Leave of Absence - Schneider Electric
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Transcript Leave of Absence - Schneider Electric
Leave of Absence
Administration
Updated August 2012
Agenda
Leave of Absence (LOA) Administration – Current State
What’s Changing
LOA Process
Roles & Responsibilities and Timeline
Tools and Resources
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Current State
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LOA Administration – Current State
LOA Administration was identified as an area where Schneider Electric
would benefit by outsourcing to ensure efficiencies through resources,
compliance, and reporting.
Each Business Unit manages LOA process independently
• Resources include Human Resources (HRBPs & Shared Services), Managers, and
local Leave Coordinators
Compliance with State and Federal Laws
• Lack expertise with the 86 different state and federal leaves
Various LOA tracking methods
• Lack of standard process
• Reporting
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What’s Changing:
Salaried and Non-union
hourly employees
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What’s Changing – 7/1/2011
Third party administrator - Reed Group, Ltd.
• Outsource leave tracking and approval process
• Online portal for HR & Managers
Process to request a leave of absence
• Employee to contact Reed Group to request a leave
• NOTE: Employee must continue to notify their supervisor/manager as well
• PeopleLink inputs into bridgeHR from daily Reed Group report (HR no longer
completes LOA form for salaried and non-union hourly employees)
Communications from Reed Group
• HR & Manager:
• E-mail notice upon leave request
• Approval/Denial e-mail
• Extension requests
• Return to work notifications
• Employee:
• Acknowledgement Letter
• Doctor’s Certification
• Approval/Denial Letter
• Return to work phone call confirmation
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What’s Changing
– 7/1/2011
Future
State
● All U.S. entities in ADP Payroll System (salaried and hourly; excludes unions)
Offering
Vendor
•1 Process (all leaves)
• Compliance w/ State
& Federal Laws
• Standardization
•System Interface
Power
Industry
Buildings
IT Business
Energy
25 Entities
Customers
Front
Office
Ees, HRBP,
Managers,
PeopleLink
1 Vendor
10 Leaves
Interfaces
FMLA
LOA
Military, etc
ADP
Prudential/Unum
AON, REED, NovaPro
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Back
Office
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LOA Process
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LOA Process – Family and Medical Leave (FMLA)
Employee notifies supervisor & calls Reed Group at 1-800443-9706. According to SLA with Reed Group, 85% of calls
will be answered within 30 seconds.
Reed Group sends paperwork to employee.
Employee completes & returns to Reed Group.
Reed Group determines FMLA eligibility & partners
with Prudential for medical determination (if leave is for
own serious health condition)
Reed Group notifies PeopleLink of leave requests and
status via a daily report. PeopleLink codes leave in
BridgeHR
When employee is able to return to work, employee
calls Reed Group & presents the return to work note
to supervisor*
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LOA Process – Other Leaves
Worker’s Compensation
• Runs concurrent with FMLA
• Reed Group is notified by NovaPro, workers compensation provider, daily
• Any workers compensation other than NovaPro, the regular FMLA process would
need to be followed
Non-FMLA Leaves
• Similar process to FMLA
• HRBP works with the business to determine if leave can be granted
• HRBP has 4 business days to respond to e-mail; if no response, leave will be
automatically granted
Military Leave
• Active Duty
• Reserve Duty
• HR will still calculate any differential pay and notify payroll.
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Roles, Responsibilities
and
Timeline
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Roles & Responsibilities - Employee
Inform Supervisor when a leave is needed
Call Reed Group at 1-800-443-9706 to request a leave
Complete and return required paperwork to Reed Group in a
timely manner
• If leave approved, remain in contact with Reed Group throughout the leave – including
a notification of a return to work date
• Obtain return to work note from their medical provider
• Present return to work note form to supervisor
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Roles & Responsibilities – HRBP
Ensure that reporting relationships are correct in bridgeHR
• Reed Group will send e-mail notifications to an employee’s supervisor re: leave
requests, extensions, etc.
• If reporting relationships are not correct, this will result in a breakdown in the
communication/notification process
Approve/deny personal and non-FMLA medical leave requests
with Reed Group via e-mail within 4 business days
Consult with Schneider Electric’s Legal Department before any
employment decisions are made with an EE on leave/short-term
disability
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Roles & Responsibilities - Supervisor
Ensure that reporting relationships are correct in bridgeHR
Verify accrued and available PTO
• Enter hourly PTO into time tracking system
• Salaried PTO entered by PeopleLink
Review leave notifications from Reed Group (online reports
available)
Contact Reed Group with any questions
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Roles & Responsibilities - PeopleLink
Enter the leave event in bridge HR
• Leave types identified on Reed Group reports
Verify Paid Time Off with employee’s manager
• Notify payroll of PTO to be paid for salaried employees only
PeopleLink does not directly answer any questions
regarding LOA and disability status
• Reed should be contacted for leave status
• Prudential should be contacted for disability status
• PeopleLink is able to answer status of approved disability payment amounts and dates
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LOA Administration Implementation Plan
WHEN
June
July 1
July
1-15
WHAT
Complete
LOA
takeover
spreadsheet
for leaves
prior to
6/17/11
Reed Group
begins
administering
LOA process
Issue
resolution
calls (SIM)
Reed Group
begins
administering
LOA process
HRBPs
All U.S.
entities in
ADP
(salaried &
hourly)
HRBPs,
Reed Group,
LOA team
All U.S.
union
employees
WHO
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Tools and Resources
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Tools and Resources
Your Leave of Absence Resource – HR and Managers only
- https://schneiderelectric.leavepro.com
-Click Register Here
-Provide SESA#, Date of Birth, and home address postal code
Reed Group Customer Service
- Phone: 1-800-443-9706
- Hours of operation: Monday through Friday, 7 a.m. to 7 p.m. Mountain Time
PeopleLink intranet – “My Company”
- NA Harmonized Policies > LOA policy
- U.S. Leave of Absence > HR & Manager presentation and breeze, Reed Group
contact info and reports job aid
Process Documents
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Tools and Resources - Reports
Available online at https://schneiderelectric.leavepro.com
• Access only to the employees you support
• Reporting Job Aid available on PeopleLink>My Company>U.S. Leave of
Absence
Able to export to Excel for sorting
• Can be viewed by Company, Division, HRBP, Location or Cost Center
Additional information report data
•
•
•
•
Last day worked
First day of leave
Return to work
Supervisor/manager
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