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Maternity, Parental, and Medical Leaves
forforAnnual Appointees
and Research Scientists
L P li i f N F l Leave Policies for Non‐Faculty Academic Appointeespp
O Benefits eligible non faculty appointees on the monthly payroll are eligible for maternity, parental and medical leave.
O Leaves are supported by school funds.O Leaves can be supplemented by accruedO Leaves can be supplemented by accrued
vacation time. Departmental Funds must be used for all supplements.
O Leave benefits terminate on the last day of an appointment.
Maternity LeavesMaternity Leavesfor
Annual Appointeespp(EXCLUDING postdoctoral research fellows)
O Birth mothers are eligible for up to 13 weeks of paid maternity leave following the birth of a child.
O Of this leave a maximum of 12 weeks willO Of this leave, a maximum of 12 weeks will be financed by the school (100%).
O If the appointee chooses, and has accrued time available, she may take an additional week (week 13).
Maternity LeavesMaternity Leavesfor
Annual Appointees – Cont.Annual Appointees Cont.O If an appointee has 7 or more years of
service, the rate of leave pay is 100% of regular base salaryregular base salary.
O If an appointee has less than 7 years of service, the rate of leave pay is 75% of regular base salary.O These employees can choose to
supplement their leave pay with accrued vacation or personal time. Departmental Funds must be used for this supplement.
M t it L FMaternity Leave Formfor
Annual Appointeespp
https://cdn1.sph.harvard.edu/wp-content/uploads/sites/40/2013/08/Maternity-Leave-content/uploads/sites/40/2013/08/Maternity Leave
Form-1-26-16.pdf
This form needs to be:This form needs to be: • completed by the appointee• signed by the department administrator. PLEASE
NOTE: By signing this document, the administrator certifies that personal and vacation time has been verified, and have confirmed thepersonal and vacation time has been verified, and have confirmed the allow-ability of the costing.
• submitted to Isin Ugur-Bastepe in the Office of Faculty Affairs ASAP and PRIOR to the leave start date via email:start date via email: [email protected]
Maternity Leaves for Annual Appointees Process Checklist
A i t i f th D t t Ad i f d d Appointee informs the Department Admin of pregnancy and due date.
Dept. Admin informs OFA of leave request. OFA sends an email to the Dept. Admin, with policy information and
a link to the Maternity Leave Form.y Dept. Admin and appointee complete the form and return the signed
form to Isin at OFA via email: [email protected]. Isin reviews the form and informs Dept. Admin of any necessary
corrections. When the child is born the appointee notifies the Dept Admin When the child is born, the appointee notifies the Dept. Admin
ASAP, and the Department notifies the OFA. The form is adjusted, if necessary.
Isin signs the form, and sends an email to the Dept. Admin with official leave and billing code information and cc’s OFS.
The Dept Admin submits a wasabi to put the appointee on Paid The Dept. Admin submits a wasabi to put the appointee on Paid Maternity Leave.
At the end of the Leave, the Dept. must submit a Wasabi to return the appointee from leave.
Parental LeavesParental Leavesfor
Annual Appointees(INCLUDING postdoctoral research fellows)
O Non-birth parents are eligible for up to 4 weeks of paid parental leave following the birth or adoption of a child, p g pwhich can be followed by 1 week of vacation time (if available), and up to 8 weeks of unpaid Family Medical Leave Act (FMLA) leave.
O Th fi t 4 k ill b fi d b th h l (100%)O The first 4 weeks will be financed by the school (100%).O The 5th week of leave can be paid at 100% if the
appointee has personal or vacation time available to useuse.
O Weeks 6-13 (up to 8 additional weeks) are unpaid and are part of the FMLA policy.
Parental LeavesParental Leavesfor
Annual Appointees (cont )Annual Appointees (cont.)O During the first 4 weeks of paid leave:
O If an appointee has 7 or more years of i th t f l i 100% fservice, the rate of leave pay is 100% of
regular base salary.O If an appointee has less than 7 years of
i th t f l i 75% fservice, the rate of leave pay is 75% of regular base salary.O These appointees can choose to supplement
their leave pay with accrued vacation ortheir leave pay with accrued vacation or personal time. Departmental funds must be used for this supplement.
P t l L FParental Leave Formfor
Annual Appointeespp
https://cdn1.sph.harvard.edu/wp-content/uploads/sites/40/2013/08/Parental-leave-content/uploads/sites/40/2013/08/Parental leave
form-1-26-16.pdf
This form needs to be:This form needs to be: • completed by the appointee• signed by the department administrator. PLEASE NOTE: By
signing this document, the administrator certifies that personal and vacation time has been verified, and have confirmed the allow-ability of the costingability of the costing.
