navigating your leave of absence - ssm health

Navigating Your Leave of Absence National Nurse Organization Committee

Everything you need to know about your Leave of Absence

What you will find inside:

• Executive Summary

• Important Contact Information

• Identifying the Need for a Leave of Absence

• SSM Health Leave Policies

• Leave Process/Checklist

• Family and Medical Leave Act

• Short-Term Disability

• Military Leave

• Non-FMLA Leave Policies/Corporate Leaves

• Benefit Coverage During a Leave of Absence or Military Leave

Navigating Your Leave of Absence – NNOC Updated: Oct. 19, 2021 of 12

Executive Summary

SSM Health recognizes employees may require a leave of absence for various reasons. The Leave of Absence policy was designed to meet your needs in a manner that is beneficial to you, your family and SSM Health. The purpose of this guide is to help you navigate through the leave of absence process.

Please be aware that more than one leave policy or program may apply to a specific situation. SSM Health’s policies are referenced throughout this guide; however, this guide is a summary only. For all policy details, please contact the SSM Health Leave of Absence Team via People Services at 844-776-6947 or AskHR.

If any information in this guide differs from the information outlined in the SSM Health Saint Louis University Hospital Leave of Absence policy or collective bargaining agreement, the bargaining agreement or policy supersedes and should be followed.

Please note, this guide does not cover the procedures for reporting a work-related injury or illness. All work-related injury/illness events should be reported via the employee portal on the SSM Health intranet page by clicking on the Report an Event icon > Employee Injuries, located toward the end of the page.

https://ssmeventreporting.secure.force.com/selectevent/EmployeePortal?recType=Employee_Event


Important Contact Information

Sedgwick

SSM Health partners with Sedgwick to administer leave of absence and disability management. Employees with questions about a leave of absence or short-term disability can contact Sedgwick - see information below

Online: www.mySedgwick.com/ssmhealth

Link: Workday > Benefits > Leave of Absence and Disability - Sedgwick

Phone: 855-253-0820

Customer service: M-F, 7 am-7 pm CST; Leave/Claim Intake: 24/7/365

SSM Health

SSM Health Leave of Absence Team members can be contacted to assist with questions/concerns regarding a current or upcoming Leave of Absence. See contact information below:

AskHR: Workday > AskHR People Services: 844-776-6947

New York Life Group Benefit

Solutions

SSM Health partners with New York Life Group Benefit Solutions to administer long-term disability. Employees with questions about a long-term disability claim, can contact New York Life Group Benefit Solutions – see information below:

Online: Mycigna.com

Phone: 800-362-4462

http://www.unum.com/

https://ssmhcprod.service-now.com/sp?id=hr_issue

https://my.cigna.com/web/public/guest

https://my.cigna.com/web/public/guest


Identifying the Need for a Leave of Absence

Employees are required to request a Leave of Absence if they are absent or knows they will be absent from work for more than three calendar days due to one of the following:

Notice Requirement:

Employees must provide 30 days advance notice of the need to take a leave of absence, when the need is foreseeable. Additionally, employees are required to report new leaves within seven calendar days of their first missed scheduled work day. Missed absences that are more than seven days prior to the employee providing the appropriate notification may not be approved under FMLA and may be subject to the requirements in the SLUH Attendance Policy. Late reported leaves with an associated Short-Term Disability claim will result in your report date being your first elimination period date for your disability claim.

To care for a covered service member

For an impending call to active duty or Reserve Military Training

Other personal situations

To care for own health condition (including pregnancy)

To care for your newborn child

The placement of your adopted or foster child

To provide care for a qualifying family member with a serious health condition

For qualifying military exigency, take a leave to prepare for or to address issues that arise as a result of a family member being called to service in the military

https://ssmhc.policytech.com/dotNet/documents/?docid=10474


SSM Health Leave Policies

SSM Health offers paid and unpaid leave options. Some paid leave options may run concurrently with the federal Family and Medical Leave Act (FMLA) or any applicable state Family Medical Leave(s) (FML). When more than one protection is applicable, the protection most beneficial to the employee will be applied.

Family and Medical Leave Act (FMLA) Job Protection

This Act provides up to 12 weeks of unpaid protected leave, in a rolling 12- month period measured backwards from the first date of absence, for an FMLA qualifying event. FMLA is federal law and provides continuous, reduced or intermittent leave for the following events:

• Employee’s own serious health condition

• Caring for a newborn child, a new child adoption or foster care

• Caring for a family member with a serious health condition

• Qualifying exigencies when a covered family member is on active duty or notified of an impending call to active duty.

