Transcript The Importance of a Good Performance Appraisal

Leave Accrual and Usage
Worker Compensation Process
February 12, 2002
WVU Extension Service
New Employee Orientation Training
Linda Hildebrand
Benefits and Classification Manager
[email protected]
Types of Leave
• Annual Leave
• Sick Leave
• Medical Leaves of
Absence - Paid/Unpaid
• Maternity Leave
• Catastrophic Leave
• Family Medical Leave
Act
• Personal Leave of
Absence - Paid/Unpaid
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Funeral Leave
Emergency Leave
Military Leave
Jury Duty/Witness Leave
Professional Development
Leave
• Employee Education
Leave
Annual Leave Accrual and Usage
• Based on Years of Service* – Full-Time Regular
• Full Time Equivalency (FTE) affects accrual rates
• Rate changes in month following anniversary month
versus end of calendar or fiscal years
• Leave accrues each pay cycle
• Leave usage reported each pay cycle
• Leave cannot be taken before it is accrued
*WVU Human Resources confirms official years of service for
employees
Sick Leave Accrual and Usage
• Full Time Equivalency (FTE) affects accrual rates
• Leave accrues each pay cycle - no accumulation
limit
• Leave usage reported each pay cycle
• Leave cannot be taken before it is accrued
Program Center Web-based
Leave Request Forms
• Program Center leave contacts:
– ANRD - Mary Higgins [email protected]
– CEWD - Deloris Ratliff [email protected]
– 4HYFAD - Diane Lambert [email protected]
http://intranet.ext.wvu.edu/utilities/cgi/leavecgi.htm
Medical Leave of Absence - Paid
WVU Medical Verification/Catastrophic Leave Form
- Employee submits to HR Medical Management Unit
- Form completed by employee and physician
If seeking leave under the Family Medical Leave Act for
family member, the Family Medical Leave Verification must
be completed
Accrued leave will be charged as per WVU policy.
Medical Leave of Absence - Unpaid
Department notifies employee to contact HR
Benefits regarding payment of health and other
benefit deductions.
Faculty - Unpaid medical leave affecting the
critical year for tenure track, consult with
Academic Affairs.
When employee is able to return to work, must
provide HR Medical Management, acceptable
medical documentation from physician.
NOTE: Employee cannot return to work without
proper documentation.
Catastrophic Leave
Classified and Non-classified Employees
Employee can submit a Medical Leave
Verification/Catastrophic Leave Form completed by
employee and attending physician.
HR Medical Management will notify department and
employee of request results.
If not approved, department/EBO will follow Unpaid
Medical Leave procedures.
If approved, department/EBO will make a generic
announcement within Extension requesting leave
donations.
Catastrophic Leave
Classified and Non-Classified Employees
(continued)
• If sufficient leave is donated, employee remains
on payroll. Sick/annual leave continue to accrue.
Employee accrued leave will be used prior to
donated leave usage.
• If donated leave expires, HR Medical Management
will place employee on unpaid medical leave of
absence.
• NOTE: Faculty members are not eligible to
participate in this program as donors or recipients.
Family Medical Leave Act of 1993
• Federal law that provides time off from work
when certain issues or medical situations affect
the employee or her/his immediate family.
• Immediate family defined as: spouse, child,
parent, foster parent. NOTE: Grandchildren or
siblings are not included.
• Minimum of 12 months WVU employment, and
worked at least 1,250 hours during the 12 month
period prior to the leave.
Family Medical Leave Act of 1993
(continued)
Actual time employed/hours worked determine
eligibility.
Receipt of up to 12 weeks of leave during a 12month period. 12-month period measured
backward from the date employee first uses
FMLA - called a rolling calendar year.
Accrued sick leave, annual leave and/or CTO to be
charged as appropriate during an employee’s FMLA
absence.
Medical certification required.
Maternity Leave
• Covered under FMLA
• HR Medical Management to be notified at the
onset of pregnancy
• Six weeks leave for vaginal delivery
• Eight weeks leave for Cesarean delivery
• Annual leave can be used to extend time off - only
after sick leave is exhausted
Personal Leave of Absence
Employee submits letter to immediate supervisor
requesting a Personal Leave of Absence for
forwarding to Dean/Director.
Dean/Director signs an approval letter
for classified employees, forwards letter to Central HR
for Assistant VP of Human Resources approval
for faculty, forwards letter to Office of the Provost for
approval
If approved, employee will use annual leave
balance, remain on payroll, and continue to accrue
leave.
Personal Leave of Absence
(continued)
Once annual leave is exhausted, employee will be
placed on an unpaid personal leave of absence.
Employee must contact HR Benefits regarding
benefit premium payments.
To extend a personal leave of absence, employee
must have additional time approved by immediate
supervisor.
