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Leave Management Objectives

In the Leave Management training you will learn what leave entitlements staff members have, as well as how to administer, track and communicate leave policies. To learn the most up to date leave policies
To become more familiar with staff leave entitlements To learn the ways and reasons a staff member may take leave To understand the supervisor responsibilities in administering leave
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Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA Family medical leave is the terminology used by University of California campuses and ANR for medically related leaves which includes the Family Medical Leave Act as well as the Pregnancy Disability Leave Act and the California Family Rights Act.

What is the Difference?

FMLA Federal entitlement CFRA - State entitlement PDL State & UC entitlement (pregnancy only) FMLA and CFRA run concurrently FMLA and PDL run concurrently CFRA and PDL do not run concurrently

Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA

HIPAA & FML

The Federal Health Insurance Portability and Accountability Act (HIPAA) is a law that protects a patients medical information from being distributed to others without the patients consent. If HIPAA is violated, supervisors can be held personally liable for the violation and fined up to $15,000. If you have HIPAA concerns, please contact the Staff Personnel Unit immediately.

Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA Determining FML Eligibility
Employee must have at least 12 months of University service (does not need to be consecutive months) Employee has worked 1250 hours in the consecutive 12 months immediately preceding the leave Has an illness, injury, impairment or physical/mental condition which is considered a Serious Health Condition
Exceptions Employed Pregnant

Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA Amount of Leave Entitlement An eligible employee is generally entitled to 12 workweeks of FML in a calendar year.
That means no more than 12 workweeks for that particular employee. For employees who work part time or alternative work schedules the entitlement is calculated on a prorated basis.

Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA How Can Leave be Taken? In blocks of time Intermittently (tracked by the supervisor on a regular basis, on the intermittent leave tracking form) By working a reduced schedule Calculated in: 15 minute increments, hours, days, weeks, months Prorated based on appointment percentage

Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Qualifying Reasons for Leave
For the employees own serious health condition (SHC). For the employees pregnancy related disability. (Pregnancy Disability Leave)

As parental leave to bond with the employees newborn, or foster care child (within 12 months of the childs birth or placement, as applicable.
To care for employees family member (child, spouse, same or opposite sex domestic partner or parent) who has an SHC. As military caregiver leave to care for a covered service member with a serious injury or illness incurred in the line of duty. As qualifying exigency leave to care for family related issues, including childcare when a family member has been called to active duty or notified of an impending call to duty. 8

Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
When to Give the Employee the FML Packet The supervisor should give the employee the FML packet provided by the SPU whenever they become aware of a possible condition. This could mean the employee is out for five days, or that the employee has made a comment, or others have seen an indication that the need for leave could be serious.

Leave Management
Supervisor Responsibilities Notify the Staff Personnel Unit of any impending leaves, as soon as possible Notify the employee of their need to contact the UCD campus benefits office for their continuing benefits and disability possibilities After the SPU provides you with the FML packet, review the packet with the employee and turn in all appropriate documents to the SPU, once complete

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Leave Management
Supervisor Responsibilities Contact the SPU with the return to work certification once the employee has returned from leave Follow up with the employee to ensure they have filled out/completed all of the appropriate documentation

Maintain confidentiality at all times. The employees medical file and personnel files should be kept separate
If the leave is intermittent, work with the employee, BOC and SPU to track. Contact the SPU with any questions or concerns at ANRStaffPersonnel@ucdavis.edu
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Leave Management
Work Contingency Plan
A work contingency plan is necessary when an employee is going to be on an extended leave and whose duties will still need to be fulfilled while the employee is out. The plan will set out what duties will be done by who and what types of work may be temporarily reassigned while the employee is on an extended absence. You may contact ANRStaffPersonnel@ucdavis.edu with any questions on reassigning duties.

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Leave Management
Interactive Process
The department must engage an employee in the Interactive Process to evaluate whether job modifications can be made which enable the employee to continue to perform the essential functions of the job when: An employee is out for a prolonged disability leave An employee discloses that s/he has a disability impacting his/her job An employee provides medical information describing prolonged or permanent impairments

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Leave Management
Reasonable Accommodation
"Reasonable Accommodation" is a reasonable change or modification that will enable an employee to perform the essential functions of the job. When an employee has prolonged or permanent disabilities that impair the employee's ability to perform his/her job, an effort must be made by the unit to provide accommodation to enable the employee to work in a modified capacity or change to a more suitable position.

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Leave Management
Leave of Absence Effect on Benefits
An employees leave may have a significant impact on their benefits, therefore an employee should contact the Benefits Office before (a) starting a leave, (b) changing to leave without pay, and (c) returning from leave. In many circumstances, an employee may be eligible for some type of benefit to assist them during the medical leave. Catastrophic Leave Vacation time donated to support employee on leave University Paid Disability Disability benefit accrued through the University Supplemental Disability Disability benefit accrued by paying into the system

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Leave Management
Catastrophic Leave
This program allows employees to donate accrued vacation to support a colleague who has exhausted his or her paid leave due to a catastrophic illness.

Eligibility
Holds a career appointment

Passed probation
Requests the catastrophic leave during or before the leave, not after Recipient must exhaust all paid leave Is in a collective bargaining unit that participates in the program or is a non-represented employee

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Leave Management
University Paid Disability
Eligibility
Is a member of a Defined Benefit Retirement Plan to which the University contributes (such as UCRP, PERS, etc.) Is appointed in a position at least 50% time for 12 months or more, and

Maintains an average regular paid time equal to 20 hours or more per week.

Note: University Paid Disability is processed through the UC Davis campus benefits office. They can be reached at (530) 752-1774

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Leave Management
Supplemental Disability
Eligibility
You are a member of a Defined Benefit Retirement Plan to which the University contributes (such as UCRP, PERS, etc.), and You maintain average regular paid time equal to 17.5 hours or more per week. Have enrolled and pay the monthly premium for supplemental disability benefits

Note: Supplemental Disability is processed through the UC Davis campus benefits office. They can be reached at (530) 752-1774 18

Leave Management
Workers Compensation
While Workers Compensation is not the same as Family Medical Leave and is considered a separate entitlement, supervisors are encouraged to work with the employee to provisionally designate a Workers Compensation (WC) case as Family Medical Leave, pending approval from our third party vendor on the Workers Compensation case.

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