Short-Term Disability (STD) Benefit-Eligible Employees

Military Leave

Short-Term Disability provides time off work due to disability when an employee is unable to perform the essential functions of his/her job as a result of sickness, non-work-related injury or pregnancy. Short-term Disability benefits also provide income replacement. Unlike FMLA, Short-Term Disability does not provide job protection.

A military leave of absence will be provided to regular and benefit-eligible employees in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA) and applicable Wisconsin laws that protect individuals with military commitments from detrimental employment decisions based on those commitments. A military leave of absence is an unpaid leave, unless the employee elects to use available PTO.

Non-FMLA Leave

SSM Health provides the following Leaves of Absence for time off not covered by FMLA or applicable state leave laws, due to ineligibility or exhaustion:

• Employee Health Medical Leave

• Personal Leave of Absence

*Additional information regarding the SSM Health Leave of Absence policies is located on pages 13-17 of this guide. The full Leave of Absence policy can be viewed on Workday > HR Resources > Benefit-related HR Policies & Guidelines.



SSM Health Leave Process Leave/Claim Initiation Checklist

When applying for a paid or unpaid leave of absence please use the following checklist as a guide:

Initial Reporting: To report a current or anticipated absence to Sedgwick, employees have the

following two options:

• Telephonic Intake: 855-253-0820, 24/7/365

• Online Employee Portal: www.mySedgwick.com/ssmhealth. Link: Workday > Benefits > Leave of Absence and Disability – Sedgwick (24/7/365)

Employees should have the following information available when submitting a Leave of Absence request:

• Employee ID #

• Social Security number

• Date of birth

• Mailing address for communications during leave of absence

• Phone number

• Personal email address

• Supervisor name

• Work schedule (days/hours)

• Health Care Providers contact information (address/phone/fax)

• Anticipated absence duration

Contact your department manager to report your absence and comply with SSM Health Saint Louis University Hospital’s normal call-in procedures for attendance tracking.

Review the initial packet. The information will explain the required documentation, including your eligibility for FMLA.

It’s important to take notice of all “due dates” outlined in the communication.

It is your responsibility to ensure the required documentation is received on or before the due date. This is necessary throughout your leave of absence.

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http://www.mysedgwick.com/ssmhealth


Determine PTO Utilization: Employees with a Short-Term Disability (STD) with a first date of absence on January 1, 2021 or after, have the option to supplement their STD benefits. NNOC employees are not eligible for WI State Leave protection options.

If you are electing to supplement Short-Term Disability with available PTO or Extended Sick Bank time, you will need to contact the SSM Health Leave of Absence team via People Services or AskHR.

When you elect to supplement Short-Term Disability with PTO/Extended Sick Bank, it cannot be changed, and it applies to the entire leave period. Elections are applied to the current pay period based on the date of submission to the SSM Health Leave of Absence Team. Elections will not be applied retroactively to prior pay periods.

Keep in contact with your manager throughout your leave regarding a return to work date, change to your return to work date or any potential accommodations needed.

Communicate your return to work date to Leave Administrator and your manager one week prior to your expected return to work date.

Confirm your return to work with Sedgwick on the date you return to work. Your badge will not work at the time clock, cafeteria or gift shop. Once you notify Sedgwick on the date you return, Sedgwick will pass the confirmed return to work on the next file feed which will update Workday. It will likely take 48 hours for Workday and time clock to be updated. You will need to manually clock time until your on-leave status is removed.

If you have a new child and wish to add him/her to your health plan, you must add the child within 31 days from the date of birth. You will have 31 days from the date of birth to increase your Healthcare Flexible Account (FSA) election and/or to make an election for Dependent Care FSA.

Benefit changes can be made on the MyBenefits app in Workday or by contacting People Services at 844-776-6947.

If your benefits were previously terminated, on the day of your return to work contact SSM Health Leave of Absence Team via People Services at 844-776-6947 or AskHR to reinstate your benefits.

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Family and Medical Leave Act (FMLA)

The Family Medical Leave Act (FMLA) is a federal act signed into law in 1993. FMLA allows “eligible” employees up to 12 weeks of unpaid, job protected leave for continuous, reduced work schedule, or intermittent time off for the following qualified reasons:

FMLA also includes a special leave entitlement that provides eligible employees up to 26 weeks of leave during a 12-month period to care for a covered service member due to a serious illness or injury, or to care for the parent of a covered service member when care is necessitated by the member’s covered active duty. Eligible employees must be the spouse, son, daughter, parent, or nearest blood relative of the covered service member.