• submitted to Isin Ugur-Bastepe in the Office of Faculty Affairs ASAP and PRIOR to the leave start date via email: [email protected]
• If the appointee plans to take the up to 8 weeks of FMLA l FMLA f ill l d t b l t d dleave, an FMLA form will also need to be completed and submitted to OFA.
Parental Leaves for Annual Appointees Process Checklist
A i t i f th D t t Ad i f i bi th Appointee informs the Department Admin of upcoming birth or adoption.
Dept. Admin informs OFA of appointee leave request. OFA sends an email to the Dept. Admin, with policy information and
a link to the Parental Leave Form. If unpaid leave will be taken, an p ,FMLA form will also need to be completed.
Dept. Admin and appointee complete the form and return the signed form to Isin at OFA via email: [email protected].
Isin reviews the form and informs Dept. Admin of any necessary corrections.corrections.
When the child is born, the appointee notifies the Dept. Admin ASAP, and the Department notifies the OFA. The form is adjusted, if necessary.
Isin signs the form, and sends an email to the Dept. Admin with official leave and billing code information and cc’s OFSofficial leave and billing code information and cc s OFS.
The Dept. Admin submits a wasabi to put the appointee on Paid Parental Leave.
At the end of the Leave, the Dept. must submit a Wasabi to return the appointee from leave.
F il d M di l L AFamily and Medical Leave Act(FMLA)( )
O In addition to paid leave, the 1993’s FMLA provides up to 12 weeks of unpaid, job-protected leave for specific family and medical reasons.O To be eligible an appointee must work at least 0 5O To be eligible, an appointee must work at least 0.5
FTE.O The situations that this leave covers are:
O Care for the appointee’s child after birth or placement pp pwith the appointee for adoption or foster care.
O A serious health condition that makes the employee unable to perform the essential functions of his/her job.j
O Care for the employee’s spouse or qualified domestic partner, child, or parent with a serious health condition.
F il d M di l L AFamily and Medical Leave Act(FMLA) – cont.( )
O Benefits during FMLA leave:O Any questions regarding benefits during
thi ti h ld b di t d t th B fitthis time should be directed to the Benefits Office at 617/496-4001.
O If additional leave is needed for another f ll i th P t l L threason following the Parental Leave, there
will be 4 weeks of unpaid leave available to this appointee within that year.O The year is calculated starting with the first
day that the FMLA leave is taken.
F il d M di l L A t FFamily and Medical Leave Act Formfor
Annual Appointeespphttps://cdn1.sph.harvard.edu/wp-
content/uploads/sites/40/2013/08/Request-for-Family-and-Medical-Leave-nonfacAcademic10-1-
2015.pdf
This form needs to be: • completed by the appointeep y pp• signed by the department administrator• submitted to Isin in the Office of Faculty Affairs
via email ASAP and PRIOR to the leave start date: ugurbastepe@hsph harvard edudate: [email protected]
• If this leave is being taken in connection with a Parental Leave, a Parental Leave Form must also be completed and sent to the OFA.
lFMLA for Annual Appointees Process Checklist
A i t i f th D t t Ad i f d f FMLA Appointee informs the Department Admin of need for FMLA. Dept. Admin informs OFA of appointee request for leave. OFA sends an email to the Dept. Admin, with policy information and
a link to the FMLA Form. Dept Admin and appointee complete the form and return the signed Dept. Admin and appointee complete the form and return the signed
form to Isin at OFA via email: [email protected]. Unless this leave is connected to a parental leave, he department
may want to ask the appointee for back up that illustrates the need for this leave. This can be an email describing the situation, or might need to be documentation from a medical professional,might need to be documentation from a medical professional, depending on the situation.
Isin reviews the form and informs Dept. Admin of any necessary corrections.
Once the form is complete, Isin sends an email to the Dept. Admin to request the Wasabi for this actionto request the Wasabi for this action.
The Dept. Admin submits a wasabi to put the appointee on unpaid leave.
At the end of the Leave, the Dept. must submit a Wasabi to return the appointee from leave.
Medical LeavesMedical Leavesfor
Annual Appointees(EXCLUDING postdoctoral research fellows)
O Appointees that are unable to work due to a medically determined physical or mental impairment are eligible for up to 26 weeks of paid medical leave.
O There is a 2 week waiting period before institutional coverage begins – vacation or personal time can be used to cover this waiting period.
O This 2 week period is followed by a maximum of 24 weeks of paid time off, which is financed by the school (2/3) and the department (1/3).
M di l LMedical Leavesfor
Annual Appointees – Cont.ppO If an appointee has 7 or more years of
service, the rate of leave pay is 100% of regular base salary.
