leave of absence guide for managers - amazon web services€¦ · leave of absence guide for...

Leave of Absence Guide for ManagersYou may not have to track a leave of absence (LOA) very often, but when you do, we want to make sure you have the information you need to stay informed about your team's absences. Use this guide to learn about the types of LOA offered at McKesson, wage replacement benefits and any steps you need to take when someone on your team goes on LOA.

Inside you can find information about

2 Leave Administrators 3 Matrix Tracking Tools4 Fitness for Duty/Return to Work Release Form5 Family and Medical Leave Act (FMLA)8 Paid Parental Leave10 Americans with Disabilities Act (ADA)

12 Military Leave14 Personal Leave16 Bone Marrow Donation Leave17 Cancellations and Accommodations18 Wage Replacement Benefits19 KRONOS

Leave Administrators

When a team member tells you they need to take a LOA, direct them to the Leave of Absence page on McKNet (Life@McKesson > Pay, Benefits & Time Off > Leave of Absence). That's where they can find information about the types of LOA available to them, including eligibility requirements and Matrix's contact information.

LOA Administrators

MatrixMatrix Absence Management manages the following LOAs and wage-replacement benefits:

• Family and Medical Leave Act (FMLA) — p. 5

• Americans with Disabilities Act (ADA) — p. 10

• Paid Parental Leave — p. 8

• Military Leave — p. 12

• Short-Term Disability (STD) — p. 18

Cigna Cigna administers the following wage-replacement benefit:

• Long-Term Disability (LTD) — p. 18

Paid Time Off During a LOA

You need to enter accrued PTO on KRONOS for team members on an intermittent FMLA, but not for their STD waiting period, unless they're in a union. If you have union employees, you're responsible for managing their sick and vacation time. See p. 19.

Manager and Human Resources You work with HR to approve and manage the following LOAs:

• Personal Leave — p. 14

• Bone Marrow Donation — p. 16

As a manager, you are the main intake person for a team member's Personal LOA. See p. 15.

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Matrix Tracking Tools

Absence Radar Calendar

Each Status Notification includes a link to the Absence Radar Calendar. The calendar has information about Matrix-administered LOAs on your team for the previous six months, the current month and the next five months. For example, you can find:

• How many team members are on LOA.

• The name, type of leave, status, and start and end date for each absent team member.

• Information about returns to work, work restrictions and steps you may need to take.

• A messaging feature to contact the Matrix claims examiner handling the employee's LOA.

You can also use the calendar to create reports that show how often a team member is absent and the current number of new or partial LOAs. Access the calendar from the convenient link in the Status Notification emails or by logging in to your Matrix eServices account at www.matrixabsence.com.

Managing your team's absences can be easy. Rely on Status Notifications and the Absence Radar Calendar to stay up to date on any LOA administered by Matrix — FMLA, ADA, Paid Parental, STD and Military.

Status Notifications

Status Notifications are emails you get from Matrix when someone on your team goes on a Matrix-administered LOA. The notifications have a table summary of:

• New or updated absences in red text, as well as any current absences.

• Any steps you need to take.

• Contact information for the Matrix claims examiner handling the employee’s LOA.

Link to Absence Radar Calendar

Customized instructions on absence event procedures

New or updated information in RED so you don’t miss it

Important information about employees who will be out for a continuous period of time

Important information about employees absent for all or part of a day

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As part of the leave process, your team member can expect to receive a Fitness for Duty/Return to Work Release Form from Matrix. Five days before the team member returns to work, they need to send a copy of the form to their Matrix claims examiner.

Fitness for Duty/Return to Work Release Form

Your employee needs to submit the form to Matrix before returning to work.

If your employee comes back to work without a completed Fitness for Duty/Return to Work Release Form, you need to contact Matrix to confirm they're released to return to work.

If the return to work is approved with medical restrictions, Matrix sends you a Status Notification email with next steps. If you can accommodate the restrictions, Matrix confirms your team member's return to work. If you can't make an accommodation, Matrix lets the employee know they can't return to work yet, and shares the employee's new estimated return to work date with you.

You're not the intake person for this form.