For all reasons FMLA offers job protection, which means if the employee returns to work on or before the end of his or her approved 12- or 26-week period he or she will be restored to the same or similar job position. Employee absences related to a work-related injury/illness will run concurrently with FMLA.

FMLA for the birth of child or to care for a newborn child: If both spouses are employed by SSM Health and both are eligible for FMLA leave, no more than 12 weeks of combined leave may be taken during this 12 month period.

Eligibility Requirements

To be eligible for job protected federal family and medical leave, employees must have 12 months of employment, months do not need to be consecutive, and must have worked 1250 hours in a rolling 12- month period measured backwards from the first date of absence.

Employee Benefit

Employees are eligible for up to 12 weeks of unpaid, job protected leave for certain FMLA qualifying events, and up to 26 weeks to care for a covered service member, or to care for the parent of a covered service member when care is necessitated by the member’s covered active duty.

Intermittent FMLA

Unpaid job protected leave when time off occurs occasionally, often a few hours at a time, and does not need to be continuous. Intermittent FMLA is typically used to cover time off for doctor’s appointments, or flare-ups of a serious health condition. Approval for Intermittent FMLA requires medical certification from your healthcare provider.

• Intermittent FMLA can be used for an employee’s own serious health condition, an eligible family member’s serious health condition or qualifying exigencies.

• Employees are required to work with their manager to pre-schedule intermittent leave to cause the least amount of disruption to the business operations. Additionally, employees are required to notify his/her manager and the Leave Administrator that the absence is for the covered FMLA within 2 business days following the start of the absence. Failure to adhere to these guidelines may result in the time being denied under FMLA, as well as, disciplinary action for not following policy.

Birth/adoption of a child, or placement of a child in foster care

Caring for a spouse, son, daughter, parent or person standing in loco parentis who has a serious health condition

Employee’s own health condition

To address certain qualifying exigencies for eligible employees with a spouse, son, daughter or parent on active duty or call to active duty status


Short-Term Disability (STD)

SSM Health provides all benefit-eligible employees with income replacement for time off work due to disability when an employee is unable to perform the essential functions of his/her regular occupation as a result of sickness, non-work-related injury or pregnancy. You must be totally disabled from performing the essential functions of your job in order to be eligible for benefits.

To be eligible for Short-Term Disability benefits your absence must be supported by objective medical evidence from your health care provider that explains why you are limited from performing the material and substantial duties of your regular occupation due to your sickness or injury and have a 20% or more loss of weekly earnings due to the same sickness or injury. It is important that your health care provider complete the Attending Physician Statement (that will be sent to them from Sedgwick) and supply any additional supportive medical records.

If eligible and entitled, disability benefits will run concurrently with federal and state leaves of absence for the employee’s own condition. It is important to note that the definition of a disability is held to a higher medical standard than the FMLA’s definition of a serious health condition.


To be benefits eligible, an employee must be regularly scheduled to work at least 40 hours or more per pay period (.5 FTE or higher).

Employee Benefit (Effective January 1, 2021)

STD provides a weekly benefit of 60% of your base weekly salary, up to $2,500 maximum, after a seven-calendar day elimination period is exhausted.

Employees have the option to supplement their STD benefit with PTO/Extended Sick Bank to provide pay up to their full FTE. Elections must be submitted by contacting the SSM Health Leave of Absence Team via People Services or AskHR.

Employees who exhaust Short-Term Disability benefits and are unable to return to work, may elect to utilize their PTO/Extended Sick Bank or go unpaid before Long-Term Disability benefits are payable. Long-Term Disability benefits are applicable after 180 days. SSM Health Leave of Absence team will automatically apply PTO/Extended Sick Bank upon exhaustion of STD unless the employee notifies the team of their election to go unpaid. Elections must be made prior to time submission deadlines and only apply to the current pay period.

Elimination Period

Employees have the option to take the seven-calendar elimination period as paid or unpaid. SSM Health Leave of Absence Team will automatically apply PTO or Extended Sick Bank for the seven-calendar elimination period up to the employee's FTE unless the employee contacts the Leave of Absence team via People Services at 844-776-6947. Unpaid time elections must be made prior to time submission deadlines and only apply to the current pay period.