O If an appointee has less than 7 years of service the rate of leave pay is 75% ofservice, the rate of leave pay is 75% of regular base salary.O This leave cannot be supplemented with
accrued time.
M di l L FMedical Leave Formfor
Annual Appointeespp
https://cdn1.sph.harvard.edu/wp-content/uploads/sites/40/2013/08/Medical-Leave-content/uploads/sites/40/2013/08/Medical Leave
Form-9-2015.pdf
This form needs to be:This form needs to be: • completed by the appointee• Signed by the physician• Signed by the Department Administrator• submitted to Isin in the Office of Faculty Affairs
via email ASAP and PRIOR to the leave start date: [email protected]
Medical Leaves for Annual Appointees Process Checklist
A i i f h D Ad i f d f Appointee informs the Department Admin of need for Medical Leave.
Dept. Admin informs OFA of appointee request for leave. OFA sends an email to the Dept. Admin, with policy
information and a link to the Medical Leave Forminformation and a link to the Medical Leave Form. Dept. Admin, physician and appointee complete the form
and return the signed form to Isin at OFA via email: [email protected].
Isin reviews the form and informs Dept Admin of any Isin reviews the form and informs Dept. Admin of any necessary corrections.
Once the form is complete, Isin sends an email to the Dept. Admin with official leave and billing code information and cc’s OFS.
The Dept. Admin submits a wasabi to put the appointee on Paid Medical Leave.
At the end of the Leave, the Dept. must submit a Wasabi to return the appointee from leave.
Wasabis for Annual LeavesWasabis for Annual Leaves*Please remember to attach leave forms to the Wasabi forms**All of these Wasabis can be found under the Termination
( i )*category (suitcase)*O Annual Appointee Maternity (not Post Docs):
O Leave of Absence/Maternity Wasabi to put on leave.O Return from Paid Leave Wasabi to return from leaveO Return from Paid Leave Wasabi to return from leave.
O Annual Appointee Parental Leave:O Paid Leave of Absence/Parental Wasabi to put on leave.O Return from Paid Leave Wasabi to return from leave
O Annual Appointee Paid Medical Leave (not Post Docs):O Paid Leave of Absence/Medical Wasabi to put on leave.O Return from Paid Leave Wasabi to return from leave.
O Annual Appointee FMLA Leave (unpaid):O Annual Appointee FMLA Leave (unpaid):O Unpaid Leave of Absence/Medical/Parental/Personal Wasabi to
put on leave (depending on specific circumstances of leave). Put an end date.
O Return from Leave to return from leave
Billi C d f A l Billing Codes for Annual Appointee/Faculty Leavespp y
O Faculty and Academic Appointee Maternity and Parental Leaves:O 275-23775-000001-566336-0000-(*00000)
O If the faculty member has a root use the facultyO If the faculty member has a root, use the faculty member’s root, if not, use 00000.
O Faculty and Academic Appointee Medical Leaves:O 275 23775 000001 566337 0001 (*00000)O 275-23775-000001-566337-0001- (*00000)
O If the faculty member has a root, use the faculty member’s root, if not, use 00000.
O Faculty Sabbaticals:O 275-23770-000001-566354-0000- (*00000)
O If the faculty member has a root, use the faculty member’s root, if not, use 00000.
QUESTIONS?Isin Ugur-Bastepe, Office of Faculty Affairs
Email: [email protected]
Tel: 617-432-4533
I am happy to help you with:• Annual Non-Faculty Appointee Leaves (except Postdoctoral Maternity
and Medical Leaves), and Research Scientist Leaves.• Questions regarding Wasabi processing for all Faculty Leaves and
Sabbaticals.
Wasabis for Faculty LeavesWasabis for Faculty Leaves*Please remember to attach leave forms to the Wasabi forms**All of these Wasabis can be found under the Termination
( i )*category (suitcase)*O Faculty Maternity:
O Leave of Absence/Maternity Wasabi to put on leave.O Return from Paid Leave Wasabi to return from leaveO Return from Paid Leave Wasabi to return from leave.
O Faculty Parental Leave:O Paid Leave of Absence/Parental Wasabi to put on leave.O Return from Paid Leave Wasabi to return from leave
O Faculty Paid Medical Leave:O Paid Leave of Absence/Medical Wasabi to put on leave.O Return from Paid Leave Wasabi to return from leave.
O FMLA L ( id)O FMLA Leave (unpaid):O Unpaid Leave of Absence/Medical/Parental/Personal Wasabi to
put on leave (depending on specific circumstances of leave). Put an end date.
O Return from Leave to return from leave.