leave of absence & disability benefits · leaves eligible to receive ppl benefits •leaves for...

Leave of Absence & Disability Benefits

July 2019

Last Updated 07.2019

© 2018 Equinix.com© 2018 Equinix.com2

Topics

• Benefits Administrator:

Matrix Absence Management

• Family Medical Leave Act

(FMLA ) & Other Leaves

• Short Term Disability/Other

Wage Replacement • Including Paid Parental Leave (PPL)

• Claim Filing & Leave Process

• Intermittent Leaves

• Returning to Work &

Extending a Leave

• Employee Responsibilities

• Manager Responsibilities

• Contact Information & Leave

Support

© 2018 Equinix.com

Matrix Absence Management

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© 2018 Equinix.com4

Effective July 1, 2019:

• All Leave of Absences (LOA) and Short

Term Disability (STD) Benefits will be

managed by Matrix.

• Any LOA or STD claim that began prior

to July 1, 2019 will be transferred to

Matrix for administration.

New Benefits Administrator

© 2018 Equinix.com

Family Medical Leave Act (FMLA )

& Other Leaves

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© 2018 Equinix.com

Family Medical Leave Act (FMLA)

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What is FMLA

• Job protected leave (time away

from work)

Eligible FMLA Reasons

• Medical Leave when an

employee is unable to work for

their own serious health condition

• Birth and care of a newborn

child, or placement of a child for

adoption of foster care

• Caring for an eligible family

member* with a serious health

condition

• Military Exigency* Leave and

Military Caregiver* Leave

* See Employee Handbook for details

FMLA Eligibility Requirements

• Minimum12 months employment &

1,250 hours worked

FMLA Time Allowed

• Up to 12 weeks of unpaid leave

How to Take FMLA

• File a claim with Matrix 1 of 3 ways:

1. Telephonic Reporting: 1-877-202-0055

2. Online Reporting:

www.matrixabsence.com

3. iPhone/iPad or Android/Tablet

application: Search for Matrix

eServices Mobile in the App Store or

Google Play

http://www.matrixabsence.com/

© 2018 Equinix.com

Other Leaves

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*See Employee Handbook for details

**See Employee Handbook State Addendums for details

Military Service Leave or Uniformed Services Employment

and Reemployment Rights Act (USERRA)*

State and Local Leaves

• Some states and local regions have their own specific leave laws.**

Examples:

• California Family Rights Act (CFRA)

• California Pregnancy Disability Leave (PDL)

• Oregon Family Leave Act (OFLA)

Personal Leaves

• Equinix may provide unpaid leave for eligible employees who wish to

take time off from work to fulfill personal obligations*

© 2018 Equinix.com

Short-Term Disability & Other Wage Replacement Policies

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(Including PPL)

© 2018 Equinix.com

Short-Term Disability (STD)

What is STD

• A company benefit that offers

employees wage replacement

when they are medically unable to

work

Who is Eligible for STD

• All active full-time employees

regularly scheduled to work 20+

hours per week

How Much $ Does STD Pay

• STD pays up to 66.67% of an

employee’s basic pay* up to a

maximum $3,462 per week

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Eligible Leave Reasons

• Medical Leave when an employee is

unable to work for their own serious

health condition

How to Receive STD

• File a claim with Matrix 1 of 3 ways:

1. Telephonic Reporting:

+1.877.202.0055






Google Play

*Contact Matrix for more details on the definition of “basic pay”


© 2018 Equinix.com

State Wage Replacement Laws

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*Contact Matrix for more information about state disability and family leave insurance

** Employees will file for HI & NY disability insurance through Matrix

• California

• Hawaii**

• New Jersey

• New York**

• Rhode Island

• Washington

• Washington DC (eff. July 2020)

• Massachusetts (eff. Jan. 2021)

State Laws: Some states have their own wage replacement laws for disability and family leave.*

States with Disability Leave Insurance

States with Family Leave Insurance

• California

• New Jersey

• New York

• Rhode Island

• Washington

• Washington DC (eff. July 2020)

• Massachusetts (eff. Jan. 2021)

© 2018 Equinix.com

Equinix Wage Replacement Policies

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Paid Parental Leave (PPL)

What is PPL

• A company benefit available to

employees who are on leave for the

birth of a child, adoption, or foster care

placement

Eligibility Requirements

• Minimum12 months employment &

1,250 hours worked

Leaves Eligible to Receive PPL

Benefits

• Leaves for birth and care of a newborn

child, or placement of a child for

adoption or foster care

Maximum PPL Benefit

• Wage replacement for up to 8 weeks*

How to Receive PPL Benefits

• File an eligible leave claim with Matrix 1

of 3 ways:

1. Telephonic Reporting: 1-877-202-0055






Google Play

* See Employee Handbook for details

Other Equinix Pay Policies*

• Bereavement

• Jury duty/Witness Leave

• Voting


© 2018 Equinix.com

Claim Filing & Leave ProcessSteps 1-2-3

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© 2018 Equinix.com


Step 1

Employee contacts Matrix to submit an

LOA and/or STD claim.