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Family and Medical Leave Act (FMLA)

Overview

Family and Medical Leave Act (FMLA) is available to employees who need time away from work due to certain family or medical situations. FMLA provides unpaid, job-protected leave for up to 12 weeks in a 12-month period for:

• Pregnancy, prenatal medical care and childbirth.

• Caring for a family member* with a serious health condition.

• Certain military reasons, such as caring for a family member* injured during service, or for time off when a family member is called to certain active duty.

• Baby bonding with a biological, adopted or foster child.

• An employee's own serious health condition, including mental health issues and substance abuse treatment.

* Family member includes an employee’s spouse, domestic partner (as defined in the McKesson Health and Welfare Wrap Plan), child or parent.

Eligibility for FMLA

An employee is eligible for FMLA if:

• They have worked for McKesson at least 12 months. The 12 months don't have to be consecutive.

• They have worked at least 1,250 hours in the last 12 months.

• Their reason for leave is covered under FMLA.

• They have FMLA time available.

• They provide the supporting paperwork requested by Matrix.

• They work at a location that is within 75 miles of a location with at least 50 McKesson employees.

Recent hires, part-time employees or those who work at a facility with few McKesson employees may not be eligible for FMLA.

Eligibility for Short-Term Disability (STD)

Short-Term Disability (STD) benefits provide a source of income for employees who take LOA because of their own serious health condition, including pregnancy-related conditions. Learn more about STD benefits on p. 18.

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State/City Disability Benefits

In certain states/cities, a team member may receive state/city disability or paid sick leave benefits. State/city benefits vary and are applied before McKesson benefits. If a team member lives in a state and/or city that pays disability benefits, their payments are offset based on the state/city amounts. Encourage your team member to visit their state’s and city’s website to learn more and apply. When a team member files for FMLA with Matrix, Matrix lets them know about any steps they need to take to file for state/city disability benefits.


Your team member requests FMLA and, if applicable, STD benefits with Matrix at least 30 days before their LOA begins. If they need LOA unexpectedly, your team member needs to make their request with Matrix as soon as possible.

If a team member is physically or mentally unable to file a request for LOA, you can file for them by contacting Matrix.

Here's how your team member's approved claims and employment status affect their PTO use:

• If your team member is approved for FMLA only, they have to use accrued PTO during their absence.

• If your team member is approved for both FMLA and STD, they need to use accrued PTO during their seven-day waiting period for STD. They can choose whether or not to use PTO to supplement STD benefits, which are 70% of their basic weekly earnings during weeks 6-26 of STD.

• If your team member is an exempt employee, they only need to use accrued PTO when they're absent a full day.

• FMLA is unpaid, for both exempt and non-exempt team members, when they don't have PTO available and they aren't eligible for Paid Parental Leave or state/city benefits.

Pregnant team members can file for FMLA, STD benefits and Paid Parental Leave with Matrix.

FMLA is unpaid, but a team member may be eligible for STD benefits if they're on an unpaid LOA due to their own disability, injury or medical condition. When a team member files for FMLA with Matrix, Matrix files a claim for STD. Matrix also lets the employee know about any steps they need to take to file for state/city disability benefits.

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Matrix sends the team member an Absence Packet with paperwork to complete and return to Matrix within 15 days of filing for FMLA. If a team member doesn't get an electronic copy of the Absence Packet from Matrix within 24 hours of filing a claim, they need to contact Matrix. A list of the required paperwork can also be found at www.matrixabsence.com.

What to Do When a Team Member Requests FMLA

FMLA is administered by Matrix, so the only thing you need to do is to let your team member know to contact Matrix at www.matrixabsence.com or by phone at 855.GO.MCKHR (855.466.2547) and Press 2. Then watch your email for Status Notifications from Matrix.

Here's what the process looks like for your team member:

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You need to enter accrued PTO for team members on intermittent FMLA in KRONOS. See p. 19.

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Do my benefits continue during FMLA?Yes. Point your team member to the Summary Plan Description (SPD) of each benefit at www.mckesson.com/totalrewardslibrary > Plan Documents. If your team member's absence is longer than six months and they don’t have Long-Term Disability (LTD) benefits, their McKesson healthcare coverage ends. They may be eligible to continue their healthcare coverage through COBRA or they may buy coverage through the Health Insurance Marketplace. Alight, our benefits administrator, lets your team member know if they’re eligible for COBRA coverage.

