WORKSHOP CLICK TO EDIT - Department of Human Resources Office of Benefit Services
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WORKSHOP
Department of Human Resources
Office of Benefit Services
8115 Gatehouse Road, Suite 2700
Falls Church, Virginia 22042
Objectives
• Review Family Medical Leave (FMLA), Short Term
Disability Insurance (STD), and FCPS Leave of
Absence (LOA) Policies and Procedures
• Discuss actions and forms required for processing of
leave requests and insurance benefits
• Provide information on wellness-related
CLICKprograms
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resources that are available toMASTER
you TITLE STYLE
2
Maternity-related Leaves Overview
• Your situation is unique.
• Eligibility based on few factors, such as your hire date,
contract length, and accrued leave balances.
• If you are pregnant, you may be eligible for Short-term
Disability (STD).
• CLICK
Typically 6 or 8 weeks starting the date you EDIT TO
give birth
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• You may be eligible for leave under the Family Medical
Leave Act (FMLA).
• 12 week, or 60 workday, entitlement
• STD and FMLA run concurrently.
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Short-Term Disability (STD) Insurance Program
• Benefits eligibility – Contracted employees eligible the first of the
month following one year of service.
- Example: Hire date of 8/17/2019 means STD eligibility date 9/1/2020
• Coverage is free to the employee.
• The STD Program is administered and managed by Sedgwick
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Time off from work to recover from a medical TO EDIT
condition.
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• STD can be approved during contract periods ONLY.
• Non-workdays are not counted. Holidays and non-contracted days
(Winter, spring, and summer break).
4
STD: The Elimination Period
• There is a 20 workday elimination period before STD pay
begins.
• These days count towards your overall approved STD period.
• You will utilize your accrued leave balance during elimination
period. If no leave to use, then this time is without pay.
• On the 21st workday, you will begin to receive short-term
disability pay. CLICK TO EDIT
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How STD Works with Pregnancy Claims
• You are required to contact Sedgwick 30 days prior to due date
or if put on bed rest to report claim.
• You will contact Sedgwick case manager after birth to report the
delivery date.
- Typical recovery period for regular delivery is 6 weeks
- Typical recovery period for a C-Section is 8 weeks
• Income replacement after 20 workday Elimination
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approved disability days at: MASTER TITLE STYLE
- 90% pay (paid by FCPS)
OR
- 100% pay using your own accrued leave (paid by FCPS)
• Pay defaults to 90% if no leave election made by employee
6
Family Medical Leave Act (FMLA)
• Federal mandate that allows employees to take unpaid time off from
work for specified family and medical reasons that include the care
for a newborn or adopted child.
• Eligibility - Must have completed one year of service and have
worked 1,250 hours during the 12 months prior to 1st day of leave.
• Leave Entitlement - 12 weeks (60 contracted workdays).
• Runs concurrently with STD (if approved).
• Entitled to remaining days after STD ends.
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• MASTER
FMLA is unpaid; however, an employee TITLE
is authorized STYLE
to use any
accrued leave to cover the approved FMLA time to receive pay.
• To apply for FMLA, you must submit the form (HR-126) to the FCPS
Disability and Leaves Unit, signed by Principal/Program Manager.
• You responsible for entering leave in MyTime.
Use the leave code “SICK-FMLA” 7
Maternity-related Leave Continuum
8
Short-Term Disability (STD) & Family Medical Leave Act (FMLA)
STD Elimination Period STD* Remaining FMLA
+ up to 2 weeks + up to 6 weeks (= 12 weeks total)
20 workdays = (regular birth)
approximately 4 weeks
+ up to 4 weeks + up to 4 weeks (= 12 weeks total)
(cesarean birth)
Accrued sick and/or 90% of current Accrued sick and/or annual leave
annual leave and/or salary
P leave without pay OR
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If no leave is available, then leave
A (LWOP) 100% of current MASTER TITLE STYLE
without pay (LWOP)
salary with use of
Y accrued sick or Form HR-126 must be submitted to
annual leave Disability and Leaves Office
*Average 6 weeks for regular birth; average 8 weeks for cesarean birth
8Employees Not Eligible for STD/FMLA
• You will be placed on an Unpaid Leave of Absence (LOA) during
recovery period.
- 6 weeks for regular birth
- 8 weeks for cesarean birth
• LOA can be extended beyond recovery period.
- Less-than-12-month employees will be approved to end of contract
(June 30th)
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• Prior to anticipated due date or medically-prescribed bed rest, you
will need to: MASTER TITLE STYLE
- Contact the Disability and Leaves Unit
- Have conversation with Principal/Program Manager
- Submit Form HR-136 with supporting documentation to FCPS Disability
and Leaves Unit
9Paternity-related Leave and Adoption
• FMLA Guidelines apply
- Eligibility of 1 year of service and 1,250 hours worked preceding 12 months
must be met.
