Leaves Overview

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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
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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

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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

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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)
• Short-Term Disability (STD)

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Disability Related Leaves

• Long-Term Disability (LTD)
• Employees may become eligible for LTD benefits
  after 90 days on STD 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

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• Roles
• and
• Responsibilities

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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

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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)
• Maintain contact with appropriate vendor,
  physician and HR Division contact regarding
  status for duration of the leave

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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 to determine if
  an additional weekly benefit amount need to be
  awarded.

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HR Department/Division Contact Role

• Counsel employee on available leave types
• Inform employee/faculty member on how pay and
  leave balances will be effected 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 employees 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

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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

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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,
  Kronos timecards, calculation for employees
  salary continuation and supp pay transactions as
  needed
• Point of contact for vendors and SU management
• Audits between SU data and vendor data
• Clear, concise internal reports

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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

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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
  Kronos Time and Leave Management
• Continuous contact with Stanford HR Division
  Contacts leave vendors regarding status, hours
  worked, etc.
• Ensure employees pay is correct and does not
  exceed pre-disability rate when all income
  sources are combined

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DLS Reports

• DLS uses approximately 20 reports for disability
  leave for job, payroll, and Kronos information
  using Hyperion
• DLS also has the following published report for
  all HR Division Contacts

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DLS Reports (continued)
Stanford,Jane
0111111
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Handouts and References

• What to do if you become sick or disabledFaculty
• What to do if you become sick or disabledStaff
• Liberty Mutual authorization card (SDI, LTD, FTD,
  FML)

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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/cg
  i-bin/health_and_life/disability/

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Benefits Website
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Medical Life Link
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Disability Benefits
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• Federal
• and
• State
• Job Protections

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Key to Next Slide

• FMLA Family Medical Leave Act
• CFRA California Family Rights Act
• PDL Pregnancy Disability Leave
• LOA Leave of Absence
• LTD Long Term Disability
• VDI Voluntary Disability Insurance
• FTD Family Temporary Disability Insurance

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FMLA, CFRA and PDLKnow the Difference

• End of 12 Weeks
• Return to work
• Personal LOA (with Department approval)
  (e.g. continued VDI/LTD)
• Job protected by Stanford, not law
• Could be terminated

• All Disabilities, except Pregnancy
• VDI if eligible FMLA CFRA
• Up to 12 wks/3 months-if eligible
• Job protected by law
• FMLA CFRA run concurrently

Maximum 12 weeks/3 months

• Pregnancy Disability
• VDI, PDL and if eligible FML
• Up to 16 weeks/4 months
• Job protected by law
• VDI PDL start 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)
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Typical Maternity Leave
Pregnancy Disability Leave (PDL) PrePartum Pregnancy Disability Leave (PDL) PostPartum Family Temporary Disability (FTD) Mandatory Vacation Family Temporary Disability (FTD) Balance of Bonding Leave
Typically begins 1 to 4 weeks before expected delivery date Requires Dr. statement Using Sick, PTO, Floating, Vacation hours to augment insurance benefit. Typically 6 to 8 weeks after delivery date (based on delivery type Dr. certification) Requires Dr. statement Using Sick, PTO, Floating, Vacation hours to augment insurance benefit. Maximum 80 hours or all available vacation time (The 80 hours is prorated for part-time). May only use Vacation hours. If no vacation hours, FTD begins immediately. There is no disability benefit during this period. May be up to 6 weeks after FTD Mandatory Vacation. May be used up to 1 year after birth of child. Requires Bonding Certificate. Only PTO, Floating and Vacation hours can be used to augment insurance benefit. May be up to 4 weeks after the FTD Leave. Requires 1 year service of 1,250 hours. May only use PTO, Floating, Vacation hours. No disability benefit during this period.

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
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• Salary Continuation/
• Salary Supplement

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Admin Guide 27.7 Sec 2.a (page 2)
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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 employees 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 Data
  Management Services (DMS) updates
  Kronos/Peoplesoft HRMS records each pay period
  for all employees on absences due to
  work-connected disability. DMS make certain that
  combined income from disability payments and
  Stanford does not exceed pre-disability pay and
  keep accurate records of leave time used.

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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
  employees 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

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Salary Continuation (continued)

• How is this done?
• Based on the employees 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 Kronos
  Time and Leave Management
• The upload includes Leave Without Pay Vendor
  Benefit hours (hours daily benefit rate x
  number of calendar days in a given pay period /
  employees hourly rate) and Salary Continuation
  Hours

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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.

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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 Pay22 days (176 hours), based
  on average number of work days in a month
  pro-rated based on FTE

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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)
• Employees 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

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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 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

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Salary Continuation Projection
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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

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Overpayment Form
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Overpayment Form Page 2
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• On behalf of Benefits, HRG/Employee Relations,
  and Disability Leave Services
• THANK YOU!