Transcript FMLA Supervisory Training

A Supervisor’s Role in Absence
Management
Sponsored by: Governor’s
Office of Administration,
Bureau of Employee
Benefits and Services
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Welcome and Introduction
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Course Learning Objectives
To provide a basic understanding of…
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Absence Management
A Supervisor’s Role
Sick, Parental, Family Care (SPF) Absence
Use of and Application of SPF Absence
Who to Contact for Assistance
Course Layout
Module 1:
Module 2:
Module 3:
Module 4:
Module 5:
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Absence Management Basics
Focus on the Supervisor’s Role
Details of SPF Absence
Use and Application of SPF Absence
Next Steps…
Module 1:
Absence Management Basics
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Absence Management Defined
The dual responsibility of employee and
supervisor to ensure absences are managed
within employee’s leave balance quotas/
entitlements and Commonwealth absence
provisions while maintaining operational
efficiency.
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Why is Absence Management
important to you and your
employees?
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Importance of Absence Management
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Promotes positive office morale through fair and
equal treatment of employees
Reduces the need for overtime work
Increases the efficiency of your operations and
makes your job easier
Absence Management
Roles and Responsibilities
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Employee
Supervisor
Human Resource Office staff
Employee Responsibilities
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Manage leave within absence quota balance limits
Request absences in advance, whenever possible
Schedule absences at times least disruptive to
operations whenever possible
Obtain/provide supporting absence documentation
as required
Adhere to established call-off procedures and
attendance work rules
Request to use leave in accordance with established
policies and procedures
Employee Responsibilities
How should employees learn
about their responsibilities?
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Supervisor Responsibilities
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Maintain efficient operations
Apply the call-off policy consistently
Have an understanding of absence types
Timely approve or deny leave requests and ensure
absences are recorded
Monitor absences and counsel employees about
leave usage as needed
Administer discipline as necessary
Human Resource Responsibilities
Time Advisors, SPF Coordinators, and Labor
Relations Coordinators within the Human
Resource Office are responsible for:
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Providing guidance to employees and
supervisors
Administering absence policy
Ensuring correct processing in SAP
Summary of Module 1:
Absence Management Basics
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The employee, supervisor and Human Resource
staff all have roles and responsibilities for effective
absence management.
The supervisor has a responsibility to assist in
educating employees about absence policy and
procedures and administer discipline as necessary.
Course Progress
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Module 1:
Module 2:
Module 3:
Module 4:
Module 5:
Absence Management Basics
Focus on the Supervisor’s Role
Details of SPF Absence
Use and Application of SPF Absence
Next Steps…
Module 2:
Focus on the Supervisor’s Role
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Focus on the Supervisor’s Role
We will look at your role in …
 Adhering to a call-off policy
 Understanding absence types
 Timely approval/rejection of leave request
 Counseling employees
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Adhere to the Call-off Policy
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Every organization needs one
Must be standard and consistent
May be different between organizations based on
work performed
Consult with Human Resources Office when
developing procedures
Understand Absences Types
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Paid absences with accrued leave
Paid absences without quotas
Unpaid absence
Unpaid SPF absence
Extraordinary absences
Understand Absence Types
Exercise
What type of leave would you approve for…
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Timely Approve/Reject Requests
What should you consider
before approving a leave
request?
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Timely Approve/Reject Requests
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Employees must request approval of all absences
Absence requests should be made in advance
whenever possible
Emergency requests should be carefully considered
for approval/disapproval in accordance with worksite
priorities
Each request should be reviewed on its own merits
Criteria used in review should be applied
consistently for all employees
Know the time frame for approving absences in
accordance with the union contract
Timely Approve/Reject Requests
Consider this scenario…
Assume operations would not allow leave to be
approved, but Mary calls to tell you that her son
called her on her way to work to let her know that he
missed the bus. You know Mary’s son is a latch-key
kid and would be home alone all day.
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Timely Approve/Reject Requests
Unsure it should be approved?
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After learning the reason for a leave request or calloff, verify whether the absence should be approved
For a call-off, it is appropriate to ask for a telephone
number to call the employee back if you feel you need
to consult with others prior to approval/disapproval
Timely Approve/Reject Requests
Can absences be disapproved?
