U.S. Leave of Absence Program (Informational Guide) Program - - PowerPoint PPT Presentation

U.S. Leave of Absence Program (Informational Guide)

• Wesco’s Leave of Absence Program
• Common Leave Requests
• Overview of Family Medical Leave
• Intermittent Leave
• Leave of Absence Management Process
• Tools and Resources
• Roles & Responsibilities

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Program features

Wesco’s Leave of Absence Program

Wesco’s Leave of Absence Program is administered by Lincoln Financial Group (LFG).

• The program includes:

– Federal and State Leaves including, but not limited to:

• Family Medical Leave Act
• California Family Rights Act
• Pregnancy Disability Leave
• Military Leave
• Military Caregiver Leave

– Personal Leave (Medical and Non-Medical) – Disability Claims

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➢ Common Le Leave Requests

Common Leave Requests

• Employee’s Own Serious Health Condition
• Care of a Family Member’s Own Serious Health Condition
• Birth of a Child, Adoption, or Foster Care
• Pregnancy Disability
• Military Orders, Training, or Deployment
• Care for Injured Service Member

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➢ Overv rview: Family Medical Le Leave

What is FMLA?

The Family Medical Leave Act (FMLA) is a federal law that provides a maximum of 12 weeks of leave within a rolling 12 month period.

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FML Eligibility

• Worked for Wesco for 12 months (need not be consecutive) and has

met 1,250 hours within 12 months preceding a leave request

FML can be used for:

• Birth of a child, Adoption, Foster care
• Baby bonding
• Serious health condition for self, parent, or spouse/Domestic Partner
• An employee’s parent, child, or spouse called to active duty to a

foreign country

• Care for Injured Service Member

FMLA runs concurrent with the following state leaves:

• Pregnancy Disability Leave (PDL)
• CFRA (CA only)
• Workers Compensation

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What is is NOT a Serious Health Condition?

Common Cold Flu Earaches Upset Stomach Headaches (Excluding Migraines) Routine Dental Treatment

➢ In Intermittent Le Leave

Intermittent Leave of Absence Management

An employee may be eligible for leave intermittently for his or her own serious health condition or to care for a family member’s serious health as defined by leave laws.

• Intermittent leaves must be reported to Lincoln Financial and

certified.

• Intermittent occurrences must be reported within 2 business days
• f the absence.
• Employees must follow Wesco’s internal time-off reporting

procedures.

• The smallest increment of intermittent time that may be reported is

15 minutes.

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➢ Le Leave of f Absence Management Process

Contact-

• Lincoln Financial and report new leave requests

within 30-days prior to requested time off at: —Phone: 1-800-423-2765 —Web: www.LincolnFinancial.com Paperwork-

• Complete and submit documentation within

specified timeframes.

• Follow the company’s reporting procedures for

time-off requests. Communication-

• Inform your manager and HRBP of your status and

intent to return to work.

• Inform Lincoln Financial of return to work date or

if any circumstances of the leave change.

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Employees Reporting a Leave of Absence

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Leave Initiation Process (Example of Medical Leave)

Employee contacts LFG to request a leave of absence. Leave review initiated by LFG Certification reminder sent to employee by LFG Certification submission deadline to LFG A determination will be rendered based on certification

Day 1 Day 1-5 Day 10 Day 15

Pay Du Durin ing a a Le Leave

• Leave of absences are unpaid. Employees may substitute unused vacation, sick,
• r personal time.
• To request unused vacation, sick, or personal time, please contact your

manager to input time requests through the ADP E-time system or contact the Payroll Department at payroll@wescoair.com

Information is Wesco Aircraft Proprietary and Confidential

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Percentage of Disability Pay and Provider Information Type Length Wages State Disability Ins. (SDI) Varies by state 55% Short-Term Disability (STD) 25 week maximum 60%* Long-Term Disability (LTD) 6 month waiting period (Benefit to age 65) 60% up to $10,000/month Paid Family Leave

• Ins. (CA State)

6 week maximum 55% *Short-Term Disability is offset by State Disability Insurance. Maximum benefit is 60%

Benefits During a Leave

The federal regulations require that coverage under Wesco’s group health plan continue as if an employee were actively at work. To maintain healthcare coverage, please refer to the following: Timely Premium Payment

• Employees are required to submit premium

payments within 15 days from the due date. Health Insurance Payments

• Submit check or money order, made payable

to Wesco Aircraft, Attn., HR-Benefits, 24911

• Ave. Stanford, Valencia, CA 91355.

