Transcript Family Leave Guidelines for Supervisors
Family Medical Leave Act
Municipality of Anchorage Employee Relations-Benefits
Session Objectives
Overview of Family Leave Laws Employee’s Role Supervisor’s Role Leave Administrator’s Role FMLA Packet Workers Comp-FMLA-ADA
Entitlements
F amily & Medical Leave Act of 1993 (FMLA)
Provides a job-protected absence for up to 12 weeks in a 12 month period to eligible employees for a qualifying condition.
Alaska Family Leave Act of 1992 (AFLA) Parental Leave:
Provides a job protected absence for up to 18 weeks in a 12 month period to eligible employees for pregnancy, childbirth, or adoption.
AND Serious Medical Conditions:
Provides a job protected absence for up to 18 weeks in a 24 month period to eligible employees for a qualifying condition.
When an employee is eligible under both Acts, the entitlements run concurrently
Who is an Eligible Employee?
All employees who meet the employment thresholds. (including executive, seasonal, part-time etc) For FMLA: employed by the MOA for at least 12 months; and worked at least 1,250 hrs over the past 12 months.
For AFLA: employed by the MOA for at least 6 months paid or approved LWP status for 910 hours 35 hrs/wk for at least 6 consecutive months 17.5 hrs/wk for at least 12 consecutive months
Reasons for Taking Family Leave
For a serious health condition that makes the employee unable to perform their job To care for an employee’s family member who has a serious health condition To care for an employee’s child after birth, placement for adoption, or foster care ( FMLA only)
Who are Family Members?
Spouse Legally married AFLA - Same sex domestic partners Child biological, adopted, stepchild, or legal ward who is under the age of 18 or for an older child because of a physical or mental disability is incapable of self care.
FMLA - also includes a foster child or a child of a person standing “in loco parentis”. Parent FMLA - biological or individual who stands or stood
“in loco parentis”.
AFLA - biological, adoptive, parent-in-law or step parent.
What is a Serious Health Condition?
An injury, illness, impairment or physical or mental condition that involves one of the following: Hospital Inpatient Care-overnight stay Absence Plus Continuing Treatment Pregnancy/Prenatal Care (including pregnancy complications, delivery and recovery) Chronic Conditions Requiring Treatments Permanent/Long-term Conditions Requiring Supervision Multiple Treatments (Non-chronic Conditions)
Determining a Serious Health Condition
May Be Qualifying appendicitis emphysema heart attack stroke cancer Probably Not Qualifying common cold ear infection flu minor ulcers allergies
The Leave Administrator will make the final determination of a serious health condition
Other Definitions
“Incapable of self care” - when an individual requires active assistance or supervision in daily activities to appropriately care for their own hygiene, nutritional needs, and safety.
“Incapacity” - inability to work, attend school, or perform regular daily activities due to the serious health condition.
“In loco parentis” - those with the day-to-day responsibilities to care for and financially support a child or, who had such responsibility for the employee when the employee was a child.
“Needed to care for” when the family member is incapable of self care for his/her own basic needs.
- includes physical and/or psychological care “Physical or mental disability” - a physical or mental impairment that substantially limits one or more of major life activities.
New Statutory Entitlement
On January 28, 2008 President Bush signed the national Defense Authorization Act for Fiscal Year 2008.
Law amends the FMLA to provide extended leave for family members to care for ill or injured service members.
Leave Care
Son, daughter, spouse, parent, or next of kin of a covered service member Up to 26 weeks of unpaid leave in a single 12 month period
Definitions
Covered service member-Armed Forces, National Guard or Reserves who is undergoing medical treatment, recuperation, or therapy, is otherwise in an outpatient status, or is otherwise on the temporary disability retired list.
Serious injury or illness-incurred in the line of active duty which may render the member medically unfit to perform the duties of the member’s office, grade, rank, or rating.
Active duty-under a call or order under a provision of law as defined by the US Code.
