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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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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Non-Disability Related Leaves

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 Roles

andand

ResponsibilitiesResponsibilities

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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 pre-disability 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)

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Stanford,Jane0111111

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/cgi-bin/health_and_life/disability/

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Benefits Website

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Medical & Life Link

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Disability Benefits

Federal Federal

andand

State State

Job ProtectionsJob 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 PDLKnow 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

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)

Typical Maternity Leave

Pregnancy Disability

Leave (PDL) PrePartum

Pregnancy

Disability Leave (PDL)

PostPartum

Family Temporary Disability

(FTD) Mandatory Vacation

Family Temporary Disability

(FTD)

Balance of Bonding

Leave

Typically begins 1 to 4 weeks before expected delivery date

Requires Dr. statement

Using Sick, PTO, Floating, Vacation hours to augment insurance benefit.

Typically 6 to 8 weeks after delivery date (based on delivery type & Dr. certification)

Requires Dr. statement

Using Sick, PTO, Floating, Vacation hours to augment insurance benefit.

Maximum 80 hours or all available vacation time (The 80 hours is prorated for part-time).

May only use Vacation hours. If no vacation hours, FTD begins immediately.

There is no disability benefit during this period.

May be up to 6 weeks after FTD Mandatory Vacation.

May be used up to 1 year after birth of child.

Requires Bonding Certificate.

Only PTO, Floating and Vacation hours can be used to augment insurance benefit.

May be up to 4 weeks after the FTD Leave.

Requires 1 year service of 1,250 hours.

May only use PTO, Floating, Vacation hours.

No disability benefit during this period.

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Protected under CA Pregnancy Disability Leave (PDL)

Protected under CFRA (CA version of Federal Family & Medical Leave Act-FMLA) if eligible, 12 weeks beginning 1st day after PDL ends

Protected under FMLA (if eligible), 12 weeks beginning on 1st day of leave

Salary Salary Continuation/ Continuation/

Salary SupplementSalary Supplement

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Admin Guide 27.7 Sec 2.a (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 Kronos/Peoplesoft HRMS records each pay period for all employees on absences due to work-connected disability. DMS 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/EducatorsWhat 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

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

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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

Overpayment Form Page 2

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On behalf of Benefits, On behalf of Benefits, HRG/Employee Relations, and HRG/Employee Relations, and

Disability & Leave Services Disability & Leave Services

THANK YOU!THANK YOU!

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