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Parental Leave/Disability Toolkit. (Almost everything expectant Moms, Dads, Partners, Employees need to know about Leave of Absence). Glossary. Materials. Expectant Parents Handbook SDI/PFL Packets/Restoration Forms 3
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Parental Leave/Disability Toolkit (Almost everything expectant Moms, Dads, Partners, Employees need to know about Leave of Absence)
Materials • Expectant Parents Handbook • SDI/PFL Packets/Restoration Forms3 • Benefits Change Form/VTO Application/LOA Application/CareShares applications • Glossary of Terms used in class and Departments • Additional Information (Appendix) • Time Calculator • Contact List • Payroll Schedule • Flowchart of Forms, Timelines, Requirements
Leave of Absence(LOA) Sandy Cohen Permission to take extended time off
Types of Leave • Medical-Up to 1 year. Includes illness, injury, childbirth and pregnancy related conditions or care for an immediate family member with illness or injury. • Parental-Up to 6 months during the first year following the birth or placement of a child in the home (adoption or foster care). Twelve weeks are allowed by law, after 12 weeks is at the discretion of the Department. • Parental Leave is for Dads, Partners & Adoptive Parents. • Personal-Up to six months at the discretion of the department.
Length of Time off Pregnancy Post Birth Birth Length of Time Law Job Reinstate
Laws that Affect my Leave • FMLA Family Medical Leave Act- Provides up to 12 weeks (480) hours per calendar year for birth or placement of a child or serious medical condition of employee or immediate family member. • Starts on the first day of leave • Protects status of health benefits, protects against discipline for excessive absence, protects your right to return to your job.
Applying for FMLA? • FMLA eligibility is considered as part of your LOA request and is noted on the LOA form. • You must have been employed by the County for a year and have 1250 regular work hours within the last twelve months. • If you are approved for FMLA, you will receive a letter outlining the dates it covers. • Remember- FMLA is just related to leave, not money.
How long will the County let me be out? • Law states max 12 weeks for FMLA related leave • Dads & Partners Too! • Time following Medical and Parental as required by law (between 4-6 months) is at the discretion of the department.
What is the LOA form? • Leave of Absence (LOA) form is obtained from your Payroll Coordinator. • It is completed by the employee, approved by the supervisor and Department head and forwarded to Human Resources. • Employees may designate the type, number and order in which their hours are used. • Medical Leave requires a Doctor’s note to accompany the form.
What type of time can I use? • Sick Leave- Used during Medical portion of Leave while you are under a Doctor’s care • 30 days of sick leave may be used at any point of your Parental leave. • For Medical Leave, sick time must be exhausted before employee may go into unpaid status.
What other types of time can I use? • Vacation, Comp or Holiday time may be used for any type of leave. • Employee may designate number of hours to use and the order in which to use them. • Employee may leave time on the books for when they return to work. • Employee may not go into unpaid status while on VTO.
Remember… • Sick time can only be used while you’re under Doctor’s care and the thirty days of your parental leave. • If you saved up 900 hours of sick leave, you will probably not be able to use it all during your leave. • You will need to rely on other types of time such as vacation, comp., etc.
Can I opt for a month of unpaid and then use my time? • Employee may not select to move between paid and unpaid status. All time balances must be designated and/or used prior to unpaid status. • Exception: Employees whose time is restored through integration may experience some transition between paid and unpaid status.
Getting Paid Jocelyn Carpio
SDI • State Disability Insurance (SDI) is a partial-wage replacement insurance plan for California workers. • The SDI program is State-mandated and funded through employee payroll deductions. • SDI provides affordable, short-term benefits to eligible workers who suffer a loss of wages when they are unable to work due to a NON WORK-RELATED illness or injury, or a medically disabling condition from pregnancy or childbirth.
When/How do I turn in the SDI form? • Place the completed, signed form(s) in the envelope provided. • Mail your claim no earlier than 9 days but no later than 49 days, after the first day you became disabled. • If your claim form is late, you may lose benefits. • If your claim form is early, EDD will return it back to you.
When does SDI start? • Most claimants are sent SDI checks within 2-3 weeks after a properly completed form is received. • By filling in your claim completely and verifying that all information is correct, you play a valid role in maintaining fast benefit check delivery.
How Does SDI Work with my County pay? • There is a process of integration/restoration where the County gives you some of your time back • For the average pregnancy, the SDI related leave is 4 weeks before the baby is born and six weeks after. • A number of circumstances may impact that pattern, check with SDI about eligibility if you do not fit this mold. • Some employees are not covered by SDI- Management, Confidential and Attorneys.
Restoration Form • Restoration form is included in the SDI packet and can be obtained from your Payroll Coordinator or the Controller's Office. • The employee returns it to the Controller’s office if they wish to integrate vacation, comp or holiday time back into time balances.