Do my benefit deductions continue on FMLA?No. When a LOA is unpaid, employees don't receive a paycheck from McKesson, which means their benefits deductions can't be completed through payroll. Instead employees get a bill from the plan administrators.

Do I earn PTO while on FMLA? Yes, but only during the first 30 days of an approved FMLA.

Do I get holiday pay during FMLA?No.

What happens to my McKesson Corporate Credit Card during LOA?It’s deactivated during an employee's LOA and reactivated a week after they return to work. The employee doesn't need to take any action unless they need their card reactivated during their first week back. In that case, they need to email the McKesson Travel and Expense team at mckt&[email protected].

Check the Status Notification email from Matrix for steps you may need to take.

Reply to Matrix’s email on the day a team member returns to work. Matrix asks you to confirm whether the team member is back at work. Be sure to respond immediately to avoid delays with pay and benefits.

Look for a Status Notification on the day following your employee's return to work. This email confirms the end of the leave process. If you don't receive this email, contact the Matrix claims examiner. You can find the claims examiner's email address on a previous Status Notification email or on the Absence Radar Calendar.

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How to Prepare for Your Employee's Return to Work

FMLA Questions Commonly Asked by Employees

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Paid Parental Leave

Eligibility

An employee is eligible for Paid Parental Leave if they:

If the employee works under a Collective Bargaining Agreement (CBA), they need to talk to Human Resources to find out if they’re eligible for Paid Parental Leave.

Are the biological or adoptive parent of a new child.

Worked for McKesson as an employee (not an outside services worker) at least

1,250 hours in the 12 months before taking Parental Leave.

Worked at McKesson for at least 12 months in a row.

Are the child’s primary or secondary caregiver.

Are based in the U.S. (even when out of the country on international

assignment) as a regular full-time or part-time employee scheduled to work

at least 30 hours per week.

Start LOA within 12 months of their child’s birth or placement with

them through adoption.

Haven't used all of the Paid Parental Leave available to them in a 12-month period.

Overview

Paid Parental Leave is available to eligible employees who need time away from work to bond with their new child. Employees can take up to six weeks of Paid Parental Leave anytime within the 12-month period that starts the day their child is born or placed with them through adoption.

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Paid Parental Leave

Your team member needs to file for Paid Parental Leave, FMLA and STD benefits with Matrix. Matrix lets your team member know about any steps they need to take to file for state/city disability benefits.


Your team member needs to contact Matrix as soon as they can at 866.254.8706 to confirm their child's date of birth or placement with them through adoption. They need to send Matrix any requested verification documents to complete their leave process and avoid delays in pay. This is also the time for them to discuss the details of Paid Parental Leave with Matrix, such as the specific dates of their LOA and benefits.

If your team member is pregnant, any STD benefits they’re eligible for provide income during a pregnancy-related disability. After the disability period ends, they can use Paid Parental Leave benefits as a source of income. If your team member isn't pregnant, they can start Paid Parental Leave benefits right away.

FMLA runs during the team member's entire absence, whether they're getting STD or Paid Parental Leave benefits. When an employee has FMLA time available, they have to apply it.

Reply to Matrix's email on the day your team member returns to work. Matrix asks you to confirm whether the employee is back at work. Be sure to respond immediately to avoid delays with pay and benefits.

Look for a Status Notification on the day following your employee's return to work. This email confirms the end of the leave process. If you don't receive this email, contact the Matrix claims examiner via the email listed on the previous Status Notification or on the Absence Radar Calendar.

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Matrix sends your team member an Absence Packet with paperwork they need to complete and return to Matrix within 15 days of filing their Paid Parental Leave claim. If your team member doesn’t get an electronic packet within 24 hours of filing their claim, they need to contact Matrix. A list of the required paperwork can also be found at www.matrixabsence.com.

What to Do When a Team Member Requests Paid Parental Leave


Paid Parental Leave is administered by Matrix, so the only thing you need to do is to let your team member know to contact Matrix at www.matrixabsence.com or call 855.GO.MCKHR (855.466.2547) and Press 2. Then watch your email for Status Notifications from Matrix


If a team member is pregnant, Paid Parental Leave doesn't start until their child is born and the disability period is over. STD and Paid Parental Leave benefits don't run at the same time.