Review & Compare
Employment Thresholds (Eligibility) Absence Frequency
FMLA
Employed for 12 months,
and
Worked 1,250 hours over the past 12 months 12 weeks Over a 12-month period
Medical Leave is taken for (Serious Health Condition)
Employee Family Member
Reasons Employee takes Parental Leave
Pregnancy Childbirth Post-childbirth adoption Placement for adoption Foster Care
AFLA
Employed 35 hours/week for 6 consecutive months, or 17 ½ hours/week for 12 consecutive months 18 weeks Over a: 24-month period (medical) 12-month period (parental) Employee Family Member Pregnancy Childbirth Post-childbirth adoption Placement for adoption
Concurrent & Non-concurrent Family Medical Leave
If the event qualifies under both FMLA laws the entitlement time will run concurrently.
Events that qualify under state AFLA but not under federal FMLA won’t run concurrently and won’t exhaust federal FMLA entitlement.
Concurrent Events Under FMLA & AFLA
Parental, birth, adoption Employee’s serious health condition Employee’s family members serious health condition Spouse Child under 18 or disabled older child Parent or loco parentis
Non-concurrent Events Under FMLA & AFLA
FMLA
Placement of foster Child Not counted towards 12 week entitlement Not counted towards 12 week entitlement
AFLA
Not counted towards 18 week entitlement Same sex domestic partners Step-parent or parent-in-law Military Caregiver leave for “next of kin” Not counted towards 18 week entitlement
Leave Usage
Accrued leave must be exhausted before leave-without pay is taken.
Other than banked leave hours & 80 hours retained NCS Currently, banked hours may be used at employees discretion Donated leave requests should be submitted to Director of Records & Benefits ~ [email protected]
catastrophic events not for maternity or Parental leave Paternity leave must be taken within 12 mths of birth Paternity leave must be taken in one continuous time not intermittent or reduced work schedule
What does Family Leave do for an Employee?
Allows time off for family medical reasons Job protection during the absence Continues health care coverage FMLA 12 weeks Protects employment benefits that accrued prior to the absence
Employee Responsibilities
Provide 30 days notice when possible Disclose a qualifying reason.
Submit a completed Request for FMLA form to [email protected]
is unavailable or fax to 249-8010 Notification may be received from Supervisor if employee Provide a completed Certification of Health Care provider form Make arrangements if in leave without pay for benefit co-pays prior to returning to work at 343-6882
Employee Responsibilities
Provide updates to Leave Administrator of FMLA status, changes, and expected return to work date.
Provide a Fit-for-Duty Statement 2 days prior to RTW Provide a physician’s statement of treatment for intermittent leave Pre-arrange schedule with supervisor Submit written request to bank leave hours AMEA up to 80 hours All other except IBEW employees up to 40 hours
Certification of Health Care Provider (CHCP)
The MOA requires a completed Certification of Health Care Provider form to document a serious health condition Employee Family member Parental Leave only requires the one page CHCP
Supervisor’s Responsibilities
Inquire
qualifying conditions, about the absence, be aware of Is the absence for the employee or a family member?
Invoke
employee is unavailable.
family leave conditionally if the Complete the Request for FMLA and send to the [email protected]
Inform
the Leave Administrator Fax Request to 249-8010
Populate
the Kronos Time card if leave is intermittent
Leave Administrator’s Role
Confirm eligibility Make final determination Request clarification of CHCP Send Designation Notice Notify supervisor and payroll specialist Initiate event and Case Management Provide communication to supervisor and payroll specialist on return to work status or extension of time
Communication is the Key
Notify the Leave Administrator if there are: changes in the condition and/or expected absences, or other issues/concerns in conjunction with family leave The Leave Administrator informs the Supervisor: if an employee qualifies for family leave, When entitlements are denied of expected absences and the duration, and when entitlements will expire/exhaust
Record Keeping
Employee Relations maintains the official medical file for an employee.
Medical files are confidential and must be kept secure and separate from performance and payroll records.
Bermuda Triangle
Workers Compensation FMLA or AFLA ADA Reasonable Accommodations
Be Aware & Start a Dialog
Presented By Herb Wilden
Resources
Family & Medical Leave Act - 29
CFR 825
Alaska Family Leave Act - AS
39.20.500
Leave Administrator – 343-4412 Bonnie Scarborough
CONTACTS
• MOA Health Benefits
Fax: 343-4454
• Employee Relations Authorizations
Fax: 249-7658
• Leave Administrator
Fax: 249-8010