Download
1 / 39
E N D
Leaves Overview This presentation only provides highlights of the various plans available to faculty and staff. In the event of a conflict between these highlights and the actual policies, contracts and plan documents, the policies, contracts and legal plan documents will govern.These plans are subject to change. Human Resources Data Services
Non-Disability Related Leaves • Leaves can be Paid or Unpaid • If the employee receives any compensation while on leave (e.g., HAP, HAS, BON, RTS)* the leave must be a paid leave to generate a check • Typical Leaves the local area handles are • Seasonal Layoff (always Unpaid) • Sabbatical • Military Leave • Personal Leave (always Unpaid for Staff) *Housing Allowance Program, Housing Allowance Supplement, Bonus, Retroactive Salary
Non-Disability Related Leaves • Administrative Leave for Staff • Is not entered into PeopleSoft HRMS (PS) • Used only under special circumstances • Must always be approved by Employee & Labor Relations (HRG for SoM) • Requires documentation • May require associated payroll steps • For Academic Staff-Teaching, Lecturers, Senior Lecturers, and Artists-in-Residence, see the Faculty Handbook, Chapter 7
Disability Related Leaves • Family Medical Leave (FML) • Job protection • Family Sick Leave (FSL) • 15 days of accrued sick leave per calendar year may be used for close family illness or injury (see Admin Guide 22.6 for definition of “close family”) • Family Temporary Disability (FTD) • Bonding or family care • Short-Term Disability (STD) – for employees not residing in California • Voluntary Disability (VDI) – Short Term Disability for employees residing in California and not participating in State Disability
Disability Related Leaves • Long-Term Disability (LTD) • Employees may become eligible for LTD benefits after 90 days on VDI or WC. Claim must be approved by Liberty Mutual prior to issuance of benefits • Workers’ Compensation (WC) • Submit forms to Risk Management • Refer to • Disability & Family Leaves, Admin Guide Memo 27.7 • Sick Time, Admin Guide Memo 22.6
Roles and Responsibilities
The Communication Circle • Continuous full-circle coordination and communication is required for successful management of any disability-related leave • Division Leave Contacts • Manage PS HR records user • Time and Leave Administrator • Benefits (health and welfare, retirement plans may be affected) • DLS (Disability & Leave Services) • Employee • Manager/Supervisor • HRM/HRA/DFA • Vendor • Payroll
Employee Role • Contact Manager and HR Division contact as soon as possible regarding a leave • Work with HR Division contact in communicating leave with appropriate insurance vendor (Liberty Mutual and/or Zurich if it is a work-related injury leaves) • Employees might be eligible for FML and/or VDI benefit when they are on Workers’ Compensation • Maintain contact with appropriate vendor, physician and HR Division contact regarding status for duration of the leave
Vendor Role • Intake and process necessary information regarding leave from employee or HR Division contact. • Communicate frequently with employee, HR Division contact and DLS regarding status of leave (new, extension, approval, denial, etc), type of leave, duration of leave and amount of benefit • Determine FMLA eligibility • Work in conjunction with Zurich/Liberty Mutual to determine if an additional weekly benefit amount needs to be awarded.
HR Department/Division Contact Role • Counsel employee on available leave types • Inform employee/faculty member on how pay and leave balances will be affected while on leave • Work with DLS, Employee Relations and vendors to answer employee questions and concerns • Work with DLS and vendors regarding information and updates to employee’s claim • Ensure employee communicates as needed to vendors and department managers • Report claim to Liberty Mutual if employee or family member has not or is not able to start the claim • Provide departmental managers information regarding claim using Liberty Mutual and/or DLS reports • Complete and submit all necessary Workers’ Compensation paperwork as required by Risk Management
Employee Relations/HRG (for SoM) Role • Provide consultation regarding leave policy and practice • Develop documentation for departments as needed • Review (with department HR Contact and/or supervisor), requests for accommodations • Coordinate the “interactive process” • Approve extended leaves beyond one year • Review/approve denial of leave beyond FML and terminations
Disability & Leave Services (DLS) Role • Process and administer all disability leaves (short term, long term, family medical, family temporary disability, workers’ compensation) • This includes processing all PeopleSoft actions, employee timecards, calculation for employee’s salary continuation and supp pay transactions as needed • Provide HR division contacts with Salary Continuation Projections as requested • Inform HR division contact of any over or underpayments • Point of contact for vendors and SU management • Audits between SU data and vendor data • Clear, concise internal reports
DLS Leave Management Process • DLS Analysts receive leave notification from: • Liberty Mutual • Zurich (Workers’ Compensation Carrier) • Unum (for claims originating between 1/1/05 and 12/31/07) • Stanford HR Division Contact
DLS Leave Management Process • Upon receiving notification, DLS Analyst manages the employee leave cycle: • Creates electronic leave file • Inputs/updates data into PeopleSoft HRMS and Axess Timecard • Continuous contact with Stanford HR Division Contacts leave vendors regarding status, hours worked, etc. • Ensure employee’s pay is correct and does not exceed pre-disability rate when all income sources are combined
DLS Reports • DLS uses approximately 20 reports for disability leave for job, payroll, and timecard information using Hyperion • DLS also has the following published report for all HR Division Contacts
DLS Reports (continued) 0111111 Stanford,Jane
Handouts and References • What to do if you become sick or disabled…Faculty • What to do if you become sick or disabled…Staff • Liberty Mutual authorization card (VDI, LTD, FTD, FML)
Get Forms or Additional Information • Go to Benefits • Click on the Medical & Life Link • Click on Disability Link • Or, go directly to http://benefits.stanford.edu/cgi-bin/health_and_life/disability/
Federal and State Job Protections
Key to Next Slide • FMLA – Family Medical Leave Act • CFRA – California Family Rights Act • PDL – Pregnancy Disability Leave • LOA – Leave of Absence • FTD – Family Temporary Disability Insurance • The next slide (slide 24) references job protections only and does not indicate how an employee will be paid while on the leave of absence. Slide 25 indicates how an employee will be paid while on leave and indicates the associated job protections while on that particular leave.