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Americans with Disabilities Act (ADA)

Eligibility

An employee is eligible for ADA if they:

Have a disability. Provide the supporting documents requested by Matrix.

Used all of their FMLA and need more time away from work or

aren’t eligible for FMLA.

Overview

Americans with Disabilities Act (ADA) is available to employees who need time away from work or accommodations due to their own disability. ADA provides unpaid, job-protected leave for a length of time determined on a case-by-case basis for employees who:

• Aren’t eligible for FMLA.

• Have already used up all of their FMLA or need a workplace accommodation.

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Your team member needs to request ADA and, if applicable, STD benefits with Matrix so they can receive pay and be on a job-protected LOA.

Matrix sends your team member an Absence Packet with paperwork they need to complete and return to Matrix. Employees have 15 days to complete their documents and get approval. If your team member doesn't get an electronic packet within 24 hours of filing their claim, they need to contact Matrix. A list of the required paperwork can also be found at www.matrixabsence.com.

What to Do When a Team Member Requests ADA


Americans with Disabilities Act (ADA)


Reply to Matrix’s email via Absence Radar on the day your team member returns to work. Matrix asks you to confirm whether your team member is back at work. Be sure to respond immediately to avoid delays with pay and benefits.


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Pregnant Team Members

An expectant mom may take ADA for pregnancy if she isn’t eligible for FMLA (or used all of her FMLA time). ADA benefits, if any, are based on the team member's period of incapacity and the business realities in your department. Benefits may vary by state. Encourage the expectant mom to contact Matrix for more information.

ADA is administered by Matrix, so the only thing you need to do is to let the team member know to contact Matrix at www.matrixabsence.com or call 855.GO.MCKHR (855.466.2547) and Press 2. Then watch your email for Status Notifications from Matrix.


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Military Leave

Overview

Military Leave is available to employees who need time away from work to serve in U.S. uniformed services. Although the military pays the employee during a Military Leave, the employee may be eligible for supplemental pay from McKesson. Military Leave can last up to five years and be extended to seven years for certain illnesses or injuries that occur during military service. During that time, Military Leave provides job-protected leave for voluntary or involuntary service (including drill periods) in the:

• Armed Forces (Army, Navy, Air Force, Marines).

• Coast Guard.

• Reserves for all of the Armed Forces.

• Army or Air National Guard for active duty training, inactive duty training or full-time National Guard duty.

• Commissioned Corps of the Public Health service.

• Any other categories of persons designated by the President in time of war or national emergency or service performed as an intermittent disaster response appointee upon activation of the National Disaster Medical System.

Eligibility

An employee is eligible for Military Leave if they’re a U.S.-based employee working full-time or part-time.

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Military Leave


Reply to Matrix’s email via Absence Radar on the day your team member returns to work. Matrix asks you to confirm whether the team member is back at work. Be sure to respond immediately to avoid delays with pay and benefits.


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What to Do When a Team Member Requests Military Leave


Military Leave is administered by Matrix, so the only thing you need to do is to let your team member know to contact Matrix at www.matrixabsence.com or call 855.GO.MCKHR (855.466.2547) and Press 2. Then watch your email for Status Notifications from Matrix.


Your team member needs to request Military Leave with Matrix.

Although the military, instead of McKesson, pays your team member during Military Leave, the team member may be able to get supplemental pay from McKesson for up to 12 months. Your team member requests supplemental pay by giving Matrix a copy of their Leave Earnings Statement (LES) or Military Orders, and submitting a new copy for every 90 days they receive supplemental pay. Matrix may also require additional information to pay the employee. Supplemental pay is the difference between your team member's current McKesson pay and their military pay (if less). If your team member gets more supplemental pay than that, they need to pay back McKesson for the excess pay. Matrix lets them know when this happens and how to pay the excess.

Matrix sends your team member an Absence Packet with paperwork they need to complete and return to Matrix by the deadline Matrix gives them. If they don't get an electronic packet within 24 hours of filing their claim, they need to contact Matrix. A list of the required paperwork can also be found at www.matrixabsence.com.