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DON’T BE AFRAID TO SAY NO!!
Supervisors control approval of Annual and Personal
Leave, based on operational needs
Must notify employee upfront of disapproval and
consequences
Note: Supervisors may want to discuss issues with Labor Relations staff before denying
leave.
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Timely Approve/Reject Requests
Disapproving a Call-Off
You are needed at work because…
[project needs to be completed, another
employee is scheduled to be off today, etc. OR
you have no absence quota available to use]…
Therefore, I am disapproving your request to be
absent, and this is a direct order to report to work.
Failure to do so may result in disciplinary action.
Note: Before using this script consult Labor Relations staff.
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Call-Off Role Play
Which denies a leave request in a call-off…
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Counsel Employees As Needed
Counsel as soon as concern is obvious
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Counsel Employees As Needed
After the counseling, follow-up as
appropriate
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Consult with Labor Relations
Review absence records on a regular basis/after
each call off
Approve or reject reasons for absence
Record absences as AWOL if not approved
Discipline as required
When in Doubt…
Call the Human Resource Office
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Why is it important to ensure
all employees receive
absence management
education?
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Summary of Module 2:
Focus on Supervisor’s Role
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Supervisors must adhere to call off policies, timely
approve/deny absence requests and counsel
employees as needed.
Employees should be reminded of absence policies
and procedures annually.
Course Progress
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Module 1:
Module 2:
Module 3:
Module 4:
Module 5:
Absence Management Basics
Focus on the Supervisor’s Role
Details of SPF Absence
Use and Application of SPF Absence
Next Steps…
Module 3:
Details of Sick, Parental,
Family Care (SPF) Absence
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Overview of FMLA
The Family and Medical Leave Act (FMLA)
requires qualifying employers to provide
certain benefits to employees for a specific
qualifying reason as long as the employee
was employed at least one year and worked
at least 1,250 hours during the previous 12
month period.
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Overview of FMLA (continued)
Requirements of the FMLA:
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Provide at least 12 weeks of leave (with or without
pay) within a 12 month period
Leave provided must be with benefits
Employees must be offered a right to return
Qualifying Reasons for FMLA Use
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Serious health condition of an employee
Serious health condition of a qualifying family
member when the employee is attending to the
medical needs of the family member
Birth, adoption or foster care placement of a child
FMLA Rights and Responsibilities
What occurs if we violate an
employee’s rights under FMLA?
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What is an SPF Absence?
An SPF Absence is an absence from work with
benefits due to:
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A serious health condition of an employee;
The serious health condition of a family member
when the employee is attending to the medical
needs of the family member; or
For the birth, adoption or foster care placement of
a child.
NOTE: Generally SPF Absences are designated as FMLA leave.
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Key Points in Review
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SPF Absence is effective January 1, 2008
One year of service and 1250 hours of work are
required
One 6 month rolling entitlement with benefits (SPF)
First 12 weeks may be used intermittently or on a
reduced-time basis
One 6 month entitlement without benefits (ESPF)
Accrued sick leave must be used
Most paid leave used reduces the entitlement
Note: Paid annual, personal and sick leave used for reasons that do NOT qualify as
a serious health condition are not deducted from the SPF entitlement.
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What do I need to know?
Exercise
Answer these questions about SPF Absence
using the Policy at a Glance
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IMPORTANT!!!
Communication among the employee,
supervisor, and Human Resource Office
regarding SPF absences is essential.
All information shared and provided must be
kept confidential.
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Employee Responsibilities
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Notify the supervisor of the need to use SPF
Absence at least two weeks in advance, if possible
Upon request, provide completed forms in a timely
manner
Follow call-off notification policy
Manage absences to avoid needing to use any
unpaid absence.
