U.S. Leave of Absence Program (Informational Guide)
Program features • 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 2
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 3
➢ 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 5
➢ 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. 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 7
What is is NOT a Serious Health Condition? Common Cold Flu Earaches Upset Stomach Headaches (Excluding Migraines) Routine Dental Treatment 8
➢ 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 of 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. 10
➢ Le Leave of f Absence Management Process
Employees Reporting a Leave of Absence 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. 12
Leave Initiation Process (Example of Medical Leave) A Employee determination contacts LFG Certification will be to request a reminder sent rendered leave of to employee based on absence. by LFG certification Day 1-5 Day 15 Leave review Certification Day 1 Day 10 initiated by submission LFG deadline to LFG 13
Pay Du Durin ing a a Le Leave • Leave of absences are unpaid. Employees may substitute unused vacation, sick, or 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 Percentage of Disability Pay and Provider Information Type Length Wages State Disability Ins. Varies by state 55% (SDI) Short-Term 25 week maximum 60%* Disability (STD) Long-Term Disability 6 month waiting 60% up to (LTD) period (Benefit to $10,000/month age 65) Paid Family Leave 6 week maximum 55% Ins. (CA State) *Short-Term Disability is offset by State Disability Insurance. Maximum benefit is 60% 14 Information is Wesco Aircraft Proprietary and Confidential
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. 15 Information is Wesco Aircraft Proprietary and Confidential
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. 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 . 16
➢ Tools and Resources
Register at LincolnFinancial.com • To access the mobile application, first register at www.LincolnFinancial.com • Click on ‘Log In/Register’ to begin the process 18
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 19
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 20
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 21
Viewing and Initiating Claims • 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 22
Help and Support Give Lincoln Financial a call! Help and Support • Report an absence, ask a question, etc. • Select ‘ Help and Support ’ from the • Ph. (800) 423-2765 home screen to view LFG’s contact . • Identify yourself as an Insured • Contact information includes: • Enter your SSN • Email address / Phone number / Fax # • 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. 23
➢ Health In Insurance Portability Act t (H (HIP IPAA)
Understandin ing 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.
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