Military Leave

A military leave of absence will be provided to regular and benefits-eligible employees in accordance with the Uniformed Services Employment and Reemployment Rights Act (USERRA) and applicable Wisconsin laws that protect individuals with military commitments from detrimental employment decisions based on those commitments.


Employees taking part in a variety of military duties are eligible for benefits under this policy.

Employee Benefit

Military duties include leaves of absence taken by members of the uniformed services, including Reservists, National Guard members for training, periods of active military service, and funeral honors duty, as well as time spent being examined to determine fitness to perform such service.

Subject to certain exceptions under the applicable laws, these benefits are generally limited to five years of leave of absence. Absence is unpaid unless employee elects to utilize available PTO.


Non-FMLA Leave Policies/ Corporate Leaves

SSM Health provides a Leave of Absence opportunity for employees who are not eligible for FMLA for time off. Employees do not have job protection when taking a leave that is not FMLA eligible.

Employee Health Medical Leave

Under SSM Health Saint Louis University Hospital Non-FMLA Employee Health Medical Leave policy, an employee may be eligible for up to twelve months of leave for his/her own serious health condition. The twelve-month maximum includes all FMLA and Non-FMLA, during a rolling calendar year measured backward.

Eligibility: Employee must be benefit-eligible and have completed 90 days of employment.

If you are unable to return within the 12 months allowed under this leave, your employment may be terminated unless an additional period of leave is requested and approved as a reasonable accommodation. Please work with your local Human Resources team if an accommodation is needed.

Personal Leave for Non-FMLA Qualifying Reasons

Under SSM Health Saint Louis University Hospital Personal Leave Policy, you may be granted a leave for non-qualifying FMLA reasons for a period of 30 days. The leave may be extended at the discretion of the facility under special circumstances. Leave request must be submitted in writing to Human Resources Department. Click here to review the complete policy. Eligibility: Employees must be full- or part-time employees and have completed 90 days of employment. Leave requires manager and Human Resources approval.

Pay Status and Substitution of Pay While on Leave

For leaves not covered under FMLA and ineligible for Short-Term Disability, employees have the option of paid or unpaid time. When STD benefits are payable, PTO/Extended Sick bank will be automatically applied to the seven-calendar day elimination period, unless the SSM Health Leave of Absence team is notified of your election to go unpaid. If no PTO or Extended Sick bank is available, the time will be unpaid. Thereafter, employees may elect to supplement the STD benefits (60%) with 40% PTO or Extended Sick bank.

Return to Work

An employee who returns from a Family Medical Leave prior to protection exhaustion will be able to return to the same position or a position with equivalent status, pay, benefits and other employment terms. The position will be the same or one which is virtually identical in terms of pay, benefits and working conditions.

SSM Health Saint Louis University Hospital will make every effort to reasonably accommodate the disabilities of employees who are released for duty from Family Medical Leave, as required by law. If reasonable accommodations cannot be made at the time the employee is ready and able to return to work, the employee will be offered the next suitable position that becomes available for which the employee is qualified and can be accommodated. If such a position is not available within a 30-day period, the employee will be terminated.

In order for an employee’s return to work to be properly scheduled, an employee on a leave of absence is requested to provide SSM Health Saint Louis University Hospital with at least two weeks advance notice of the date the employee intends to return to work. An employee who accepts other employment during Family Medical Leave or at the conclusion of, or who fails to return to work on the next regularly scheduled work day following the expiration of Family Medical Leave without contacting Human Resources, will be considered to have voluntarily resigned their employment.



Benefit Coverage During Leave of Absence

Employees on an approved Leave of Absence will continue to receive health and other insurance benefits under the same conditions as if the employee had continued to work.

Employees on a paid leave will continue to pay a portion of the healthcare premium through payroll deductions. If the employee is on unpaid leave, the missed premiums will be collected when the employee returns to a paid status. In order to collect back-owed premiums in a way that reduces the impact to the employee, deductions will not exceed 1.5x the regular pay period deduction. The additional deduction(s) will continue until your missed premiums are fully collected.

Employees who choose not to return to work for reasons other than a continued serious health condition of the employee or the employee’s family member or circumstances beyond the employee’s control, SSM Health Saint Louis University Hospital will require the employee to reimburse them for the amount it paid for the employee’s health insurance premiums during the leave period.

navigating your leave of absence - ssm health

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