• Matrix can be contacted 1 of 3 ways:

1. Telephonic: +1.877.202.0055

2. Online: www.matrixabsence.com

3. Mobile App: Search for Matrix eServices Mobile

in the App Store or Google Play

Matrix’s Intake Specialist will:

• Collect employee’s leave request

• Discuss company and state programs

• Provide examiners contact information

• Outline next steps

Matrix will notify Equinix of the employee’s

leave request.

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© 2018 Equinix.com

Step 2

• Matrix will work directly with the employee and their doctor to collect the

certification needed to process the LOA and/or STD claim.

• Matrix will notify the employee of their LOA and/or STD eligibility and approvals.

• Matrix will keep Equinix updated of the employee’s claim status.

Step 3

• Matrix will stay in communication with the employee and Equinix throughout the

life of the employee’s claim.

• Matrix will contact the employee prior their return to work date.

• Matrix will confirm with the employee’s manager if the employee returned to work

as expected.

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© 2018 Equinix.com

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Claim Filing & Leave Process

© 2018 Equinix.com

Intermittent Leaves

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Intermittent Leaves

• Must be medically certified by a

treating physician, with frequency

and duration clearly outlined

• Leaves can be certified for up to 6

months

• Leaves are reviewed every 60 days

for patterns of absence

• Re-certification can occur at 60 day

or 6 month mark

• Employees must coordinate all

scheduled treatments and

appointments with their manager in

advance*

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Reporting Intermittent

Time to Matrix

*Or as soon as practical

Facts about

Intermittent Leave • Employee’s are required to report

intermittent time in ADP as well as

with Matrix

© 2018 Equinix.com

Returningto Work

From a Disability Leave

• Employee must provide Matrix with a

doctors release to RTW at least 5-

days before their return date

From a Family Leave, Military

Leave, or Personal Leave

• Employee must confirm with Matrix

their intent to RTW at least 5-days

before their return date

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Extending a Leave

Extending a Leave of Absence

• To extend a leave of absence

employees must provide Matrix with

updated information and/or

certification. Contact Matrix for

additional details on extending a

leave of absence.


Employee ResponsibilitiesRequest LOA through Matrix directly

• Provide start date & estimated duration of LOA

• Intermittent FMLA – All scheduled treatment/appointments must be

coordinated with supervisor in advance* and employee must follow Equinix’s

call-in procedures for unexpected absences

• Confirm if absence is FMLA related

• Ensure medical information is supplied by providers to Matrix

Communicate with Matrix while on leave

• Inform Matrix of return to work status

• Report intermittent FMLA time used on a weekly/bi-weekly basis .

• Inform Matrix of work restrictions

• Advise supervisor of absences in accordance with company policy

• When appropriate enter PTO in accordance with Equinix’s policy.

Return to work status

• Ensure release to return to work is submitted to Matrix at least 5-days prior to

return to work.

*Or as soon as practical


Manager Responsibilities

• Observe staff for potential FMLA and/or Other LOA needs

• Employee was hospitalized

• Birth, adoption or placement of child

• Employee informs you that a qualifying family

member has a serious health condition

• Review company leave procedures with employee and remind

employee to file claim with Matrix

• Verifying intermittent FMLA/Leave time

• Ensure employee has provided a doctors release to return to

work prior to allowing the employee to return from a disability

leave

• Confirm for Matrix if employee returned to work on their return

date as expected

© 2018 Equinix.com

Contact Information & Leave Support

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• Matrix Absence Management

Matrix can be contacted 1 of 3 ways:

1. Telephonic: +1.877.202.0055

2. Online: www.matrixabsence.com

3. Mobile App: Search for Matrix eServices Mobile in the App Store or Google Play

• HR Shared Services (HRSS)

Email: [email protected]

• Equinix’s Leave of Absence ManagerEmail: [email protected]

Phone: +1.650.598.6250


mailto:[email protected]

mailto:[email protected]

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