FMLA, CFRA and PDLKnow the Difference • End of 12 Weeks • Return to work • Personal LOA (with Department approval) • Job protected by Stanford, not law • Could be terminated • All Disabilities, except Pregnancy • if eligibleFMLA & CFRA • Up to 12 wks/3 months-if eligible • Job protected by law • FMLA & CFRA run concurrently Maximum 12 weeks/3 months • Pregnancy Disability (PDL) • – if eligible – FML • Up to 16 weeks/4 months • Job protected by law • PDL starts even if not eligible for FML • Off Pregnancy Disability • if eligible – CFRA • Up to 12 weeks/3 months • Job protected by law • FTD starts here (not a leave, just $) Maximum 28 weeks/7 months (only if FML eligible)
Typical Maternity Leave Protected under CA Pregnancy Disability Leave (PDL) Protected under CFRA (CA version of Federal Family & Medical Leave Act-FMLA) if eligible, 12 weeks beginning 1st day after PDL ends Protected under FMLA (if eligible), 12 weeks beginning on 1st day of leave
Salary Continuation/ Salary Supplement
Admin Guide 27.7 Sec 3.f • f. Augmenting Workers’ Compensation Payments – Employees may receive both paid leave and disability plan benefits concurrently, not to exceed the employee’s base pay. After the initial five work days of disability, accumulated sick, PTO, floating holiday and vacation time will be used, in that order, to supplement Workers’ Compensation benefits. Thus the employee continues to receive income equivalent to full pay. • g. Role of Data Management Services – Disability and Leave Services (DLS) updates Axess Timecard/PeopleSoft HRMS records each pay period for all employees on absences due to work-connected disability. DLS make certain that combined income from disability payments and Stanford does not exceed pre-disability pay and keep accurate records of leave time used.
Salary Continuation • What is it? • Salary Continuation is when a staff employee who is out on leave has accrued leave hours available to augment any payable insurance benefit. • Accrued leave hours are used to augment the difference between the insurance benefit and the employee’s normal pre-disability pay rate. Salary Continuation allows the employee to receive 100% of their pre-disability salary rate when all income sources are combined
Salary Continuation (continued) • How is this done? • Based on the employee’s bi-monthly salary and the daily insurance rate, the amount of accrued leave hours is calculated for each pay period. This amount changes each period based on the number of calendar days and working days in that pay period. • An electronic feed is uploaded each pay period from PeopleSoft HRMS absence pages into the employee’s timecard • The upload includes Leave Without Pay – Vendor Benefit hours (hours = daily benefit rate x number of calendar days in a given pay period / employee’s hourly rate) and Salary Continuation Hours
Salary Supplement – Faculty and Clinician/Educators • What is it? • For the first 90 days of an approved VDI leave, the department supplements the difference between VDI payment and appointment salary • How is this done? • The amount of the VDI/FTD benefit is deducted via the Supplemental Pay Panel in PeopleSoft each pay period. This amount will change each period based on the total number of calendar days on leave each period.
C/E Time Off With Pay • 1st 90 days = VDI + supplement with salary • After 90 days = VDI + LTD + supplement with time off with pay if available • Maternity Leave: • 1st 90 days the same • FTD, use of 2 weeks “vacation” not required before eligible • During FTD, can use time off with pay to supplement FTD benefit • Time Office with Pay—22 days (176 hours), based on average number of work days in a month; pro-rated based on FTE
Benefits of Being on VDI • Employee Benefits • Receives a weekly Benefit check from Liberty Mutual • Using a benefit that your employee is paying taxes for each paycheck • VDI benefits are tax free income • FTD benefits are State tax free income (Federal taxable) • Employee’s Stanford salary is reduced possibly further reducing their overall annual tax liability • Job protection if approved for FML/CFRA • Staff employees use less leave time per day than if not on leave • Departmental Benefits – Salary savings • Salary base is decreased by amount of the VDI benefit • Most Salary Continuation dollars are charged to the central pool
Payment Schedule • The following is a list of when checks are processed for each of the different types of payable benefits, once a claim has been approved for payment: • Short Term Disability (STD or VDI) – weekly, issued by Liberty Mutual • Family Temporary Disability – weekly, issued by Liberty Mutual • Workers’ Compensation – every 14 days based on the start date of the claim, issued by Zurich • Long Term Disability – monthly, issued by Liberty Mutual for claims originating after 1/1/08 and pre-2005, Unum for claims originating between 1/1/05 and 12/31/07 • Stanford University – twice monthly (7th and 22nd), as long as the employee has leave time available for salary continuation
Overpayments/Underpayments • Based on information received from vendors and/or HR Division contacts, employees’ pay is processed each pay period • Overpayments and/or Underpayments occur when: • Notifications are sent to DLS after the close of a pay period with start dates beginning in a closed period – employee will receive pay from insurance benefit as well as full Stanford salary. • Begin or End dates of a claim are changed after initial notification (example – days not covered by medical certification) • In addition to a possible overpayment or underpayment, the effective date is critical for benefits and compliance • Example: Stanford makes full benefit contributions for an FMLA covered leave and makes no benefit contributions for a Personal leave
Overpayment Form • This detailed overpayment explanation is sent by DLS to the HRM • HRM explains the overpayment to the employee • Employee signs the Repayment Agreement on page 2 of the document (see next slide) • The form must be signed within 10 days and submitted to payroll for action
On behalf of Benefits, HRG/Employee Relations, and Disability & Leave Services THANK YOU!
