Transcript Fmla & Vessa Training

University Office of
Human Resources
FMLA and VESSA
Training
Agenda








Introductions & Objectives
Housekeeping
Review Packet Materials/Handouts
FMLA Policy Overview
VESSA Policy Overview
Banner Reporting (FMLA & VESSA)
Questions and Answers
Wrap Up
Family and Medical Leave (FMLA)
Policies

University Policy


Amended at 2/13/03 Board Of Trustees
meeting
Policy and Rules


Rule 11.07
Regulations 11.071 – 11.079
Background

Family and Medical Leave Act is
designed to help employees balance
the demands of the workplace with
the needs of families and to promote
stability and economic security of
families.
Background

FMLA provides protection for the
employee and for the employer.

It is in the best interest of the employer
to charge qualifying absences against
employees’ FMLA entitlement
whenever possible.
FMLA Eligibility

To be eligible for up to 12 workweeks of
paid and/or unpaid FMLA leave,
employees must:


have been employed by the University for
at least 12 months; and,
have performed at least 1,250 hours of
service during the previous 12-month
period
FMLA Entitlement

FML shall be granted for the following
purposes:



For the birth of a child of the employee.
For the placement of a child with the
employee for adoption or foster care.
Serious health condition of the employee or
for care of a spouse, child, or parent of the
employee who has a serious health condition.
Leave Schedule

Leave may be taken as:



Block of time – employee is on leave 100%
time
Intermittent – leave that is taken in separate
blocks of time for a single qualifying reason
Reduced Schedule – employee reduces the
number of hours/days from their normal
schedule
Approval to Take FMLA Leave


The employee shall provide the supervisor with
not less than 30 calendar days notice before the
date the leave is to begin.
If not foreseeable 30 days in advance, the
employee shall provide verbal notice within two
working days of learning of the need for leave, or
as is practicable.
FMLA Application and Medical
Certification



The FMLA Application must be completed by the
employee and submitted to his/her supervisor prior
to the onset of leave, if practicable.
Medical Certification issued by the employee’s or
the family member’s health care provider shall be
required to support a request for Family and
Medical Leave for a serious health condition.
An employee’s failure to provide required
certification within 15 calendar days may result in
delay or denial of leave.
Benefits Continuation while on
FMLA Leave


Coverage of group health and dental
insurance shall be continued for the
12-week duration.
An employee may continue other
voluntary University benefits that are
paid by the employee.
FMLA Leave in Banner



The actual use of FMLA hours is tracked by
earnings codes for Civil Service staff, which
determines the employee’s pay status and
benefits eligibility.
Logistics about the FMLA leave are tracked in
Banner for both Civil Service and Academic
staff via the PEAFMLA form.
The PZAELOA form is also completed by the
Unit for unpaid or partial paid FMLA leaves.
FMLA Earnings Codes for
Exempt/Nonfeeder Civil Service






FSR Family Leave Sick (rdg)
FVR Family Leave Vacation (rdg)
FPR FMLA Parental Leave (rdg)
FLE Family Lv (FMLA) Unpaid (rdg)
FHR Family Leave Holiday (rdg)
FFR FMLA Floating Holiday (rdg)
FMLA Earnings Codes for Nonexempt
and Exempt Feeder System Civil Service






FLS Family Leave Sick
FLV Family Leave Vacation
FPL FMLA Parental Leave
FLU Family Leave Unpaid (FMLA)
FMH Family Leave Holiday (FMLA)
FMF Family Leave Floating Holiday
FMLA/VESSA Earnings Codes
for Civil Service










CVV - FMLA/VESSA Leave Vacation
CVR - FMLA/VESSA Leave Vacation - (rdg)
CVS - FMLA/VESSA Leave Sick
CSR - FMLA/VESSA Leave Sick (rdg)
CVU - FMLA/VESSA Leave Unpaid
CUR - FMLA/VESSA Leave Unpaid (rdg)
CVH - FMLA/VESSA Leave Holiday
CHR - FMLA/VESSA Leave Holiday (rdg)
CVF - FMLA/VESSA Leave Floating Holiday
CFR - FMLA/VESSA Leave Floating Holiday (rdg)
Tracking FMLA Leave in Banner