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Your team member needs to call their Matrix claims examiner when they’re back at work. This call is to confirm the end of their leave.

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Overview

An employee may request a Personal Leave for circumstances that are unusual, unrelated to their health and not covered by other available leave benefits or company programs — sabbaticals and extended vacations are examples of such circumstances. This type of LOA lasts a minimum of five consecutive days and a maximum of 30 consecutive days (although it can sometimes last longer). A Personal Leave requires your approval because Matrix doesn’t administer it. You manage Personal LOAs on Workday, where job aid is available.

A Personal Leave is not Paid Time Off (PTO). PTO is managed on KRONOS.

Eligibility

An employee is eligible for a Personal Leave if they’re a U.S.-based employee working full-time or part-time. If your team member works under a collective bargaining agreement (CBA), they need to consult their CBA and/or Human Resources to determine what steps to take to go on a Personal Leave.

Personal Leave

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Personal Leave

Confirm your team member's circumstances aren’t covered by another LOA, such as FMLA, by checking the Leave of Absence page on McKNet (Life@McKesson > Pay, Benefits & Time Off > Leave of Absence). You can find eligibility information for all LOAs to make sure your team member is requesting the right one.

Log on to Workday and go to Team Absence > Return Worker from Leave.

Enter the First Day Back at Work and the Actual Last Day of Absence. Then click Submit and Done.

Let your team member know that while they're on LOA:

• They aren’t paid.

• All McKesson benefits except group health benefits end the day before their Personal Leave begins. Their group health plan benefits may continue up to their 30th day of leave.

• They accrue PTO.

• They aren’t paid for holidays.

If their LOA is longer than 30 days:

• They no longer accrue PTO.

• All their benefits end.

• They may be eligible to continue their McKesson healthcare coverage through COBRA or they may buy individual coverage through the Health Insurance Marketplace. If they’re COBRA-eligible, Alight sends them a COBRA notice.

If your team member needs a Personal Leave, confirm that they need at least five consecutive days of time away and no more than 30 consecutive days. If your team member needs more than 30 consecutive days, both you (or senior business unit management) and Human Resources need to approve the absence before it’s granted.

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If you approve the leave, log on to Workday and from the homepage, go to Team Absence > Enter Absence, enter the name of your team member and select OK.

On the Absence Calendar, select the dates your team member requested for their LOA. In the Select Absence Type box, choose USA_Personal Leave and then click Next. Review the information and click Submit.

What to Do When a Team Member Requests a Personal Leave

What to Do When a Team Member Returns to Work

As the administrator for Personal Leave, it's up to you to approve or deny any Personal Leave claims from your team. These are the steps you need to take.

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Bone Marrow Donation Leave

Overview

Bone Marrow Donation Leave is for employees who need time off work to donate bone marrow. The LOA can last up to five business days in any 12-month period. The 12-month period begins on the first day of their absence and ends 12 consecutive months after that day. Employees are paid 100% of their basic weekly earnings for up to five business days. If the employee’s Bone Marrow Donation Leave lasts longer, the additional time away is unpaid. The employee may use their accrued PTO to replace their basic weekly earnings while on an extended LOA.

Eligibility

An employee is eligible for Bone Marrow Donation Leave if they’re a U.S.-based full-time or part-time employee who’s worked at McKesson for at least 90 days.

Your team member needs to download the Bone Marrow Donation Leave form from Workday, then complete and submit it to the McKesson Leave team at [email protected] at least 30 days before going on leave.

Log on to Workday and go to Team Absence > Return Worker from Leave.

Enter the First Day Back at Work and the Actual Last Day of Absence. Then click Submit and Done.

If a team member has questions about their leave of absence, they can call the HR Support Center at 855.GO.MCKHR (855.466.2547) and press 2.

On the Absence Calendar, select the dates your team member requested for their absence. In the Select Absence Type box, choose USA_Bone Marrow Leave and then click Next. Review the information and click Submit.

Bone Marrow Donation Leave is paid for up to five business days. The team member needs to let you know if they’re taking more than five days off or extending the absence. Any extended leave time is unpaid, but they can use accrued PTO to receive pay during their extended time away from work.