Integration & Restoration 101 • County Check (sick, vac., comp. pay) • SDI Check- Money from the State • Controller’s office determines how much your SDI check is worth in hours and puts those hours back in your time balances (restoration). • The dollar amount of the SDI check is subtracted from your County paycheck on payday (integration).
What is Integration/Restoration? • Example: • SDI Check = $1,000 • Divide SDI by your hourly rate = 25.00 • 1,000/25= 40 hours restored • The dollar amount for the restoration is deducted from your County paycheck on payday. • Integration is "buying back" part of the leave hours you have used during your disability.
Integration/Restoration • The SDI check issued by EDD is included with your pay stub and distributed on payday to your payroll clerk or supervisor. • If you receive your SDI check(s) directly to your home, send a copy of the entire check(s) including check stub to the Controller's Office. • Your SDI check cannot be directly deposited to your bank account.
Remember… • Sick Leave is always restored first and then other time is restored in the order used by pay period. • Sick leave is restored automatically if you receive SDI. • Vacation, comp and holiday is only restored if you submit the Restoration form.
What Hours will be restored through SDI? • Controller's Office will restore used sick leave hours only. • If you wish to restore vacation,comp. or holiday time, you need to fill out the "SDI Restoration Request Form“ and return to the Controller's Office immediately. • VTO is not restored
Paid Family Leave (State Program) • Paid Family Leave (PFL) provides up to six weeks of paid benefits to employees who are covered by SDI and take time off to care for others or bond with a newborn or newly adopted child. • EDD will send you the forms prior to your SDI ending.
Expanded Disability • Management, Confidential and Attorneys are not eligible for SDI. • The County offers short term disability benefits and Expanded Short Term Disability Benefits for those employees. • Only employees on Expanded Disability are eligible to buy back sick hours used during leave.
What Hours will be restored through the Expanded Disability Program? • For Management, Confidential and Attorneys: • Controller's Office will restore used sick leave hours only (effective 7/1/07). • Submit a copy of your ING check to the Controller’s office within 30 days of receiving it • Vacation, comp. or holiday time is not restored for expanded disability recipients. • VTO is not restored for any employees
Getting Paid Pregnancy Post Birth Birth Lengthof Time Law State County
County Health Benefits Marife Ramirez de Cartagena
How long do I have full benefits? • During your leave you must continue to pay your portion of the benefit cost. • As long as you remain in full pay status your benefits are unaffected. • Once you are out of paid status for two full pay periods, employee must pay their portion and County portion to retain full benefits, except: • While Covered under FMLA(up to 12 weeks), County portion of benefits are paid whether or not you are in pay status. • For MedicalLeave, employees get two pay periods for each year of County Service once out of paid status.
Adding the Baby • Be sure to add the new baby(ies) to your health coverage within 31 days of birth. • If you wait beyond 31 days, you will have to wait for open enrollment! (That’s a heck of a long time!)
How much do I pay for Health Benefits? • This is dependent on your pay status and benefits package. • Your Payroll Coordinator can estimate the cost by looking at the County Contribution in your Gross to Net Earnings in the Payroll system. • Life Insurance too. • See Benefits chart at the back of the packet.
When do I pay? • You continue to pay your portion through-out. • Once out of pay status the employee pays the full premium. • Benefits Division will notify you when you must pay for benefits • Questions?? Contact Benefits Division at X4229
Frequently Asked Questions (FAQS)
How long will I get paid by the County? • As long as you have the appropriate time balances. • Sick Leave for Medical Leave • Vacation, Comp, Holiday, VTO for parental or personal. Use of these hours are optional for Medical Leave.
What is the difference between LOA form and Restoration form? • The LOA form allows you to request time off for Medical, Parental or Personal leave. • The LOA form is obtained from your Payroll Coordinator. • The Restoration form allows time to be restored to your time balances. • The Restoration form is obtained from the Controller’s office.
What other forms do I need? • The LOA form completed and approved by your department and Human Resources. • SDI packet from the Controller’s office that guides you through the SDI process. • If you don’t qualify for SDI, talk to the Controller’s office about other options. • Benefits Change Form for your new baby.
Why am I not getting paid each payday? • Employee exhausted his or her time. • Controller's Office did not receive the SDI check from EDD or a copy of the SDI check from the employee. • Controller's Office did not receive the SDI check on time. • EDD requires additional information from the employee or the County.
Can I save time and go unpaid? • For Medical Leave, sick leave must be exhausted before employee may go into unpaid status. • For Parental Leave, an employee may use up to 30 working days of sick leave. An employee is permitted but not required to exhaust paid leave ( vacation, comp., holiday, etc.). • Employee may designate number of hours to use on the form and is not required to exhaust all hours before going into unpaid status
Additional Programs for new Parents… • Careshares • Flexible Spending Account • Corporate Lactation Program • Childcare Center Contact the Benefits division for more information on any of these programs.
Appendix • Contact List • Forms • Flowchart • Payroll Calendar • Time Calculator • Benefits Chart
