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  • County of Los AngelesDepartment of Human Resources

    Long Term Leave Absence ReportModule I

    February 28, 2009

    Long Term Leave Management ProgramNext

  • IntroductionWelcome to the County of Los Angeles online training for Long Term Leave (LTL) Absence Report. This training consists of separate modules covering the basics in completing the report, a systematic approach in reconciling data, and the use of the LTL Absence Report as a management tool.

    The training is designed to be self-paced. Throughout each module of this training, you will be introduced to specific concepts followed by exercises to help you apply the concept introduced. We recommend that you complete the first modules prior to working on the actual report at work. If you choose to exit the program before completion, your information will be saved and bookmarked. You will be able to return to the training at a later time. You may also repeat these modules as many times as needed. When you are ready to start, please click on the Next button to begin Module I. Next

  • Learning ObjectivesNextModule I OverviewIn this module, you will learn the followings:

    Lesson 1: Identify data that met the criteria of the report Lesson 2: Categorize the types of data for placement in the ReportLesson 3: Use CWTAPPS Leave Code System to reflect the nature of long- term leave for each employeeLesson 4: Provide meaningful statements for the Comment section of the report for your management review

  • Lesson 1: Identification of DataWhen an employees employment condition meets one of the following criterion, the employees leave must be recorded in the Long Term Leave Management (LTL) Absence Report. These criteria are:

    When the duration of a continuous leave reached 6 months or 180 days from the first day of leave.

    When a Long Term Leave employee resumes leave status after returning to work for less than 30 daysNext

  • An employee has been taking intermittent leave under Family Medical Leave Act (FMLA -12 weeks,) California Pregnancy Leave Act (CPLA -16 weeks,) and California Pregnancy Family Act (CPFA 12 Weeks with Benefits) for pregnancy related disability and bonding with her child since January 1, 2008. As of December 1, 2008, she was still on Leave. Should this employee be included in the LTL Absence Report?Next Yes No Not sufficient information to determineAnswer: B. Even though a combined leave taken under all three Acts may exceed 6 months or 180 days. Intermittent Leave is not considered as continuous leave. ExercisesScenario 1

  • Scenario 2M. May took a leave of absence on May 4, 2008 under FMLA for 12 weeks, extended her leave for an additional four (4 weeks) under CPLA for pregnancy related disability. Then immediately took a leave of absence under CFRA for bonding with her child. As of November 15, 2008 she was still on leave. Should this employee be included in the December 15, 2008 report? Yes No Not sufficient information to determineAnswer: A Although the leave was taken under three different laws, the leave was continuous and exceeded 6 months/180 days from the very first day she took the leave on May 4, 2008. Next

  • Scenario 3:An employee exhausted both her FMLA and CPLA leave. She is now on the first week of CFRA. Does she meet the LTL criteria to be included in the report? Yes No Not sufficient information to determine

    Answer: B. FMLA and CPLA are meant to run concurrently if an employee was disabled by the pregnancy. The maximum leave under FMLA is 12 weeks, and the maximum for CPLA is 16 weeks. When the two types of Leave are ran concurrently, the maximum duration of leave an employee is eligible for is 16 weeks. Given that she is on the first week of her CFRA leave, she has only accumulated 17 weeks or 119 days of continuous leave. (Ref. Interpretive Manual)Next

  • Scenario 4Employees has been on approved Educational Leave since September of 2006. As of September 2008, he was still on leave. Should this employee be included in the October 15, 2008 LTL Absence Report?

    Yes No Not sufficient information to determineAnswer: A The criteria for Long Term Leave is all inclusive regardless of the types of leave. This employee met both the continuous and 180 days criteria.

    Next

  • Scenario 5An employee was on Leave for 190 days prior to him starting his temporary light duty assignment on October 15, 2008. In November 15, 2008 report, you were to report all active cases for the month of October, should this employee be listed as an active case in the November 15th report?

