nyc dept. of education leaves refresher for payroll secretaries & principals hr connect webcast...
TRANSCRIPT
NYC Dept. of EducationLeaves Refresher for Payroll Secretaries & Principals
HR Connect Webcast
May 16th 2008 10am
Welcome to the Leaves Refresher Webcast
Presenter: Anna ToddHR Connect Training
Experts: Hubert GuscottManager, Leaves Administration
Office
Ann ChisholmManager, HR Connect Knowledge
and Technology
Presenter: Anna ToddHR Connect Training
Experts: Hubert GuscottManager, Leaves Administration
Office
Ann ChisholmManager, HR Connect Knowledge
and Technology
Today’s format will be interactive
The webcast will include-- Instruction Polling Chat Q&A
The webcast will include-- Instruction Polling Chat Q&A
What you can expect
This webcast will: Provide updates Clarify certain policies Offer tips to streamline
application processing
This webcast will: Provide updates Clarify certain policies Offer tips to streamline
application processing
On the Agenda
Line of Duty Injury (LODI) Sabbaticals Family & Medical Leave Act
(FMLA) Return from Leaves Principal Responsibility Timekeeping Q&A
Line of Duty Injury (LODI) Sabbaticals Family & Medical Leave Act
(FMLA) Return from Leaves Principal Responsibility Timekeeping Q&A
Line of Duty Injury
What is LODI?
Line of Duty Injury Accident or incident while
employee is working Applies to licensed pedagogue
(plus UFT educational paraprofessionals and DC37 family paraprofessionals/school aides in the case of assault)
For other titles file C2 form for Worker’s Compensation online at Dept. of Labor website
Line of Duty Injury Accident or incident while
employee is working Applies to licensed pedagogue
(plus UFT educational paraprofessionals and DC37 family paraprofessionals/school aides in the case of assault)
For other titles file C2 form for Worker’s Compensation online at Dept. of Labor website
Roles in the LODI Process
Employee Payroll Secretary Principal Superintendent Leaves Admin Office
Employee Payroll Secretary Principal Superintendent Leaves Admin Office
The Employee Should…
Report the incident within 24 hours
Complete and sign the written statement
Obtain medical documentation from their physician and submit the OP198 or OP407
Report the incident within 24 hours
Complete and sign the written statement
Obtain medical documentation from their physician and submit the OP198 or OP407
Payroll Secretary/OORS Administrator Role
Enter the 46PLD in EIS timekeeping screen(s) (9.1.1 or 9.2.1)
Log the incident in OORS Download the report from OORS Ensure the written statement is complete and
signed Complete an OP 198 and ensure the principal signs
the form Ensure that the employee signs the OP 200 and
place in the employee’s file Send the report along with the principals
recommendation to the superintendent Ensure that the superintendent returns the report
with their signed determination Gather OP 198, comprehensive injury report and
the written statement and forward to HR Connect for processing
Enter the 46PLD in EIS timekeeping screen(s) (9.1.1 or 9.2.1)
Log the incident in OORS Download the report from OORS Ensure the written statement is complete and
signed Complete an OP 198 and ensure the principal signs
the form Ensure that the employee signs the OP 200 and
place in the employee’s file Send the report along with the principals
recommendation to the superintendent Ensure that the superintendent returns the report
with their signed determination Gather OP 198, comprehensive injury report and
the written statement and forward to HR Connect for processing
The Principal’s Role
Investigate the incident Provide recommendation
to the superintendent within 24 hours
Investigate the incident Provide recommendation
to the superintendent within 24 hours
Superintendent’s role
Sign and indicate a determination on the Comprehensive Injury Report
Return report to school within 5 days
Sign and indicate a determination on the Comprehensive Injury Report
Return report to school within 5 days
Leaves Admin Office Role
Process the application Log determination in EIS
medical screen Send approval/denial, letter
and OP198 back to the school and employee
Process the application Log determination in EIS
medical screen Send approval/denial, letter
and OP198 back to the school and employee
Common Delays
Principal’s determination missing
Superintendent’s signature and/or determination missing
Principal’s determination missing
Superintendent’s signature and/or determination missing
OORS Support
For Support with the Online Occurrence Reporting System (OORS), contact:
Office of School and Youth Development (OSYD)
OSYD Technical Assistance Center
335 Adams Street, 28th FlBrooklyn, NY 11201
Phone Number: 718.935.5004
Hours of Operation: 7:00 AM to 10:00 PM, Monday
through Friday
For Support with the Online Occurrence Reporting System (OORS), contact:
Office of School and Youth Development (OSYD)
OSYD Technical Assistance Center
335 Adams Street, 28th FlBrooklyn, NY 11201
Phone Number: 718.935.5004
Hours of Operation: 7:00 AM to 10:00 PM, Monday
through Friday
Short-Term LODI Considerations
The principal has the authority to approve leaves of less than 10 days resulting from LODI
However, in cases where principals have concerns, they can forward these short-term LODIs to the Leaves Administration Office.