- Approval is up to 12 weeks (60 contracted workdays)
- Leave is unpaid unless employee
has accrued leave
• Must be taken within the 1st year of
baby’s birth/adoption
- Time off must be continuous – no breaks CLICK TO EDIT
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• Complete Foreseeable Family Medical Leave Act Form (HR-126)
- Include required, related supporting documentation (live birth letter/birth
certificate/court decree of adoption) and submit to FCPS Benefits Office.
• You responsible for entering leave in MyTime.
Use the leave code “SICK-FMLA”
10Leave Option After FMLA Period
• You may request to take additional time after your approved FMLA
time
- Apply for Unpaid Leave of Absence (LOA) by submitting HR-136 form.
12-month employee will be approved for additional time, up to one year from
FMLA start date
Less-than-12-month employees will be approved for remainder of contract
year (June 30th)
- There is no use of accrued leave after approved FMLA time; all leave
time requested after FMLA will be unpaid.
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11Example of How to Count Leave Time
Estimated Due Date: February 1, 2021
Total FMLA (60 workdays/12 weeks):
START: Feb. 1, 2021 STOP: May 3, 2021
Recovery Period (Average 6 weeks - normal delivery):
START: Feb. 1, 2021 STOP: Mar. 15, 2021
Date of Disability:
START: Feb. 1, 2021
Elimination Period/ FMLA (20 workdays):
START: Feb. 1, 2021 STOP: Mar. 1, 2021 CLICK TO EDIT
Approved Short-Term Disability:
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Start: Mar. 2, 2021 STOP: Mar. 15, 2021
FMLA Only (Workdays):
START: Mar. 16, 2021 STOP: May 3, 2021
Unpaid LOA (if applicable)
START: May 4, 2021 STOP: Jun. 30, 2021
12Actions to Take Before the Baby is Born
• Contact Sedgwick to start an STD claim (pregnancy-related claims ONLY):
- 30 days prior to estimated due date
• Download Leave Forms (if planning to take additional time beyond STD):
- HR-126 – FMLA Request form
- You will want to submit this form to the Disability and Leaves Unit 30 days prior to your
estimated due date.
- Scan and email to DisabilityandLeaves@fcps.edu or fax to 571-423-5013.
- HR-136 – Request for an Unpaid LOA form
• Download Benefits Forms (if needed):
- HR-124 – Medical/Dental Enrollment and Change form
- CLICKform
HR-135 – Flexible Spending Account Enrollment/Change TO EDIT
- MASTER
HR-134 – Two Employee Spouse form (if you TITLE
and your spouse STYLE
are both benefits-
eligible FCPS employees)
• Have conversation with Principal/ Program Manager
- Communicate your intentions.
• Questions? Contact the Disability and Leaves Unit!
- Call (571) 423-3200, option 2.
- Email DisabilityandLeaves@fcps.edu 13Actions to Take After the Baby is Born
• Contact Sedgwick.
- Notify your case manager of birth
• Update MyTime. Use leave code “Sick – FMLA”
• Submit completed and signed Request for LOA form (HR-136) to Disability
and Leaves Unit (if requesting additional time beyond FMLA).
- Scan and email to DisabilityandLeaves@fcps.edu or fax to 571-423-5013.
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• Submit completed forms to Benefit Services.
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Email to HRBenefitsDocumentation@fcps.edu or fax to 571-423-5000.
- HR-124 – Medical/Dental Enrollment and Change form
- HR-135 – Flexible Spending Account Enrollment/Change form
- HR-134 – Two Employee Spouse form (if you and your spouse are both benefits-
eligible FCPS employees)
- Copy of the letter of live birth/birth certificate/adoption decree (if applicable)
14Things to Remember
• STD and FMLA run concurrently.
• STD is only approved during contracted periods; STD and FMLA
do NOT include holidays and non-contracted periods.
• No extensions of leave because of weather events (snow,
blizzards, etc.)
• The March 1 deadline to declare employment intentions
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following school year does not apply to maternity TITLE
MASTER related leaves
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• You must remember to submit the appropriate paperwork by its
deadline. Nothing is automatic.
• Childcare leave is continuous – No breaks!
15FCPS Medical Insurance Vendors
Prenatal Resources
• Aetna/Innovation Health – www.ih-aetna.com/fcps
- Beginning Right maternity program: 1-800-272-3531 (1-800-CRADLE-1)
Participants can receive a $150 health incentive credit – see brochure and FAQs at
www.ih-aetna.com/fcps > Wellness> Maternity Incentive.
- Member Services: 1-888-236-6249
• CareFirst – www.carefirst.com/pregnancy
- Nurse Line: 1-800-535-9700
- Text4baby messages - www.text4baby.org CLICK TO EDIT
- High-risk pregnancy support: 1-888-264-8648MASTER TITLE STYLE
- Member Services: 1-800-296-0724
• Kaiser Permanente – https://my.kp.org/fcps
- Pregnancy education classes
- Prenatal newsletters
- Member Services: 301-468-6000 (DC Metro Area)
1-800-777-7902 (Outside DC Metro Area)
16Adding your Child to Your FCPS Benefits
• Remember: Your child is NOT automatically covered by your FCPS
health benefits at birth!