    Yes No Not sufficient information to determine

    Answer: B

    On the last day of October, this employee has not returned to work for more than 30 days. This employee should remained as an Active Cases until after the 30 days has passed.Next

  • Scenario 6:An employee began his temporary work hardening assignment on April 1, 2008 after 11 weeks of continuous leave. Then, the employee resumed and remained on leave status since May 2, 2008. Should this employee be included in June 15, 2008 report? Yes No Not sufficient information to determine

    Answer: B This employee has not met the 6 months/180 days criteria before he returned to work on work hardening assignment. He should not be listed at all. Next

  • Lesson 2: Categorizing Your DataNextIn order to understand how the data you gathered should be grouped and entered into the Long Term Leave Absence Report, lets take a look at the Content and the Structure of the report itself. Next

  • Contents of the ReportAs you can see from the title of the report, it says August 15, 2008 LTL Absence Report for the month of July, 2008. This means that the report was dated for August 15, 2008 submission, and reports activity data only for the month immediately preceding the date of the report. Next

  • ExercisesFor each of the condition stated in the following two scenarios, please indicate which of the report should the employee be listed.

    Employee met the 6 months/180 days criteria on Nov. 1, 2008.October 15, 2008November 15, 2008December 15, 2008

    Answer: December 15, 2008 report Employee met the 6 months/180 days criteria on Oct. 15, 2008October 15, 2008November 15, 2008December 15, 2008

    Answer: November 15, 2008 reportNext

  • Now lets go to the first section of the report. This section is labeled as ACTIVE CASES .Active Cases in this section are active cases carried over from last month. For example, using the months and dates of the following illustration, cases under the Active Cases in July 2008 are active cases from June that remained to be active in July. Next

  • The second section of the report is labeled as New Cases in.., and includes data that meet one of the following criteria:

    Cases that reached the 6 months/180 days criteria in the reporting month

    Cases that exceeded the 6 months/180 days criteria but were never reported in earlier reports.

    Note: Think of New as in any additional active cases that were not reported in prior reports.Next

  • The last section of the Report, the Processed/Cleared Cases section is where you entered the following cases:

    Cases that met the 6 Months/180 days criteria and were cleared during the reporting month Cases that met the 6 Months/180 days criteria and were cleared in other months but was never reported. Cases that should not have been reported in prior months as active but was inadvertently listed in previous reports.Next

  • ExercisesFor each of the following scenarios, please click the button where you believe the data should be placed. An employee was reported in April 15, 2008 report as having been on leave for 2,658 days. However, you just discovered that the employee retired on March 24, 2008. Where should this employee be placed in the May 15, 2008 report?NextActive Cases Section New Cases Section Processed/Cleared Cases Section Should not be included in the report A & C

    Answer: C

  • 2. Ms. ML accumulated 183 days of Leave on the last day of April. However, the comment in the report indicates that the employee was placed on work hardening assignment on April 7, 2008. If you were to correct this listing, where would you place this employee in the May 15, 2008 report? Active Cases Section New Cases Section Processed/Cleared Cases in April Section Should not be included in the report

    Answer: CBased on the comment, the actual duration of Ms. MLs leave should be 183 days minus 23 days. This means that Ms. MM only had 160 days before she returned to work. She did not meet the LTL criteria to be included in any LTL Absence Report. However, since she was already included in the previous report, we can only report it as a drop under the Processed/Cleared section and note it as an Over-reported case. Next

  • 3. As of April 15, 2008, Employee X has been out for 278 days but was never reported in any report. Where should this employee be placed in the May 15, 2008 report?Active Cases SectionNew Cases SectionProcessed/Cleared Cases in April SectionShould not be included in the reportNextAnswer: BAs long as an employee meets the Long Term Leave criteria and has never been included in any LTL Absence Report, the employee should be listed as a new case.

  • Active Cases Section New Cases Section Processed/Cleared Cases in April Section Should not be included in the report

    Answer: B

    To answer this question, one must know this employees duration of the leave on March 31, 2008. On March 31, 2008, this employee has a total of 178 days (208-30 =178) of leave, making him or her not eligible to be listed in the April 15, 2008 report. However, she met th

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