The principal has the authority to approve leaves of less than 10 days resulting from LODI
However, in cases where principals have concerns, they can forward these short-term LODIs to the Leaves Administration Office.
Sabbatical Leaves for Study or Restoration of Health
What is a Sabbatical?
Paid leave intended to give the employee an opportunity to return as a stronger asset to DOE
Two main types of sabbaticals Study Restoration of Health
Eligibility requirements are based on years of service, types of service credited, prior sabbatical leave charged against entitlement, and service required immediately prior to sabbatical leave
Paid leave intended to give the employee an opportunity to return as a stronger asset to DOE
Two main types of sabbaticals Study Restoration of Health
Eligibility requirements are based on years of service, types of service credited, prior sabbatical leave charged against entitlement, and service required immediately prior to sabbatical leave
Roles in the Sabbatical Leave process
Employee Principal Payroll Secretary Superintendent Leaves Administration Office
Employee Principal Payroll Secretary Superintendent Leaves Administration Office
The Employee’s Role
Complete OP8 and statement by applicant for UFT Sabbatical leave of absence (attachment #4)
Complete OP407 (health only) Provide principal with proscribed
coursework (study only) and OP8 for approval
Send application to HR Connect after obtaining principal and superintendent signature
At the conclusion of Study Sabbatical, send transcripts to HR Connect
Complete OP8 and statement by applicant for UFT Sabbatical leave of absence (attachment #4)
Complete OP407 (health only) Provide principal with proscribed
coursework (study only) and OP8 for approval
Send application to HR Connect after obtaining principal and superintendent signature
At the conclusion of Study Sabbatical, send transcripts to HR Connect
The Principal’s Role
Sign to indicate approval decision (study only) or acknowledge receipt of the application (health)
Forward OP8 to Superintendent
Sign to indicate approval decision (study only) or acknowledge receipt of the application (health)
Forward OP8 to Superintendent
Payroll Secretary
Work with the principal to ensure that paperwork is submitted to the superintendent
Ensure timekeeping is up-to-date
Work with the principal to ensure that paperwork is submitted to the superintendent
Ensure timekeeping is up-to-date
Superintendent’s role
Review coursework (study sabbatical only)
Sign and indicate a determination
Return application to the employee
Review coursework (study sabbatical only)
Sign and indicate a determination
Return application to the employee
Leaves Admin Office Role
Process the application Enter transaction in EIS Send approval/denial letter
back to the school and employee
Validate coursework at conclusion of study sabbatical
Process the application Enter transaction in EIS Send approval/denial letter
back to the school and employee
Validate coursework at conclusion of study sabbatical
Common Delays
Statement by applicant for UFT Sabbatical leave of absence (attachment #4) missing
Superintendent signature missing
Timekeeping not up-to-date for less than 6 month health sabbatical
Study sabbatical applications that arrive after the due date
Statement by applicant for UFT Sabbatical leave of absence (attachment #4) missing
Superintendent signature missing
Timekeeping not up-to-date for less than 6 month health sabbatical
Study sabbatical applications that arrive after the due date
Other Sabbatical Considerations
Final approval of sabbaticals is not complete until the Leaves Administration office has administratively approved the leave
Study Sabbaticals that involve travel are generally not approved
It is very important that the submission happens in a timely fashion
Final approval of sabbaticals is not complete until the Leaves Administration office has administratively approved the leave
Study Sabbaticals that involve travel are generally not approved
It is very important that the submission happens in a timely fashion
Family and Medical Leave Act
What is FMLA?
Family & Medical Leave Act (federal law)
Secures job and benefits while out for qualifying family or medical reasons
Employees entitled to 12 weeks per 12 month period
Family & Medical Leave Act (federal law)
Secures job and benefits while out for qualifying family or medical reasons
Employees entitled to 12 weeks per 12 month period
FMLA Eligibility
Must be an active employee for a minimum of 12 months prior to the leave
Must have worked a minimum of 1250 hours in the immediate 12 months prior to the leave
Must be an active employee for a minimum of 12 months prior to the leave
Must have worked a minimum of 1250 hours in the immediate 12 months prior to the leave
FMLA Qualifying Events
Maternity Child Care
New baby Adoption Foster Care
Care of a seriously ill spouse, parent or child
Restoration of Health (Own serious health condition)
Maternity Child Care
New baby Adoption Foster Care
Care of a seriously ill spouse, parent or child
Restoration of Health (Own serious health condition)
Roles in the FMLA Leave process
Employee Principal Payroll Secretary Leaves Administration
Office
Employee Principal Payroll Secretary Leaves Administration
Office
The Employee’s Role
Complete application Work with Payroll Secretary
to understand the breakdown (paid/unpaid) of their leave
Gather application and supporting docs and ensure they are sent to HR Connect
Complete application Work with Payroll Secretary
to understand the breakdown (paid/unpaid) of their leave
Gather application and supporting docs and ensure they are sent to HR Connect
