Transcript HR CONNECT - LearningTimes

NYC Dept. of Education
Leaves Refresher for Payroll Secretaries &
Principals
HR Connect Webcast
May 16th 2008 10am
Welcome to the Leaves Refresher
Webcast
Presenter:
Anna Todd
HR Connect Training
Experts:
Hubert Guscott
Manager, Leaves Administration Office
Ann Chisholm
Manager, HR Connect Knowledge and
Technology
Today’s format will be interactive
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The webcast will include-
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Instruction
Polling
Chat
Q&A
What you can expect
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This webcast will:
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Provide updates
Clarify certain policies
Offer tips to streamline
application processing
On the Agenda
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Line of Duty Injury (LODI)
Sabbaticals
Family & Medical Leave Act
(FMLA)
Return from Leaves
Principal Responsibility
Timekeeping
Q&A
Line of Duty Injury
What is LODI?
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Line of Duty Injury
Accident or incident while
employee is working
Applies to licensed pedagogue
(plus UFT educational
paraprofessionals and DC37
family paraprofessionals/school
aides in the case of assault)
For other titles file C2 form for
Worker’s Compensation online at
Dept. of Labor website
Roles in the LODI Process
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Employee
Payroll Secretary
Principal
Superintendent
Leaves Admin Office
The Employee Should…
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Report the incident within 24
hours
Complete and sign the written
statement
Obtain medical
documentation from their
physician and submit the
OP198 or OP407
Payroll Secretary/OORS Administrator Role
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Enter the 46PLD in EIS timekeeping screen(s)
(9.1.1 or 9.2.1)
Log the incident in OORS
Download the report from OORS
Ensure the written statement is complete and signed
Complete an OP 198 and ensure the principal signs
the form
Ensure that the employee signs the OP 200 and
place in the employee’s file
Send the report along with the principals
recommendation to the superintendent
Ensure that the superintendent returns the report
with their signed determination
Gather OP 198, comprehensive injury report and
the written statement and forward to HR Connect
for processing
The Principal’s Role
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Investigate the incident
Provide recommendation
to the superintendent
within 24 hours
Superintendent’s role
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Sign and indicate a
determination on the
Comprehensive Injury
Report
Return report to
school within 5 days
Leaves Admin Office Role
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Process the application
Log determination in EIS
medical screen
Send approval/denial, letter
and OP198 back to the
school and employee
Common Delays
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Principal’s determination
missing
Superintendent’s signature
and/or determination missing
OORS Support
For Support with the Online Occurrence
Reporting System (OORS), contact:
Office of School and Youth Development (OSYD)
OSYD Technical Assistance Center
335 Adams Street, 28th Fl
Brooklyn, NY 11201
Phone Number: 718.935.5004
Hours of Operation: 7:00 AM to 10:00 PM, Monday
through Friday
Short-Term LODI Considerations
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The principal has the authority
to approve leaves of less than
10 days resulting from LODI
However, in cases where
principals have concerns, they
can forward these short-term
LODIs to the Leaves
Administration Office.
Sabbatical Leaves for Study or Restoration of
Health
What is a Sabbatical?
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Paid leave intended to give the
employee an opportunity to return
as a stronger asset to DOE
Two main types of sabbaticals
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Study
Restoration of Health
Eligibility requirements are based
on years of service, types of service
credited, prior sabbatical leave
charged against entitlement, and
service required immediately prior
to sabbatical leave
Roles in the Sabbatical Leave process
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Employee
Principal
Payroll Secretary
Superintendent
Leaves Administration Office
The Employee’s Role
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Complete OP8 and statement by
applicant for UFT Sabbatical leave of
absence (attachment #4)
Complete OP407 (health only)
Provide principal with proscribed
coursework (study only) and OP8 for
approval
Send application to HR Connect after
obtaining principal and
superintendent signature
At the conclusion of Study
Sabbatical, send transcripts to HR
Connect
The Principal’s Role
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Sign to indicate approval
decision (study only) or
acknowledge receipt of the
application (health)
Forward OP8 to
Superintendent
Payroll Secretary
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Work with the principal to
ensure that paperwork is
submitted to the
superintendent
Ensure timekeeping is up-todate
Superintendent’s role
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Review coursework
(study sabbatical only)
Sign and indicate a
determination
Return application to the
employee
Leaves Admin Office Role
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Process the application
Enter transaction in EIS
Send approval/denial letter
back to the school and
employee
Validate coursework at
conclusion of study
sabbatical
Common Delays
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Statement by applicant for
UFT Sabbatical leave of
absence (attachment #4)
missing
Superintendent signature
missing
Timekeeping not up-to-date
for less than 6 month health
sabbatical
Study sabbatical
applications that arrive after
the due date
Other Sabbatical Considerations
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Final approval of sabbaticals is
not complete until the Leaves
Administration office has
administratively approved the
leave
Study Sabbaticals that involve
travel are generally not approved
It is very important that the
submission happens in a timely
fashion
Family and Medical Leave Act
What is FMLA?