The employee’s Home department
completes the PEAFMLA form for all
employees on FMLA leave.
PEAFMLA tracks the duration and reason
for the leave, and ensures the proper
FMLA forms have been completed.
PEAFMLA is completed at the beginning
and at the end of the leave.
Tracking FMLA Leave in Banner


PZAELOA is completed by the Unit for all
partial-pay or unpaid FMLA leaves.
PZAELOA must be completed for each
job the employee is taking leave with
partial pay or without pay.
FMLA Audit Reports


Audit reports will be available to
verify consistent and accurate
usage of PEAFMLA and PZAELOA
forms for employee’s on leave.
Reports will be available through
EDDIE.
FMLA Review


Employees with 1250 hours of
work in the last 12 months and 1
year(s) of service are eligible for
FMLA leave.
The University recognizes a rolling
year to determine the 12-month
eligibility period.
FMLA Process




Mary Smythe, Secretary III, has requested to
use FMLA leave for the birth of a child.
Mary worked 1950 hours in the last 12
months and has worked for the University for
three years.
Mary plans to take leave for twelve
continuous weeks beginning March 3
through May 27.
Mary will be using parental and accrued sick
and vacation leave to continue in pay status
during her leave.
FMLA Banner Demonstration
(Beginning Leave)
FMLA/VESSA Leave Usage
Report



Supplemental tool to assist units with
tracking FMLA and/or VESSA leave hours
for any 12-month period and/or event.
Downloadable EXCEL spreadsheet
available in DART.
Will replace the paper FMLA/VESSA
Leave Usage Report.
FMLA/VESSA Usage Report
Demonstration
FMLA Banner Demonstration
(Returning from Leave)
FMLA/VESSA Usage Report
Demonstration
(Returning from Leave)
FMLA Conclusion
Questions/Break
Victims Economic Security and
Safety Act (VESSA) Policies

Academic Policy


Effective for all campuses
Policy and Rules


Rule 11.16
Regulations 11.161 – 11.170
VESSA

VESSA grants all employees in the
State of Illinois who are victims of
domestic or sexual violence or who have
a family or household member who is a
victim, up to 12-weeks of leave per 12month period.
Background

Victims Economic Security and Safety Act was
established to promote the State’s interest in
reducing:




Domestic Violence
Dating Violence
Sexual assault
Stalking by enabling victims of domestic or sexual
violence to maintain the financial independence
necessary to leave abusive situations
Background continued



To achieve safety
To minimize the physical and emotional
injuries from domestic or sexual violence
To reduce the devastating economic
consequences of domestic or sexual
violence to employers and employees.
VESSA Posting Requirements


Employers covered by this Act shall post and
keep posted, in conspicuous places where
notices to employees are customarily posted,
summarizing the requirements of this Act and
information pertaining to the filing of a charge.
Link to website:
http://www.state.il.us/agency/idol/forms/PDFS/
vessanotice.pdf
VESSA Eligibility

All employees are eligible for 12 weeks
for any 12-month period. The 12-month
period begins the first time VESSA leave
is taken after completion of any previous
12-month period.
VESSA Entitlement

VESSA leave shall be granted for the
following purposes:



To seek medical help and recovery.
To obtain victim’s services.
Participate in safety planning or economic
planning.
Approval to Take VESSA Leave

The employee shall provide the supervisor
with a 48 hour notice in advance, unless
providing such notice is not practicable.
VESSA Application

The VESSA Application must be completed
by the employee and submitted to his/her
supervisor.

Other means of certification that is
required may be in the form of:


A sworn statement of the employee (this is
satisfied by completion of the VESSA
application); and,
Other approved forms of documentation.
FMLA Medical Certification


The FMLA Medical Certification is
required if the reason for VESSA leave is
for a serious health condition of
themselves or immediate family member
related to the VESSA event.
If applicable, provisions under the FMLA
University Policy and Policy and Rules
policies shall be followed.
Benefits Continuation while on
VESSA Leave



Coverage of group health and dental
insurance shall be continued for the 12week duration.
An employee may continue other
voluntary University benefits that are paid
by the employee.
Civil Service employees continue to
accrue seniority while on VESSA leave.
VESSA Leave in Banner