The Principal’s Role
Sign all forms Sign all forms
Payroll Secretary
Ensure timekeeping is up-to-date
Complete OP198 if applicable
Work with employee to help them understand the breakdown of their leave (paid/unpaid)
Ensure timekeeping is up-to-date
Complete OP198 if applicable
Work with employee to help them understand the breakdown of their leave (paid/unpaid)
Leaves Admin Office Role
Process the application Enter transaction in EIS Send approval/denial letter
back to the school and employee
Process the application Enter transaction in EIS Send approval/denial letter
back to the school and employee
Common Delays
Misunderstanding "paid" and "unpaid" FMLA and when the 12-week count begins
Using old FMLA application which does not indicate "Date Employee Comes Off Payroll"
Submission of applications for employees who are not eligible
Misunderstanding "paid" and "unpaid" FMLA and when the 12-week count begins
Using old FMLA application which does not indicate "Date Employee Comes Off Payroll"
Submission of applications for employees who are not eligible
Other FMLA Considerations
Paid and unpaid both count towards FMLA
SLOAC Entitlements
Paid and unpaid both count towards FMLA
SLOAC Entitlements
Restoration of Health Example
FMLA (Paid)
FMLA (Unpaid)
SLOAC (Unpaid) - if applicable
Sick (Unpaid)
8 weeks
Accrued Leave
12 weeks (Paid and Unpaid FMLA)
14 weeks
Start
of
Leave
End
of
Leave
Remainder of Leave
Start of COBRA
Start of SLOAC
4 weeks
Returning from a Leave of Absence
Return From Leaves Tracking System (LTS)
Tracks employees’ intentions upon expiration of their leave
Helps schools and ISCs to make budgeting and hiring decisions for the coming school year
Tracks employees’ intentions upon expiration of their leave
Helps schools and ISCs to make budgeting and hiring decisions for the coming school year
Roles in the Returns process
Principal Payroll Secretary Employee Leaves Administration
Office
Principal Payroll Secretary Employee Leaves Administration
Office
The Employee’s Role
Log onto the leaves tracking system
Enter intention Call school Other actions as required,
(depending on the employee’s intention)
For technical support call HR Connect
Log onto the leaves tracking system
Enter intention Call school Other actions as required,
(depending on the employee’s intention)
For technical support call HR Connect
Payroll Secretary
Review report Work with principal to discuss
who is coming back and who is not
Email [email protected] if you need a user account
Review report Work with principal to discuss
who is coming back and who is not
Email [email protected] if you need a user account
Leaves Admin Office Role
If the employee wants to extend or apply for a new leave: Process the application Enter transaction in EIS Send approval/denial letter
and back to the school and employee
If the employee wants to extend or apply for a new leave: Process the application Enter transaction in EIS Send approval/denial letter
and back to the school and employee
Common Delays
Employee fails to enter intention
Employee does not submit documentation after intent declared in a timely manner
Employee fails to enter intention
Employee does not submit documentation after intent declared in a timely manner
Additional Information for Principals
Other Considerations for Principals
Replacement strategy for leaves of less than 1 year
We are now accepting email signatures
Replacement strategy for leaves of less than 1 year
We are now accepting email signatures
Maternity
From date of birth up to six weeks (8 weeks cesarean)
May borrow up to 20 CAR days if CAR days have been exhausted
Entitled to one calendar month of Grace Period per school year
Teacher must return to work after the 6 weeks or apply for a leave of absence for child care without pay
From date of birth up to six weeks (8 weeks cesarean)
May borrow up to 20 CAR days if CAR days have been exhausted
Entitled to one calendar month of Grace Period per school year
Teacher must return to work after the 6 weeks or apply for a leave of absence for child care without pay
Restoration of Health
Must exhaust accumulative CAR days
May borrow up to 20 CAR days if CAR days have been exhausted
Entitled to one calendar month of Grace Period
Teacher must return to work or apply for a leave of absence for restoration of health leave without pay
Must exhaust accumulative CAR days
May borrow up to 20 CAR days if CAR days have been exhausted
Entitled to one calendar month of Grace Period
Teacher must return to work or apply for a leave of absence for restoration of health leave without pay
Line of Duty Injury (LODI)
If LODI is pending a medical determination Determine the number of days in
CAR or sick bank Add a reserve of 20 days
(borrowed) To that total add up to one
calendar month of absence (grace period)
If LODI is pending a medical determination Determine the number of days in
CAR or sick bank Add a reserve of 20 days
(borrowed) To that total add up to one
calendar month of absence (grace period)
Helpful Hints
Understand Grace Period codes
Direct deposit should be stopped when grace period is to be entered
Clearly enter time usage on the OP198 form when applicable (CAR, borrowed and grace)
Understand Grace Period codes
Direct deposit should be stopped when grace period is to be entered
Clearly enter time usage on the OP198 form when applicable (CAR, borrowed and grace)
Q&A
What questions do you have?
What questions do you have?
For more information… Contact HR Connect
Phone (718) 935-4000 Leaves Admin Fax (718) 935-4350
Visit the DHR website http://schools.nyc.gov/Offices/DHR
Consult your local ISC