disregard FMLA lost time whenever taking disciplinary action for excessive absences.

24. Employee Responsibilities • Contact Unum immediately to report Family/Medical leaves or Disability claims at 1-866-779-1054. • Notify supervisor of leave request • Supply requested certification to Unum within specified timeframes • Provide Unum with signed copy of Authorization to Release Information. • Maintain contact with Unum and Supervisor while on leave • Notify Unum and Supervisor of any changes in return to work status or date

25. University Human Resources Responsibilities • Provide employee with leave brochure as requested • Ensure that all family/medical leaves are reported to Unum immediately • If an employee cannot, will not, or has not reported a leave to Unum, UHR should do so in order to facilitate compliance. • Facilitate an ongoing dialogue with Unum regarding status determinations, problem/suspect leaves and other extenuating circumstances

26. Contact Information • Leave Management Center • FMLA/Leave Representatives may be reached by calling the toll free number 1-866-779-1054 and choosing the option for inquiring about an existing family/medical leave • Fax number: 800-447-2498 • Unum’s Benefits Center (Short-term Disability) Unit • Call toll free number 1-866-779-1054 and choose the option to inquire about an existing disability claim

27. Any Questions?