The actual use of VESSA hours is tracked
by earnings codes for Civil Service
employees, which determine the
employee’s pay status and benefits
eligibility.
VESSA hours are not reported for
Academics on VESSA leave.
VESSA Earnings Codes for
Exempt/Nonfeeder Civil Service
VVR - VESSA Leave Vacation (rdg)
 VSR - VESSA Leave Sick (rdg)
 VUR - VESSA Leave Unpaid (rdg)
 VHR - VESSA Leave Holiday (rdg)
 VFR - VESSA Leave Floating Holiday (rdg)

Earnings Codes for Nonexempt
and Feeder Civil Service
VLV - VESSA Leave Vacation
 VLS - VESSA Leave Sick
 VLU - VESSA Leave Unpaid
 VLH - VESSA Leave Holiday
 VLF - VESSA Leave Floating Holiday

FMLA/VESSA Earnings Codes
for Civil Service










CVV - FMLA/VESSA Leave Vacation
CVR - FMLA/VESSA Leave Vacation - (rdg)
CVS - FMLA/VESSA Leave Sick
CSR - FMLA/VESSA Leave Sick (rdg)
CVU - FMLA/VESSA Leave Unpaid
CUR - FMLA/VESSA Leave Unpaid (rdg)
CVH - FMLA/VESSA Leave Holiday
CHR - FMLA/VESSA Leave Holiday (rdg)
CVF - FMLA/VESSA Leave Floating Holiday
CFR - FMLA/VESSA Leave Floating Holiday (rdg)
VESSA Tracking in Banner



PZAELOA is completed by the Home
department for all VESSA leaves.
PZAELOA must be completed for each
job the employee is taking VESSA
leave.
Leave code “VS Leave VESSA” is
used in PZAELOA for employees on
VESSA leave.
VESSA Audit Reports


Audit reports will be available to verify
consistent and accurate usage of the
PZAELOA form for employees on
leave.
Reports will be available through
EDDIE.
VESSA Review

Which type of University employee is
eligible for VESSA leave?
A.
B.
C.
D.
D.
Only employees working 1250
hours.
Only full-time employees.
Only employees with at least one
year of service.
All employees
VESSA Process


John Smythe, Assistant Professor, has
requested to use VESSA leave for a
family member.
John will be using vacation leave to
continue in pay status. He will be on
leave from March 18 and scheduled to
return on April 2.
VESSA Banner
Demonstration
FMLA/VESSA Leave Usage
Report

The DART FMLA/VESSA Leave
Usage Report is used throughout the
VESSA leave.
FMLA/VESSA Usage Report
Demonstration
(Returning from Leave)
VESSA Banner
Demonstration
(Returning from Leave)
FMLA/VESSA Usage Report
Demonstration
(Returning from Leave)
Similarities Between FMLA and
VESSA Leave






12-week entitlement per 12-month period.
Application and approval process.
Benefits continuation.
Restoral to equivalent position.
Seniority accrual.
Reporting needs.
Differences Between FMLA and
VESSA






Employee eligibility.
Employee’s relationship to the
covered recipient.
Notification requirements.
Certification providers.
Earnings codes.
Tracking in Banner.
FMLA & VESSA Review

When do I count a VESSA leave as also an
FMLA leave?
A.
B.
C.
C.
D.
You should always count VESSA leave as FMLA
leave.
When the VESSA leave is taken to seek legal
advice.
When VESSA leave is taken for a serious health
condition of the employee or immediate family
member.
VESSA leave should never be counted as FMLA
leave.
Web Resources (NESSIE)




Leave Provisions and Information
https://nessie.uihr.uillinois.edu/cf/leave/index.cfm
Leave Forms
https://nessie.uihr.uillinois.edu/cf/leave/index.cfm?
Item_ID=1413&rlink=1194
Benefits continuation through COBRA
https://nessie.uihr.uillinois.edu/cf/benefits/index.cf
m?Item_ID=49
Policy Administration
https://nessie.uihr.uillinois.edu/cf/policies/index.cf
m?Item_id=386
Web Resources (DART)



Banner Leave Processing
https://hrnet.uihr.uillinois.edu/dartcf/index.cfm?Item_id=1697
Banner Job Aides
https://hrnet.uihr.uillinois.edu/dartcf/index.cfm?Item_id=2034
Frequently Asked Questions about Leave
Processing https://hrnet.uihr.uillinois.edu/dartcf/index.cfm?Item_id=2118
Conclusion
Questions?