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Family & Medical Leave
Act (federal law)
Secures job and benefits
while out for qualifying
family or medical reasons
Employees entitled to 12
weeks per 12 month period
FMLA Eligibility
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Must be an active employee for
a minimum of 12 months prior
to the leave
Must have worked a minimum
of 1250 hours in the immediate
12 months prior to the leave
FMLA Qualifying Events
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Maternity
Child Care
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New baby
Adoption
Foster Care
Care of a seriously ill spouse,
parent or child
Restoration of Health (Own
serious health condition)
Roles in the FMLA Leave process
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Employee
Principal
Payroll Secretary
Leaves Administration
Office
The Employee’s Role
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Complete application
Work with Payroll Secretary
to understand the breakdown
(paid/unpaid) of their leave
Gather application and
supporting docs and ensure
they are sent to HR Connect
The Principal’s Role
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Sign all forms
Payroll Secretary
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Ensure timekeeping is up-todate
Complete OP198 if
applicable
Work with employee to help
them understand the
breakdown of their leave
(paid/unpaid)
Leaves Admin Office Role
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Process the application
Enter transaction in EIS
Send approval/denial letter
back to the school and
employee
Common Delays
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Misunderstanding "paid"
and "unpaid" FMLA and
when the 12-week count
begins
Using old FMLA
application which does not
indicate "Date Employee
Comes Off Payroll"
Submission of applications
for employees who are not
eligible
Other FMLA Considerations
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Paid and unpaid both count
towards FMLA
SLOAC Entitlements
Restoration of Health Example
12 weeks (Paid and Unpaid FMLA)
Start
of
Leave
Start of
SLOAC
Start of
COBRA
FMLA (Paid)
FMLA (Unpaid)
8 weeks
SLOAC (Unpaid) - if applicable
Accrued Leave
Sick (Unpaid)
4 weeks
14 weeks
Remainder of Leave
End
of
Leave
Returning from a Leave of Absence
Return From Leaves Tracking System
(LTS)
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Tracks employees’
intentions upon expiration of
their leave
Helps schools and ISCs to
make budgeting and hiring
decisions for the coming
school year
Roles in the Returns process
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Principal
Payroll Secretary
Employee
Leaves Administration
Office
The Employee’s Role
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Log onto the leaves tracking
system
Enter intention
Call school
Other actions as required,
(depending on the employee’s
intention)
For technical support call HR
Connect
Payroll Secretary
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Review report
Work with principal to discuss
who is coming back and who
is not
Email
[email protected]
v if you need a user account
Leaves Admin Office Role
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If the employee wants to
extend or apply for a new
leave:
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Process the application
Enter transaction in EIS
Send approval/denial letter
and back to the school and
employee
Common Delays
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Employee fails to enter
intention
Employee does not
submit documentation
after intent declared in a
timely manner
Additional Information for Principals
Other Considerations for Principals
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Replacement strategy for
leaves of less than 1 year
We are now accepting email
signatures
Maternity
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From date of birth up to six
weeks (8 weeks cesarean)
May borrow up to 20 CAR
days if CAR days have been
exhausted
Entitled to one calendar
month of Grace Period per
school year
Teacher must return to work
after the 6 weeks or apply
for a leave of absence for
child care without pay
Restoration of Health
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Must exhaust accumulative
CAR days
May borrow up to 20 CAR
days if CAR days have been
exhausted
Entitled to one calendar month
of Grace Period
Teacher must return to work or
apply for a leave of absence for
restoration of health leave
without pay
Line of Duty Injury (LODI)
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If LODI is pending a medical
determination
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Determine the number of days in
CAR or sick bank
Add a reserve of 20 days
(borrowed)
To that total add up to one
calendar month of absence (grace
period)
Helpful Hints
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Understand Grace Period
codes
Direct deposit should be
stopped when grace period
is to be entered
Clearly enter time usage on
the OP198 form when
applicable (CAR, borrowed
and grace)
Q&A
What questions do you
have?
For more information…
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Contact HR Connect
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Phone (718) 935-4000
Leaves Admin Fax (718) 935-4350
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Visit the DHR website
http://schools.nyc.gov/Offices/DHR
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Consult your local ISC