University Health Associates

1. University Health Associates I need to be off work…… What do I do? Please you the left and right arrow keys to move from slide to slide.

2. Ask yourself: • Will I need to be off more than 7 days? • Yes = You will need to complete a Family Medical Leave Request Form or Physician Statement and submit it to your supervisor and Human Resources • No = You will just need a physician statement to attach to your timesheet

3. What Next? • I submitted my form, now what? • Once you have submitted your Leave Request Form, Human Resources will determine what type of leave you are eligible for. • Family Medical Leave of Absence • Medical Leave of Absence

4. What is Family Medical Leave of Absence • The FMLA allows employees to balance their work and family life by taking reasonable unpaid leave for certain family and medical reasons. • Employees are entitled to take up to 12-weeks of unpaid leave if they meet the eligibility criteria for FMLA • The employee’s job is protected during this leave in most cases

5. FMLA Eligibility • To be eligible for FMLA, an employee must meet all of the following requirements: • Must be a full-time or part-time regular employee • Temporary employees and students are not eligible • Employed by UHA for at least 12 months • Worked at least 1,250 hours in the previous 12 months • Meet the family or medical criteria for the FMLA Act.

6. Reasons to take FMLA • An employee is granted leave for any of the following reasons: • Birth and care of a newborn child of the employee • Placement of a child for adoption or foster care for the newly placed child • Care for immediate family member(spouse, child or parent) with a serious health condition • Medical leave for the employee when they are unable to work due to their own serious health condition

7. UHA & Specifics of FMLA • 12-weeks entitlement is over a rolling calendar year • UHA will determine eligible time by verifying any previous time used in the previous 12 months from the first day of the leave being requested • Example - May 1, 2005 you request a leave through May 31, 2005. UHA will look back to May 1, 2004 to see if you had taken a FMLA during that time and if so, how many weeks were used. If you took a 2 week leave August 1, 2004 - August 14, 2004, then you will only be eligible for 10 weeks for the May 1, 2005 leave since you had taken 2 weeks within the past 12 months. • Additionally, once you get to August 1, 2005, you will also regain the days you used prior in 2004 since the calendar continually moves as you progress through your leave.

8. UHA & Specifics of FMLA • Who are immediate family members • Your spouse (includes common-law) • Your Parents (not in-laws or grandparents) • Your children(biological, step, adopted or foster) • In some cases, if the child is an adult, over the age of 18, you may not be eligible to take FMLA. The adult child must be incapable of self-care due to a mental or a physical disability.

9. UHA & Specifics of FMLA • “Serious Health Condition” as certified by a health care provider • Inpatient care • Incapacity for three consecutive days with continuing treatment by health care provider • Pregnancy or prenatal care • Treatment for incapacity due to chronic health condition

10. UHA & Specifics of FMLA • Unpaid leave versus paid leave • The FMLA Act allows employers to substitute paid leave for the period of time taken under FMLA • UHA requires an employee to use their Short-Term Disability and, in some cases, their Paid Time Off when on FMLA

11. “Serious Health Conditions” • Some examples of health conditions considered serious under FMLA: • cancer, Alzheimer's, severe stroke, illness requiring hospice care, asthma, or other severe chronic conditions • Some examples of health conditions not considered serious under FMLA: • common cold, flu, dental, orthodontics, acne treatments, and normal physician visits

12. Who is a Health Care Provider? • A Health Care Provider is: • Physician • Podiatrist • Dentist • Clinical Psychologist • Optometrist • Chiropractor licensed in our state • Mid-Level Provider: Nurse Practitioner, Physician Assistant, Clinical Social Worker • Christian Science Practitioner

13. Who is not a Health Care Provider? • A Health Care Provider is not: • Registered Nurse • Physical Therapist • Counselor • Front Office Staff • Technician or Technologist

14. Paid Leave Substitution • The Paid-Leave Substitution follows the same premise as our Short-Term Disability policy • Inpatient, invasive or evasive procedures or emergent care for serious health conditions give an employee immediate access to STD and continued access to STD for the period of incapacity • Three or more days of incapacity without one of the above reasons requires the employee to take the first 2 days of incapacity as PTO, then they can access STD on the third day. To continue accessing STD for the remainder of the illness, the employee would need a physician statement • The employee can choose to access PTO once they have exhausted their STD for FMLA except for pregnancies extending beyond the normal recovery times. In some cases of a Medical Leave, the employee may be required to access PTO once they have exhausted their STD, as well.

15. Full FMLA or Intermittent FMLA • Full FMLA • Off work for 7 or more consecutive days • Time is taken in 8 hour days • Intermittent FMLA • Off work intermittently over a specific time period • Time is taken as needed in hourly increments, periodically during the specified time period

16. UHA & Intermittent FMLA Specifics • For Intermittent FMLA, UHA will allow the employee to access STD or PTO depending on the reason for the leave • For periodic treatments for chronic illness, the employee can access STD • For periodic follow-up physician visits, the employee can access PTO ***Remember we still follow the STD policy when determining the type of paid leave to substitute.***

17. Certification of Leave • Certification (physician statement) or the Family Medical Leave Request form must be submitted to Human Resources as soon as possible or prior to a leave known in advance • If certification is not received within 30 days of the first day of the leave, the leave can be denied for FMLA. • For intermittent leave, employees should provide a physician statement to their supervisor for each occurrence to ensure the appropriate Paid Leave is used.

18. Recertification • UHA requires employees on an intermittent leave to recertify the need for the leave annually • UHA requires employees to recertify any time there is a change in the original leave request

19. Returning from Leave • UHA requires all employees returning from FMLA to present a Return-to-work slip prior to working • Return-to-work slips are to be presented to supervisors and HR • If the leave was for a family member, a return-to-work slip is preferred; however, a verbal notification can be given to the supervisor and HR

20. I am not eligible for FMLANow What? • If you do not meet the eligibility for FMLA, you may still qualify for a Medical Leave of Absence • Medical Leave of Absence entitles the employee to up to 6 months or 26 weeks of leave for serious health conditions. • UHA uses the same criteria for determining medical need for a Medical Leave of Absence as we use for FMLA

21. Medical Leave Specifics • Medical Leaves run concurrent with all other leaves. An employee can only be authorized to be off the job a total of 6 months/26 weeks in a rolling calendar year • Example - you have exhausted your FMLA entitlement (12 weeks) and need to be out again for 6 weeks. This would be a Medical Leave, but you would only have 8 weeks remaining of Medical Leave at the end of the current 6 week request. • Still follows a rolling calendar year

22. Medical Leave Specifics • Immediate Family • Same as the FMLA • Serious Health Conditions • Same as the FMLA • Paid Leave Substitution • Same as the FMLA • Certification/Recertification • Same as the FMLA • Health Care Providers • Same as the FMLA

23. Resources • Family Medical Leave Request Form • UHAonline under Human Resources - Forms • Family Medical Leave FAQ • UHAonline under Human Resources - Frequently asked questions • Human Resources is available to answer your specific questions • 293-4270