Transcript Data Management Systems Group

STANFORD
UNIVERSITY
Leaves Overview
This presentation only provides highlights of the various plans available to faculty and staff. In the event of a conflict between these
highlights and the actual policies, contracts and plan documents, the policies, contracts and legal plan documents will govern.
These plans are subject to change.
Human Resources Data Services
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Non-Disability Related Leaves
 Leaves can be Paid or Unpaid
– If the employee receives any compensation while on leave (e.g.,
HAP, HAS, BON, RTS)* the leave must be a paid leave to
generate a check
 Typical Leaves the local area handles are
–
–
–
–
Seasonal Layoff (always Unpaid)
Sabbatical
Military Leave
Personal Leave (always Unpaid for Staff)
*Housing Allowance Program, Housing Allowance Supplement, Bonus, Retroactive Salary
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Non-Disability Related Leaves
 Administrative Leave for Staff
– Is not entered into PeopleSoft HRMS (PS)
– Used only under special circumstances
– Must always be approved by Employee & Labor Relations
(HRG for SoM)
– Requires documentation
– May require associated payroll steps
 For Academic Staff-Teaching, Lecturers, Senior
Lecturers, and Artists-in-Residence, see the Faculty
Handbook, Chapter 7
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Disability Related Leaves
 Family Medical Leave (FML)
– Job protection
 Family Sick Leave (FSL)
– 15 days of accrued sick leave per calendar year may be used for close
family illness or injury (see Admin Guide 22.6 for definition of “close
family”)
 Family Temporary Disability (FTD)
– Bonding or family care
 Short-Term Disability (STD) – for employees not residing in
California
 Voluntary Disability (VDI) – Short Term Disability for employees
residing in California and not participating in State Disability
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Disability Related Leaves
 Long-Term Disability (LTD)
– Employees may become eligible for LTD benefits after 90
days on VDI or WC. Claim must be approved by Liberty
Mutual prior to issuance of benefits
 Workers’ Compensation (WC)
– Submit forms to Risk Management
 Refer to
– Disability & Family Leaves, Admin Guide Memo 27.7
– Sick Time, Admin Guide Memo 22.6
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Roles
and
Responsibilities
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The Communication Circle
 Continuous full-circle coordination and
communication is required for successful
management of any disability-related leave
–
–
–
–
–
–
–
–
–
–
Division Leave Contacts
Manage PS HR records user
Time and Leave Administrator
Benefits (health and welfare, retirement plans may be
affected)
DLS (Disability & Leave Services)
Employee
Manager/Supervisor
HRM/HRA/DFA
Vendor
Payroll
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Employee Role
 Contact Manager and HR Division contact as soon
as possible regarding a leave
 Work with HR Division contact in communicating
leave with appropriate insurance vendor (Liberty
Mutual and/or Zurich if it is a work-related injury
leaves)
– Employees might be eligible for FML and/or VDI benefit
when they are on Workers’ Compensation
 Maintain contact with appropriate vendor,
physician and HR Division contact regarding status
for duration of the leave
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Vendor Role
 Intake and process necessary information regarding
leave from employee or HR Division contact.
 Communicate frequently with employee, HR Division
contact and DLS regarding status of leave (new,
extension, approval, denial, etc), type of leave,
duration of leave and amount of benefit
 Determine FMLA eligibility
 Work in conjunction with Zurich/Liberty Mutual to
determine if an additional weekly benefit amount
needs to be awarded.
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HR Department/
Division Contact Role
 Counsel employee on available leave types
 Inform employee/faculty member on how pay and leave balances will be
affected while on leave
 Work with DLS, Employee Relations and vendors to answer employee
questions and concerns
 Work with DLS and vendors regarding information and updates to
employee’s claim
 Ensure employee communicates as needed to vendors and department
managers
 Report claim to Liberty Mutual if employee or family member has not
or is not able to start the claim
 Provide departmental managers information regarding claim using
Liberty Mutual and/or DLS reports
 Complete and submit all necessary Workers’ Compensation paperwork
as required by Risk Management
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Employee Relations/
HRG (for SoM) Role
 Provide consultation regarding leave policy and
practice
 Develop documentation for departments as needed
 Review (with department HR Contact and/or
supervisor), requests for accommodations
 Coordinate the “interactive process”
 Approve extended leaves beyond one year
 Review/approve denial of leave beyond FML and
terminations
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Disability & Leave Services
(DLS) Role
 Process and administer all disability leaves (short
term, long term, family medical, family temporary
disability, workers’ compensation)
– This includes processing all PeopleSoft actions, employee
timecards, calculation for employee’s salary continuation and
supp pay transactions as needed
– Provide HR division contacts with Salary Continuation
Projections as requested
– Inform HR division contact of any over or underpayments
 Point of contact for vendors and SU management
 Audits between SU data and vendor data
 Clear, concise internal reports
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DLS Leave Management Process
 DLS Analysts receive leave notification from:
–
–
–
–
Liberty Mutual
Zurich (Workers’ Compensation Carrier)
Unum (for claims originating between 1/1/05 and 12/31/07)
Stanford HR Division Contact
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DLS Leave Management Process
 Upon receiving notification, DLS Analyst manages
the employee leave cycle:
– Creates electronic leave file
– Inputs/updates data into PeopleSoft HRMS and Axess
Timecard
– Continuous contact with Stanford HR Division Contacts
leave vendors regarding status, hours worked, etc.