When employee physically returns to work,
individual will be returned to active status.
Funeral Leave
Sick leave used for reasonable amount of time to
arrange for and attend funeral and related
services for immediate family members, including
travel time.
Immediate family defined as parents, siblings, or
children by blood or law; spouse; grandparents and
grandchildren; or others considered to be part of
the household living under the same roof.
Annual leave is used for estate legal obligations
and/or for an extended bereavement period.
Emergency Leave
If annual leave is not available, granted by the
President of the institution in the event of
extreme misfortune to the employee or immediate
family.
Emergency leave should be the minimum necessary.
In no case may it exceed five (5) days within any
fiscal year.
Events which may qualify are fire, flood, or other
events (other than personal illness or injury, or
serious illness or death in the immediate family)
requiring the attention by the employee.
Military Leave
Active Duty / Training Purposes
Unless militarily restricted, employee provides
advanced verbal or written notice to immediate
supervisor with a copy of military orders.
Military orders will state the first day to report
to duty and date of return.
Dean/Director signs letter of approval.
Department forwards the military orders and
approval letter to Assistant VP for Human
Resources for consideration.
A signed AVP for HR approval letter will be
returned to the department.
Military Leave
Active Duty / Training Purposes
(continued)
• If the leave is 30 or more working days, employee
remains on the payroll for the first 30 working
days (per calendar year), then has option to remain
on payroll using annual leave or go off payroll on
personal unpaid leave of absence.
• Central HR will bill employee for any applicable
benefit premiums while off payroll.
Jury Duty or Witness Leave
Employee provides department a copy of written
notice to appear for jury duty or as a witness.
Employee entitled to leave with pay.
NOTE: If employee’s jury/witness duty ends prior
to the end of a regular work day, the employee is
expected to return to work for the remainder of
that work day.
Professional Development Leave
Classified Employees
Employee submits completed
Sabbatical/Professional Leave Documents to
immediate supervisor.
Request is reviewed for approval by immediate
supervisor, Dean/Director, and VP for Academic
Affairs.
Upon approval by Academic Affairs, EBO will
notify the employee, department, and Central HR.
If employee goes off payroll during the leave,
must contact HR/Benefits.
Employee Education Policy
• Full-time regular employees eligible to attend
class.
• Employee must have been employed in current
position for at least six calendar months prior to
beginning of semester in which admission is
sought.
• Employee cannot be in a probationary period.
• Undergraduate or graduate course work may be
taken at any West Virginia Board of Trustees
institution of higher education at which the
employee is officially registered.
Employee Education Policy
(continued)
• Release time not to exceed 90 clock hours in a
calendar year.
• Time taken for classes beyond 90 clock hours
must be covered by employee’s earned annual leave
or through flexible work hours.
• At end of semester, employee must provide
appropriate evidence of completion of course work
to her/his appropriate supervisor or
administrator.
• Subject to approval of supervisor or
administrator.
Employee Education Policy
(continued)
• Employees using flexible work hours must make up
the hours missed while attending class.
• Non-exempt employees must make up the time
during the same work week in which the classes
are attended.
• Exempt employees must make up the time during
the same pay period in which classes are attended.
• Flexible work time can be used to make up travel
to and from class.
• Detailed records to be kept on time worked to
make up attending class.
Worker Compensation Process
• Employee must report an injury immediately to
supervisor.
• Supervisor’s Injury/Illness Report
– Must file within 3 days of injury/illness or as
soon as possible (for off-campus supervisors)
– Employee and supervisor signatures required
– Form is sent directly to:
Environmental Health and Safety
West Virginia University
PO Box 6551
Morgantown WV 26506-6551
Attention: Injury & Illness Prevention Program
Form: http:www//intranet.ext.wvu.edu/orgsup/ohr/index.htm
Worker Compensation Process
(continued)
• Employee option to file
– Six months from injury date
• If not filing, signed statement required
• If filing, WC-123 form sent directly to
WVU Human Resources
Medical Management Unit
PO Box 6640
Morgantown WV 26506-6640
• Health providers have the WC-123 form
http://www.state.wv.us/bep/wc/Employers/forms/wc123.pdf
Worker Compensation Process
(continued)
• Witness Statement required if injury was
witnessed
• Option Election Notice
– Employee completes form after discussion with HR
Medical Management.
• Release Form
– Authorizes Worker Compensation access to medical
information related to an injury/illness.
• Return to Work Notice - WC-309 Form
– Required if employee off work longer than 3 days
– Notification required by physician that employee is
released and may return to work.
Questions?
WVU Human Resources Policy
Web Site
http://www.wvu.edu/~adminfin/policy_index.html#human
TELEPHONE NUMBERS:
HR/Benefits 293-5700 x4
HR/Medical Management 293-5700 x8
Extension Human Resources 293-4555