U.S. Leave of Absence Program (Informational...

U.S. Leave of Absence Program(Informational Guide)

• Wesco’s Leave of Absence Program

• Common Leave Requests

• Overview of Family Medical Leave

• Intermittent Leave

• Leave of Absence Management Process

• Tools and Resources

• Roles & Responsibilities

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Program features

Wesco’s Leave of Absence Program

Wesco’s Leave of Absence Program is administered by Lincoln Financial Group (LFG).

• The program includes:

– Federal and State Leaves including, but not limited to:

• Family Medical Leave Act

• California Family Rights Act

• Pregnancy Disability Leave

• Military Leave

• Military Caregiver Leave

– Personal Leave (Medical and Non-Medical)

– Disability Claims

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➢ Common Leave Requests

Common Leave Requests

• Employee’s Own Serious Health Condition

• Care of a Family Member’s Own Serious Health Condition

• Birth of a Child, Adoption, or Foster Care

• Pregnancy Disability

• Military Orders, Training, or Deployment

• Care for Injured Service Member

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➢ Overview: Family Medical Leave

What is FMLA?

The Family Medical Leave Act (FMLA) is a federal law that provides a maximum of 12 weeks of leave within a rolling 12 month period.

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FML Eligibility

• Worked for Wesco for 12 months (need not be consecutive) and has met 1,250 hours within 12 months preceding a leave request

FML can be used for:

• Birth of a child, Adoption, Foster care

• Baby bonding

• Serious health condition for self, parent, or spouse/Domestic Partner

• An employee’s parent, child, or spouse called to active duty to a foreign country

• Care for Injured Service MemberFMLA runs concurrent with the following state leaves:

• Pregnancy Disability Leave (PDL)

• CFRA (CA only)

• Workers Compensation

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What is NOT a Serious Health Condition?

Common Cold

Flu

Earaches

Upset Stomach

Headaches (Excluding Migraines)

Routine Dental Treatment

➢ Intermittent Leave

Intermittent Leave of Absence Management

An employee may be eligible for leave intermittently for his or her own serious health condition or to care for a family member’s serious health as defined by leave laws.

• Intermittent leaves must be reported to Lincoln Financial and certified.

• Intermittent occurrences must be reported within 2 business days of the absence.

• Employees must follow Wesco’s internal time-off reporting procedures.

• The smallest increment of intermittent time that may be reported is 15 minutes.

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➢ Leave of Absence Management Process

Contact-

• Lincoln Financial and report new leave requests within 30-days prior to requested time off at:

— Phone: 1-800-423-2765

— Web: www.LincolnFinancial.com

Paperwork-

• Complete and submit documentation within specified timeframes.

• Follow the company’s reporting procedures for time-off requests.

Communication-

• Inform your manager and HRBP of your status and intent to return to work.

• Inform Lincoln Financial of return to work date or if any circumstances of the leave change.

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Employees Reporting a Leave of Absence

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Leave Initiation Process (Example of Medical Leave)

Employee contacts LFG to request a

leave of absence.

Leave review initiated by

LFG

Certification reminder sent to employee

by LFG

Certification submission deadline to

LFG

A determination

will be rendered based on

certification

Day 1

Day 1-5

Day 10

Day 15

Pay During a Leave

• Leave of absences are unpaid. Employees may substitute unused vacation, sick, or personal time.

• To request unused vacation, sick, or personal time, please contact your manager to input time requests through the ADP E-time system or contact the Payroll Department at payroll@wescoair.com

Information is Wesco Aircraft Proprietary and Confidential 14

Percentage of Disability Pay and Provider Information

Type Length Wages

State Disability Ins. (SDI)

Varies by state 55%

Short-Term Disability (STD)

25 week maximum 60%*

Long-Term Disability (LTD)

6 month waiting period (Benefit to age 65)

60% up to $10,000/month

Paid Family Leave Ins. (CA State)

6 week maximum 55%

*Short-Term Disability is offset by State Disability Insurance. Maximum benefit is 60%

Benefits During a Leave

The federal regulations require that coverage under Wesco’s group health plan continue as if an employee were actively at work. To maintain healthcare coverage, please refer to the following:

Timely Premium Payment

• Employees are required to submit premium payments within 15 days from the due date.