Qualifying Events

• Employees can add or remove dependents

during a qualifying life event, which are: marriage, divorce, death, loss of coverage, birth, or adoption of a child.

Information is Wesco Aircraft Proprietary and Confidential

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Return to Work Process

Employees must be cleared by Lincoln Financial Group. If an employee has work restrictions and/or requires accommodations, Lincoln Financial and HR – Benefits MUST review the requested accommodations prior to the return to work date.

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Contact Lincoln Financial (All Leaves)

• Employee MUST contact Lincoln with intent to return to work

Non-Medical Leaves

• Lincoln will communicate anticipated return to work date.
• HR-Benefits will work with Manager & HRBP to confirm employee

returned to work. Modified Duties Certification (Employee’s own serious health condition)

• A doctors note indicating job restrictions MUST be approved prior to

returning to work. Fitness for Duty Certification (Employee’s own serious health condition)

• This clears an employee to return to work with no restrictions.

ADP E-time (All Leaves)

• Employees must NOT clock in unless proper release is received .

➢ Tools and Resources

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Register at LincolnFinancial.com

• To access the mobile application, first register at

www.LincolnFinancial.com

• Click on ‘Log In/Register’ to begin the process

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Registration - Continued

• Click on ‘Group Insurance Policy/Certificate’
• Complete the registration process, which includes:

– Creating your account name and password – Setting your login and security information – Review Protected Health Information (PHI) notification

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Accessing the Portal (24/7)

• Log in at www.LincolnFinancial.com or via the Mobile app to view and

manage your claim.

• Employees and the HR-Benefits department can access the following:

– Reporting a new absence claim – Checking the status of an existing absence claim – Adding intermittent time – Entering a return to work date

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Accessing the Mobile Application

• Go to the App Store or Google

play

• Search for Lincoln Financial

Group

• Locate Lincoln Financial Mobile

–It will also say Lincoln Financial Group below the title –You will see the silhouette of Abraham Lincoln with the words “My Accounts” below the image –Click Install to get started

• To view, initiate, and

manage absence claims, select ‘Absence Claims’ – To initiate a new claim

• Select  ‘New

Absence Claim’, and select a new absence request – To view claim details

• Select

corresponding absence claim number

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Viewing and Initiating Claims

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Help and Support

Give Lincoln Financial a call!

• Report an absence, ask a question, etc.
• Ph. (800) 423-2765
• Identify yourself as an Insured
• Enter your SSN
• Available 7:00 AM – 7:00 PM (CST),

Monday – Thursday

• Available 7:00 AM – 5:00 PM (CST)

Friday

Visit Lincoln Financial on the Web!

• Available at www.LincolnFinancial.com

(24/7/365)

• Report an absence, check the status of a

leave of absence request, run a report, etc.

Help and Support

• Select  ‘Help and Support’ from the

home screen to view LFG’s contact.

• Contact information includes:
• Email address / Phone number / Fax #

➢ Health In Insurance Portability Act t (H (HIP IPAA)

What is the Health Insurance Portability and Accountability Act? It is a federal regulation that safeguards health care recipients' personal health information HIPAA does the following:

• Limits employer plans to exclude coverage for preexisting conditions.
• Provides additional opportunities to enroll in a group health plan if you

lose other coverage or experience certain life events.

• Protects medical records including health factors, prior medical

conditions, previous claims and genetic information.

• HIPAA information is private and MUST be kept confidential at all times.
• Any HIPPA information may NOT be discussed with other employees.

Understandin ing HIP IPAA

THANK YOU