FMLA Guide and Short-Term Disability

FMLA and Short-Term Disability

Family and Medical Leave (FMLA)

Under FMLA, an employee may elect to take up to 12 work weeks of unpaid job protected leave in a 12-month period, provided that he/she has been employed for at least twelve (12) months and has worked a minimum of 1,250 base hours (excluding over-time) during the preceding twelve (12) months.

An employee may request FMLA leave in the following circumstances: the birth or adoption of a child, the event of his/her own serious illness, the event of a serious health condition of a family member. As of January 16, 2009, FMLA was expanded to include qualifying exigencies arising out of the fact that the employee’s spouse, registered domestic partner, son, daughter, or parent is on active duty or call to active duty status as a member of the National Guard or Reserves in support of a contingency operation.

Information concerning the Family and Medical Leave Act (FMLA) and Pace’s FMLA policy is available in the Employee Handbook.

Employee Rights and Responsibilities Under the Family and Medical Leave Act

Manager’s Responsibilities:

FMLA is an unpaid leave; however, an eligible employee is required to utilize accrued paid leave (vacation and personal days) prior to taking unpaid FMLA leave.

FMLA leave time may be taken intermittently (or on a reduced schedule basis in one hour increments in conformance with University Time Off Policy) whenever the leave is medically necessary due to the serious health condition of a covered family member or the employee, or the serious injury or illness of a covered service member. Accrued paid leave may be taken in ½- or full-day increments only. FMLA leave time may also be taken intermittently (or on a reduced schedule basis) by an employee when necessary for a qualifying exigency. Leave may not be taken on an intermittent basis or on a reduced work schedule for the birth or placement of a child without the University’s approval.

The request for FMLA leave must be reported, telephonically, to the University’s FMLA administrator, CIGNA, at 1-888-842-4462. The CIGNA representative will explain the certification and approval process to the employee, and will notify the University Benefits office that a claim has been filed.

If the leave is approved, the manager will receive notification from the University Benefits office regarding the duration of the approved leave and instructions for documenting the time used in KRONOS.

Short-Term Disability Leave

Information concerning Short-Term Disability leave is available on the Human Resources web page (please click here for full-time employees and here for part-time employees) and in the Employee Handbook.

Short-Term Disability leave begins on the 8th consecutive calendar day of absence (including weekends and holidays) due to a medical disability. If the employee is eligible for FMLA, Short-Term Disability leave will run concurrently with FMLA leave.

Manager’s Responsibilities:

Please contact the University Benefits office if an employee misses work, in excess of 7 consecutive calendar days (including weekends and holidays), due to a disability (injury, sickness, pregnancy). If the employee contacts you, please instruct him/her to contact CIGNA Disability, the University’s Short-Term Disability carrier, at 1-888-842-4462, to file a claim and to notify the University Benefits office.

If the leave is approved, the manager will receive notification from the University Benefits office regarding the duration of the approved leave and instructions for documenting the time used in KRONOS.