Health Insurance Payments

• Submit check or money order, made payable to Wesco Aircraft, Attn., HR-Benefits, 24911 Ave. Stanford, Valencia, CA 91355.

Qualifying Events

• Employees can add or remove dependents during a qualifying life event, which are: marriage, divorce, death, loss of coverage, birth, or adoption of a child.

Information is Wesco Aircraft Proprietary and Confidential 15

Return to Work Process

Employees must be cleared by Lincoln Financial Group. If an employee has work restrictions and/or requires accommodations, Lincoln Financial and HR –Benefits MUST review the requested accommodations prior to the return to work date.

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Contact Lincoln Financial (All Leaves)

• Employee MUST contact Lincoln with intent to return to work

Non-Medical Leaves

• Lincoln will communicate anticipated return to work date.

• HR-Benefits will work with Manager & HRBP to confirm employee returned to work.

Modified Duties Certification (Employee’s own serious health condition)

• A doctors note indicating job restrictions MUST be approved prior to returning to work.

Fitness for Duty Certification (Employee’s own serious health condition)

• This clears an employee to return to work with no restrictions.

ADP E-time (All Leaves)

• Employees must NOT clock in unless proper release is received .

➢ Tools and Resources

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Register at LincolnFinancial.com

• To access the mobile application, first register at www.LincolnFinancial.com

• Click on ‘Log In/Register’ to begin the process

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Registration - Continued

• Click on ‘Group Insurance Policy/Certificate’

• Complete the registration process, which includes:

– Creating your account name and password

– Setting your login and security information

– Review Protected Health Information (PHI) notification

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Accessing the Portal (24/7)

• Log in at www.LincolnFinancial.com or via the Mobile app to view and manage your claim.

• Employees and the HR-Benefits department can access the following:– Reporting a new absence claim – Checking the status of an existing absence claim – Adding intermittent time – Entering a return to work date

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Accessing the Mobile Application

• Go to the App Store or Google play

• Search for Lincoln Financial Group

• Locate Lincoln Financial Mobile

– It will also say Lincoln Financial Group below the title

–You will see the silhouette of Abraham Lincoln with the words “My Accounts” below the image

–Click Install to get started

• To view, initiate, and manage absence claims, select ‘Absence Claims’

– To initiate a new claim

• Select ‘New Absence Claim’, and select a new absence request

– To view claim details

• Select corresponding absence claim number

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Viewing and Initiating Claims

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Help and Support

Give Lincoln Financial a call!

• Report an absence, ask a question, etc.

• Ph. (800) 423-2765

• Identify yourself as an Insured

• Enter your SSN

• Available 7:00 AM – 7:00 PM (CST), Monday – Thursday

• Available 7:00 AM – 5:00 PM (CST) Friday

Visit Lincoln Financial on the Web!

• Available at www.LincolnFinancial.com(24/7/365)

• Report an absence, check the status of a leave of absence request, run a report, etc.

Help and Support

• Select ‘Help and Support’ from the home screen to view LFG’s contact.

• Contact information includes:

• Email address / Phone number / Fax #

➢ Health Insurance Portability Act (HIPAA)

What is the Health Insurance Portability and Accountability Act?

It is a federal regulation that safeguards health care recipients' personal health information

HIPAA does the following:• Limits employer plans to exclude coverage for preexisting conditions.

• Provides additional opportunities to enroll in a group health plan if you lose other coverage or experience certain life events.

• Protects medical records including health factors, prior medical conditions, previous claims and genetic information.

• HIPAA information is private and MUST be kept confidential at all times.

• Any HIPPA information may NOT be discussed with other employees.

Understanding HIPAA

THANK YOU