• Complete the Medical & Dental Enrollment & Change Form (HR-124).
- You must also submit copy of the proof of birth letter/ birth certificate/ adoption
decree*
- You have 30 calendar days from the date of birth to add your baby to your
benefits.
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• Complete and submit (if needed) the Flexible Spending TO EDIT
Account (HR-135) and
Two Employee Spouse Deduction (HR-134)MASTERif needed. TITLE STYLE
• Submit forms to The Office of Benefit Services through email at
HRBenefitsDocumentation@fcps.edu or faxed to 571-423-5000.
*Don’t hold onto paperwork while you wait for the birth certificate or Social
Security Number as you may miss the 30 calendar day deadline! The Proof of
Birth Letter is acceptable until the birth certificate is available. 17 17Medical/Dental Premiums While on LOA
You must elect whether continuing benefits while on LOA.
If you choose to continue benefits while on LOA, you will be
responsible for benefit premiums:
- You will pay the “ACA” (Affordable Care Act) premium rate until end
of calendar year. (FCPS subsidizes the employee-portion only.)
- If you extend your LOA into a second calendar year, you will transition
to full premium rate.
- You can view the 2021 LOA Premium Chart onCLICK
the nextTO
slide.EDIT
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You must take action to continue benefits while on an unpaid
LOA. Please review your materials carefully to ensure
appropriate management of your benefits while on LOA.
18Health Premiums While on LOA
Premiums LOA until end
LOA after 1st
while on STD of 1st calendar
calendar year
or FMLA year
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19Actions to Take Upon Return To Work -
Re-Enrollment in Benefits
• If you didn’t elect to continue your benefits during FMLA or an LOA,
you may want to re-enroll upon returning to work. You have 30
calendar days from your return-to-work date to re-enroll in
benefits.
• Complete Form(s)
- Medical & Dental Enrollment & Change Form (HR-124)
- Provide new/updated dependent documentation (see Dependent Documentation
Eligibility Chart) CLICK TO EDIT
- Enrollment or re-enrollment in a Flexible Spending
MASTERAccount (HR-135)
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- Is your spouse also an FCPS Employee in a benefits eligible position?
- Complete the FCPS-Health Plan Eligibility & Deduction Authorization for Both
Spouse Employees Form (HR-134) to resume benefit
• Submit forms to The Office of Benefit Services through email at
HRBenefitsDocumentation@fcps.edu or faxed to 571-423-5000.
20Wellness Programs
FCPS Lactation Break Time Support
• FCPS is committed to providing returning mothers with time for lactation breaks
• All sites must provide a clean, non-restroom, non-intrusive space that is located near
a sink and has an outlet in accordance with Policy 4425
• Employees need to complete & submit the Lactation Time Request Form to their
manager 30 days before they return to work
• Employees and managers collaborate on appropriate scheduling to satisfy the needs
of the employee and the department.
Employee Assistance Program (EAP)
• Guidance Resources®: Available 24/7, toll-free number CLICK TO EDIT
(855) 355-9097
• Provides free confidential counseling for personal issues, legal and financial
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consultations, referrals and resources for work/life balance and health coaching
• Can assist new parents with finding childcare, lactation resources, pediatricians
• Visit the FCPS website: www.GuidanceResources.com FCPS Web ID – FCPS
Wellness Program Contacts
• EAP – eapquestions@fcps.edu
• Lactation Support Program – lactationquestions@fcps.edu
21Important Information
Policy and Regulations
• 4760 – Integrated Disability Management Program
• 4835 – Family Medical Leave Act
• 4822 – Unpaid Leave of Absence
• 4818 – Short-Term Leave without Pay
Offices to Contact
• Disability & Leaves Unit – (571) 423-3200
• Health & Dental Benefits – (571) 423-3200
• Office of Payroll Management – (571) 423-3500 CLICK TO EDIT
• Sedgewick - 1-855-937-1387 MASTER TITLE STYLE
• Human Resources – HRConnection@fcps.edu
• Wellness Program – HRWellness@fcps.edu
• EAP – eapquestions@fcps.edu
FCPS Website
• https://www.fcps.edu, search “Time Away from Work”
22Acronyms and Forms
FMLA: Family Medical Leave Act
STD: Short-Term Disability
LOA: Leave of Absence
HR-126: Form to apply for Family Medical Leave
HR-136: Form to apply for a Long-Term Unpaid Leave of Absence
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HR-124: Medical and Dental Enrollment Form required to add/drop
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dependents or cancel insurance plan
HR-134: Two Employee Spouse form required to receive the discounted
family coverage rate if both you and your spouse work for FCPS
HR-135: Flexible Spending Account (FSA) Enrollment form
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