– Ensure employee’s pay is correct and does not exceed predisability rate when all income sources are combined
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DLS Reports
 DLS uses approximately 20 reports for disability leave for
job, payroll, and timecard information using Hyperion
 DLS also has the following published report for all HR
Division Contacts
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DLS Reports (continued)
0111111
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Stanford,Jane
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Handouts and References
 What to do if you become sick or disabled…Faculty
 What to do if you become sick or disabled…Staff
 Liberty Mutual authorization card (VDI, LTD, FTD,
FML)
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Get Forms or Additional Information
 Go to Benefits
 Click on the Medical & Life Link
 Click on Disability Link
 Or, go directly to http://benefits.stanford.edu/cgibin/health_and_life/disability/
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Benefits Website
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Medical & Life Link
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Disability Benefits
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Federal
and
State
Job Protections
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Key to Next Slide
 FMLA – Family Medical Leave Act
 CFRA – California Family Rights Act
 PDL – Pregnancy Disability Leave
 LOA – Leave of Absence
 FTD – Family Temporary Disability
Insurance
 The next slide (slide 24) references job protections only and
does not indicate how an employee will be paid while on the
leave of absence. Slide 25 indicates how an employee will be
paid while on leave and indicates the associated job protections
while on that particular leave.
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FMLA, CFRA and PDL
Know the Difference
All Disabilities, except Pregnancy
if eligible FMLA & CFRA
• Up to 12 wks/3 months-if eligible
• Job protected by law
• FMLA & CFRA run concurrently
End of 12 Weeks
• Return to work
• Personal LOA (with Department approval)
• Job protected by Stanford, not law
• Could be terminated
Maximum 12 weeks/3 months
Pregnancy Disability (PDL)
– if eligible – FML
• Up to 16 weeks/4 months
• Job protected by law
• PDL starts even if not
eligible for FML
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Off Pregnancy Disability
if eligible – CFRA
• Up to 12 weeks/3 months
• Job protected by law
• FTD starts here (not a leave, just $)
Maximum 28 weeks/7 months
(only if FML eligible)
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Typical Maternity Leave
Pregnancy
Disability Leave
(PDL)
PrePartum
Pregnancy
Disability
Leave (PDL)
PostPartum
Family
Temporary
Disability (FTD)
Mandatory
Vacation
Typically begins 1 to
4 weeks before
expected delivery
date
Typically 6 to 8
weeks after
delivery date
(based on
delivery type &
Dr.
certification)
Maximum 80 hours
or all available
vacation time (The
80 hours is prorated
for part-time).
Requires Dr.
statement
Using Sick, PTO,
Floating, Vacation
hours to augment
insurance benefit.
Requires Dr.
statement
Using Sick,
PTO, Floating,
Vacation hours
to augment
insurance
benefit.
Protected under CA Pregnancy Disability
Leave (PDL)
May only use
Vacation hours. If no
vacation hours, FTD
begins immediately.
There is no disability
benefit during this
period.
Family
Temporary
Disability (FTD)
Balance of
Bonding Leave
May be up to 6 weeks
after FTD Mandatory
Vacation.
May be up to 4
weeks after the
FTD Leave.
May be used up to 1
year after birth of
child.
Requires 1 year
service of 1,250
hours.
Requires Bonding
Certificate.
May only use
PTO, Floating,
Vacation hours.
Only PTO, Floating
and Vacation hours
can be used to
augment insurance
benefit.
No disability
benefit during this
period.
Protected under CFRA (CA version of Federal Family & Medical Leave ActFMLA) if eligible, 12 weeks beginning 1st day after PDL ends
Protected under FMLA (if eligible), 12 weeks beginning on 1st day of
leave
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Salary Continuation/
Salary Supplement
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Admin Guide 27.7 Sec 2.a
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(page 2)
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Admin Guide 27.7 Sec 3.f
 f. Augmenting Workers’ Compensation Payments –
Employees may receive both paid leave and disability plan
benefits concurrently, not to exceed the employee’s base pay.