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Let your team member know that medical, dental, vision and other benefits continue during Bone Marrow Donation Leave. Your team member continues to accrue PTO and is paid for holidays that occur during their absence. Those holidays don’t count as days of absence.

Log on to Workday and from the homepage, go to Team Absence > Enter Absence, enter the name of your team member and select OK.

What to Do When a Team Member Requests Bone Marrow Donation Leave

What to Do When a Team Member Returns to Work

You need to approve or deny Bone Marrow Donation Leave requests from your team. You manage this leave on Workday. Here's what the process looks like:

If a team member doesn't return from Bone Marrow Donation Leave on the agreed date and doesn't provide you or the McKesson Leave Team with acceptable medical documentation for their continued absence, they're considered to have abandoned their job and could be subject to disciplinary action.

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Cancellations and Accommodations

If a Team Member Needs to Cancel Their LOA

If your team member's leave is administered by:

• Matrix — ask your team member to contact Matrix as soon as possible.

• You — cancel the leave request if the leave start date hasn't passed. If the leave start date already passed, open a web case with the HR Support Center. Call 855.GO.MCKHR (855.466.2547) and press 2 to cancel the LOA.

What to Do When a Team Member Requests Accommodations

Sometimes a team member may need to make some changes to their work schedule or environment. They can ask for accommodations to help them with these changes, either after a LOA, or instead of a LOA. Let your employee know they need to contact Matrix for accommodation requests. Examples of accommodation requests include:

A reduced work schedule. Special equipment. Intermittent leave. Worksite restrictions.

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Wage Replacement Benefits

Long-Term Disability (LTD)

A disabled employee who’s on LTD may start receiving LTD benefits after their 180th day of continuous disability. LTD benefits provide up to 60% their basic monthly earnings, up to $25,000 a month. For more information about LTD, point employees to the LTD SPD at www.mckesson.com/totalrewardslibrary > Plan Documents.

Short-Term Disability (STD)

Eligible employees are automatically covered by McKesson-paid STD benefits. If Matrix determines an employee is disabled, STD benefits start seven days after the disability begins (sometimes called the waiting period) and can run up to 26 weeks.

STD benefits aren’t available when an employee takes LOA for reasons other than their own health condition.

How STD and Accrued PTO Replace a Disabled Employee’s Basic Weekly Earnings

Week(s) STD Accrued PTO

1 None Automatically covers up to 100% of basic weekly earnings, if available. (This is required.)

2-5 100% of basic weekly earnings

Not applicable.

6-26 70% of basic weekly earnings

If an employee chooses to use PTO during weeks 6-26 when they file for LOA, their accrued PTO supplements their STD benefits to equal 100% of their basic weekly earnings until they run out of PTO.

For more information about STD, point employees to the STD Summary Plan Description (SPD) at www.mckesson.com/totalrewardslibrary > Plan Documents.

An employee may be able to use wage replacement benefits to get some or all of their pay while on LOA. McKesson’s Total Rewards include McKesson-paid Short-Term Disability (STD) coverage and optional Long-Term Disability (LTD) coverage. An employee receives wage replacement benefits if they provide the requested documents and their leave is approved. Delays in providing documentation will hold up pay and benefits.

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KRONOS

KRONOS

Use KRONOS to enter accrued PTO for employees on intermittent FMLA only. The McKesson Payroll department applies accrued PTO for all other types of LOA.

Enter PTO hours on KRONOS for:

• Non-exempt employees using PTO for a half day of intermittent FMLA.

• Exempt employees using PTO for a full day of intermittent FMLA.

You don’t need to enter PTO hours on KRONOS for exempt employees taking partial days or hours of intermittent FMLA. You also don't need to enter anything on KRONOS for a team member's STD waiting period.

State laws about using PTO at the beginning of a LOA override McKesson’s PTO policy if there is a difference. If you have union employees, you're responsible for managing their sick and vacation time.

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February 2020

HR Support Center855.GO.MCKHR (855.466.2547)Press 2

Matrix Absence ManagementLeave administrator for FMLA, ADA, Paid Parental, Military and Short-Term Disability (STD)www.matrixabsence.com 866.254.8706

Cigna Leave SolutionsLong-Term Disability (LTD) administrator800.558.9503