Human Resources Campus Information Session

1
Human ResourcesCampus Information Session

• Welcome
• Tuesday, September 16, 2003

2
Introduction

• Purpose To increase communication flow with the
  campus community regarding staffing process and
  actions that affect employees

3
Agenda

• Benefit Changes/Department Enrollment
• Family Medical Leave Act
• Payroll Deadlines
• Attendance Reporting
• Questions Answers

4
Benefit Changes/Department Enrollment

• Benefit Enrollment Meetings (handout)
• Annual Enrollment Open Labs (handout)
• Enroll Online Utilizing BenefitSelect 2004
• My Southeast
• CICS username and password

5
Proposed Changes for 2004

• Two Health Insurance Plans
• Opt Out provision- Health Insurance
• Four Health Insurance Tier Levels
• New Dental Insurance Carrier

6
Proposed Changes, continued

• Changes in Prescription Drug Program
• Mandatory Generic
• Step Therapy
• Nurse Triage Services
• Case Management Services

7
New Health/Drug Cards

• New cards will be issued and mailed to employees
  homes in late December
• Discard old health/drug cards
• Utilize one card for BOTH medical services and
  prescription drugs

8
Family Medical Leave Act

• Department of Labor
• Wage and Hour Division
• Effective August 5, 1993
• Revised 1995

9
What is FMLA?

• FMLA Leave Entitlement
• Under federal law, FMLA entitles employees to
  have 12 weeks of job protected leave (paid or
  unpaid ) in a 12-month period for specified
  family and medical reasons
• Employers are allowed to substitute paid leave
  for unpaid leave based on the FMLA election

10
Reasons for FMLA

• For the birth, adoption or foster care placement
  of a child, or to care for a newborn child
• To care for an immediate family member with a
  serious health condition (spouse, child, or
  parent)
• When the employee is unable to work because of
  his/her own serious health condition

11
Intermittent/Reduced Schedule Scheduled Leave

• May be taken when medically necessary to care for
  a seriously ill family member, or because of the
  employees serious health condition
• May be taken to care for a newborn or newly
  placed adopted or foster care child (only with
  the employer approval)

12
Employee Eligibility

• Has worked for the employer for at least 12
  months and
• Has worked at least 1,250 hours during the 12
  month period prior to FMLA leave

13
Serious Health Condition

• Means an illness, injury, impairment, or physical
  or mental condition that involves
• Inpatient (overnight) hospital stay or
• A period of incapacity requiring absences of more
  than three calendar days from work, involving the
  continuing treatment of a healthcare provider or
• A period of incapacity due to pregnancy or
  prenatal care or
• A period of incapacity due to a chronic serious
  health condition (asthma, diabetes, epilepsy) or
• A period of incapacity due to a long term illness
  for which treatment may not be effective (stroke,
  Alzheimers) or
• Absences related to multiple treatments for a
  condition that would likely result in incapacity
  or more than three days if left untreated (chemo,
  dialysis)

14
Medical Certification

• An employer may require that the need for leave
  for a serious medical condition of the employee
  or the family member be supported by
  certification issued by a health care provider.
  The employer must allow the employee at least 15
  calendar days to obtain the medical certification.

15
Health Care Provider

• Doctor, Podiatrist, Dentist, Clinical
  Psychologist, Optometrist, Chiropractor, and the
  list goes on

16
Protections under FMLA

• A covered employee
• Maintains employer-paid benefits
• Will be restored to his/her original job or
  equivalent job in terms of pay, benefits and
  other terms and conditions of employment

17
Employee Notice

• Employees should provide
• 30 day advance notice when leave is foreseeable
• Notice as soon as practical when leave is not
  foreseeable deemed as verbal notice within one
  to two days
• Sufficient information for employer to understand
  that the employee needs leave for FMLA qualifying
  event (does not need to mention FMLA)

18
Employer Notice

• Post the notice approved by Secretary of Labor
• Include information about employee rights in
  handbooks and written material or provide written
  guidelines
• Provide a written notice designating the leave as
  FMLA leave, detailing specific expectations of
  the employee who is exercising his/her FMLA
  entitlement. The notice must be provided within
  one to two business days after receiving the
  employees notice of need for leave (WH-381)

19
Employer Response to Employee Request for Family
or Medical Leave (WH-381)

• Describes how the leave will be counted
• Describes the requirements of the employee to
  furnish medical certification and the
  consequences of failing to do so
• Describes the employees right to elect to use
  paid leave or the employers right to require the
  use of paid leave and the conditions relating to
  using paid leave

20
Supervisor Responsibilities

• Recognize the need to designate a leave as Family
  Medical Leave
• Notify Human Resources Benefits Office
• Collect the Health Care Certificate from the
  employee
• Assure that time sheet is marked correctly DTOS
  is recorded
• Be consistent!

21
Human Resources Responsibilities

• We will send the initial notifications (WH-381)
  to the employee copying the supervisor
• We will notify Payroll regarding the impending
  time sheets for FMLA designation

22
Payroll Deadlines

• Located on the Payroll Web site at
  http//www4.semo.edu/humanresources/payroll/calen
  dars
• A. Monthly Time Report
• B. Biweekly Time Report
• C. Monthly Leave Report
• D. Additional Pay Report

23
Payroll DeadlinesMonthly Employees

• Monthly leave reports for November
• Due 11/24/03
• Monthly time reports for December
• Due 11/24/03
• Monthly leave reports with anticipated vacation
  days in December due 11/24/03
• Monthly leave reports with sick leave for
  December due 1/05/04

24
Payroll DeadlinesBi-Weekly Employees

• DTOS entry and approval for pay period ending
  12/13/03 due by noon on 12/09/03
• DTOS entry and approval for pay period ending
  12/27/03 due by noon 12/23/03
• Any additions or changes for pay period ending
  12/27/03 are also due by noon on 12/23/03
• Schedule subject to change notification will be
  sent to the department by Payroll

25

• RG-13 Attendance Reporting
• By Debbie Howey

26
QUESTIONS ANSWERS