After the initial five work days of disability, accumulated sick,
PTO, floating holiday and vacation time will be used, in that
order, to supplement Workers’ Compensation benefits. Thus the
employee continues to receive income equivalent to full pay.
 g. Role of Data Management Services – Disability and
Leave Services (DLS) updates Axess Timecard/PeopleSoft HRMS
records each pay period for all employees on absences
due to work-connected disability. DLS make certain that
combined income from disability payments and Stanford does
not exceed pre-disability pay and keep accurate records of leave
time used.
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Salary Continuation
 What is it?
– Salary Continuation is when a staff employee who is out on
leave has accrued leave hours available to augment any
payable insurance benefit.
– Accrued leave hours are used to augment the difference
between the insurance benefit and the employee’s normal
pre-disability pay rate. Salary Continuation allows the
employee to receive 100% of their pre-disability salary rate
when all income sources are combined
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Salary Continuation (continued)
How is this done?
– Based on the employee’s bi-monthly salary and
the daily insurance rate, the amount of accrued
leave hours is calculated for each pay period. This
amount changes each period based on the number
of calendar days and working days in that pay
period.
– An electronic feed is uploaded each pay period
from PeopleSoft HRMS absence pages into the
employee’s timecard
• The upload includes Leave Without Pay – Vendor
Benefit hours (hours = daily benefit rate x number
of calendar days in a given pay period /
employee’s hourly rate) and Salary Continuation
Hours
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Salary Supplement – Faculty and
Clinician/Educators
What is it?
– For the first 90 days of an approved VDI leave, the
department supplements the difference between
VDI payment and appointment salary
How is this done?
– The amount of the VDI/FTD benefit is deducted
via the Supplemental Pay Panel in PeopleSoft
each pay period. This amount will change each
period based on the total number of calendar days
on leave each period.
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C/E Time Off With Pay
 1st 90 days = VDI + supplement with salary
 After 90 days = VDI + LTD + supplement with time
off with pay if available
 Maternity Leave:
– 1st 90 days the same
– FTD, use of 2 weeks “vacation” not required before eligible
– During FTD, can use time off with pay to supplement FTD
benefit
 Time Office with Pay—22 days (176 hours), based on
average number of work days in a month; pro-rated
based on FTE
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Benefits of Being on VDI
 Employee Benefits
– Receives a weekly Benefit check from Liberty Mutual
– Using a benefit that your employee is paying taxes for each
paycheck
– VDI benefits are tax free income
– FTD benefits are State tax free income (Federal taxable)
– Employee’s Stanford salary is reduced possibly further
reducing their overall annual tax liability
– Job protection if approved for FML/CFRA
– Staff employees use less leave time per day than if not on
leave
 Departmental Benefits – Salary savings
– Salary base is decreased by amount of the VDI benefit
– Most Salary Continuation dollars are charged to the central
pool
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Payment Schedule
 The following is a list of when checks are processed
for each of the different types of payable benefits, once
a claim has been approved for payment:
– Short Term Disability (STD or VDI) – weekly, issued by
Liberty Mutual
– Family Temporary Disability – weekly, issued by Liberty
Mutual
– Workers’ Compensation – every 14 days based on the start
date of the claim, issued by Zurich
– Long Term Disability – monthly, issued by Liberty Mutual for
claims originating after 1/1/08 and pre-2005, Unum for
claims originating between 1/1/05 and 12/31/07
– Stanford University – twice monthly (7th and 22nd), as long as
the employee has leave time available for salary continuation
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Salary Continuation Projection
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Overpayments/Underpayments
 Based on information received from vendors and/or HR
Division contacts, employees’ pay is processed each pay
period
 Overpayments and/or Underpayments occur when:
– Notifications are sent to DLS after the close of a pay period with
start dates beginning in a closed period – employee will receive
pay from insurance benefit as well as full Stanford salary.
– Begin or End dates of a claim are changed after initial
notification (example – days not covered by medical
certification)
 In addition to a possible overpayment or underpayment,
the effective date is critical for benefits and compliance
– Example: Stanford makes full benefit contributions for an
FMLA covered leave and makes no benefit contributions for a
Personal leave
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Overpayment Form
This detailed
overpayment
explanation is sent
by DLS to the HRM
HRM explains the
overpayment to the
employee
Employee signs
the Repayment
Agreement on page
2 of the document
(see next slide)
The form must be
signed within 10
days and submitted
to payroll for action
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Overpayment Form Page 2
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On behalf of Benefits,
HRG/Employee Relations, and
Disability & Leave Services
THANK YOU!
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