Supervisor Responsibilities
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General knowledge of SPF/FMLA policies and
procedures
Communicate with employees to determine whether
an absence qualifies as an SPF absence
Provisionally designate SPF absences
Before allowing an employee to return to work,
ensure they have been released to return to work
based on the approval letter or other release from
the health care provider
Consult with SPF Coordinator within Human
Resource Office as needed
Human Resource Responsibilities
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Determine SPF absence eligibility/entitlement
Monitor SPF absences and entitlements
Review medical documentation
Approve/disapprove SPF absences
Prepare letters to employees and provide copies to
supervisors
Summary of Module 3:
Details of SPF Absences
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SPF Absences are generally covered by the FMLA
and are sometimes referred to as FMLA leave
There are eligibility requirements and entitlements
associated with both SPF and ESPF Absences
Communication among the employee, supervisor,
and Human Resources regarding SPF absences is
essential
Course Progress
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Module 1:
Module 2:
Module 3:
Module 4:
Module 5:
Absence Management Basics
Focus on the Supervisor’s Role
Details of SPF Absence
Use and Application of SPF Absence
Next Steps…
Module 4:
Use and Application of SPF
Absences
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Use of SPF Absence
We will look at your role in …
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Identifying absences as potential SPF Absences
Approving SPF Absences
Returning an employee to work
Reviewing questionable absences
Identifying SPF Absences
What are some “triggers” that
absences may qualify as SPF
Absence?
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Identifying SPF Absences
Simply ask,
“Do you or a family member have a serious health
condition?”
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Ask in a private place, possibly in a “counseling”
setting
Share the Serious Health Condition Certification
form, Request for SPF Absence and Employee
Notice
Notify the SPF Coordinator of the discussion, if you
believe the absence could qualify as SPF Absence
SPF Absence Approval Process
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Employee requests leave and provides medical
Supervisor provisionally approves SPF Absence within
two days
Supervisor cannot approve or deny absences, but can
add comments that are viewable only by the SPF
Coordinator
The SPF Coordinator will review all medical information
and approve or disapprove the SPF Absence.
Supervisors receive a copy of the approval or disapproval
letter so they know what leave requests should be
approved as SPF Absence.
SPF Absence Approval Process
For call-offs, you may ask for the reason…
Q-You have an approved SPF Absence; is the
reason for the absence due to the approved SPF
Absence?
A-Yes or No is the only reply needed, except if
there is more than one approved SPF Absence
reason, in which case you must ask to which one
the absence applies.
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Return to Work/Rights
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Employees should notify you of their return to work
24 hours in advance
If the approval letter does not cover the entire period
of absence, an updated Serious Health Condition
Certification form or other type of release to return to
work from the Health Care Provider is required.
Employee has the right to return to the same or
equivalent job during SPF Absence.
Note: Employees approved to use intermittent SPF Absences are not required to
provide additional medical documentation as long as the absences are within
the approval period and the reason is due to the approved SPF Absence.
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Questionable Absences
What might constitute possible
inappropriate use?
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Questionable Absences
In the event you suspect possible inappropriate
use…
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Consult with Human Resources
Likely, you will be advised to have a counseling
session or investigatory interview/pre-disciplinary
conference with the employee
SPF/ESPF Impact on Other Policies
SPF/ESPF Absences can impact other
Human Resource policies
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Summary of Module 4:
Use and Application of SPF Absences
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Be aware of SPF Absence “triggers”
Provisionally designate SPF Absences within 2 days
When an employee returns to work and the entire
absence period is not covered in the letter of
approval, ensure a release to return is provided
Notify Human Resources when the employee returns
Consult with Human Resources when possible
inappropriate use is suspected
SPF Absence impact other Human Resource
policies
Course Progress
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Module 1:
Module 2:
Module 3:
Module 4:
Module 5:
Absence Management Basics
Focus on the Supervisor’s Role
Details of SPF Absence
Use and Application of SPF Absence
Next Steps…
Module 5:
Next Steps…
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Transition to New SPF Absence Policy
Employees currently using Sick Leave
Without Pay, Parental Leave Without Pay,
and Family Care Leave Without Pay
Absences under current provisions, will
transition to SPF Absence provisions upon
return to work.
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SPF Absence Resources
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SPF Coordinator in Human Resource Office
Website for employees, www.spf.state.pa.us
Manual provided with class, which will be
posted to www.spfsupervisors.state.pa.us
The End
Governor’s Office of Administration
Bureau of Employee Benefits and Services
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