University Office of

Human Resources

FMLA and VESSA

Training

Agenda

Introductions & Objectives Housekeeping Review Packet Materials/Handouts FMLA Policy Overview VESSA Policy Overview Banner Reporting (FMLA & VESSA) Questions and Answers Wrap Up

Family and Medical Leave (FMLA) Policies

University Policy Amended at 2/13/03 Board Of Trustees

meeting

Policy and Rules Rule 11.07 Regulations 11.071 – 11.079

Background

Family and Medical Leave Act is designed to help employees balance the demands of the workplace with the needs of families and to promote stability and economic security of families.

Background

FMLA provides protection for the employee and for the employer.

It is in the best interest of the employer to charge qualifying absences against employees’ FMLA entitlement whenever possible.

FMLA Eligibility

To be eligible for up to 12 workweeks of paid and/or unpaid FMLA leave, employees must: have been employed by the University for

at least 12 months; and, have performed at least 1,250 hours of

service during the previous 12-month period

FMLA Entitlement

FML shall be granted for the following purposes: For the birth of a child of the employee. For the placement of a child with the

employee for adoption or foster care. Serious health condition of the employee or

for care of a spouse, child, or parent of the employee who has a serious health condition.

Leave Schedule

Leave may be taken as: Block of time – employee is on leave 100%

time Intermittent – leave that is taken in separate

blocks of time for a single qualifying reason Reduced Schedule – employee reduces the

number of hours/days from their normal schedule

Approval to Take FMLA Leave

The employee shall provide the supervisor with not less than 30 calendar days notice before the date the leave is to begin.

If not foreseeable 30 days in advance, the employee shall provide verbal notice within two working days of learning of the need for leave, or as is practicable.

FMLA Application and Medical Certification

The FMLA Application must be completed by the employee and submitted to his/her supervisor prior to the onset of leave, if practicable.

Medical Certification issued by the employee’s or the family member’s health care provider shall be required to support a request for Family and Medical Leave for a serious health condition.

An employee’s failure to provide required certification within 15 calendar days may result in delay or denial of leave.

Benefits Continuation while on FMLA Leave

Coverage of group health and dental insurance shall be continued for the 12-week duration.

An employee may continue other voluntary University benefits that are paid by the employee.

FMLA Leave in Banner

The actual use of FMLA hours is tracked by earnings codes for Civil Service staff, which determines the employee’s pay status and benefits eligibility.

Logistics about the FMLA leave are tracked in Banner for both Civil Service and Academic staff via the PEAFMLA form.

The PZAELOA form is also completed by the Unit for unpaid or partial paid FMLA leaves.

FMLA Earnings Codes for Exempt/Nonfeeder Civil Service

FSR Family Leave Sick (rdg) FVR Family Leave Vacation (rdg) FPR FMLA Parental Leave (rdg) FLE Family Lv (FMLA) Unpaid (rdg) FHR Family Leave Holiday (rdg) FFR FMLA Floating Holiday (rdg)

FMLA Earnings Codes for Nonexempt and Exempt Feeder System Civil Service

FLS Family Leave Sick FLV Family Leave Vacation FPL FMLA Parental Leave FLU Family Leave Unpaid (FMLA) FMH Family Leave Holiday (FMLA) FMF Family Leave Floating Holiday

FMLA/VESSA Earnings Codes for Civil Service

CVV - FMLA/VESSA Leave Vacation CVR - FMLA/VESSA Leave Vacation - (rdg) CVS - FMLA/VESSA Leave Sick CSR - FMLA/VESSA Leave Sick (rdg) CVU - FMLA/VESSA Leave Unpaid CUR - FMLA/VESSA Leave Unpaid (rdg) CVH - FMLA/VESSA Leave Holiday CHR - FMLA/VESSA Leave Holiday (rdg) CVF - FMLA/VESSA Leave Floating Holiday CFR - FMLA/VESSA Leave Floating Holiday (rdg)

Tracking FMLA Leave in Banner

The employee’s Home department completes the PEAFMLA form for all employees on FMLA leave.

PEAFMLA tracks the duration and reason for the leave, and ensures the proper FMLA forms have been completed.

PEAFMLA is completed at the beginning and at the end of the leave.

Tracking FMLA Leave in Banner

PZAELOA is completed by the Unit for all partial-pay or unpaid FMLA leaves.

PZAELOA must be completed for each job the employee is taking leave with partial pay or without pay.

FMLA Audit Reports

Audit reports will be available to verify consistent and accurate usage of PEAFMLA and PZAELOA forms for employee’s on leave.

Reports will be available through EDDIE.

FMLA Review

Employees with hours of work in the last 12 months and year(s) of service are eligible for FMLA leave.

12501

rolling The University recognizes a year to determine the 12-

month eligibility period.

FMLA Process

Mary Smythe, Secretary III, has requested to use FMLA leave for the birth of a child.

Mary worked 1950 hours in the last 12 months and has worked for the University for three years.

Mary plans to take leave for twelve continuous weeks beginning March 3 through May 27.

Mary will be using parental and accrued sick and vacation leave to continue in pay status during her leave.

FMLA Banner Demonstration

(Beginning Leave)

FMLA/VESSA Leave Usage Report

Supplemental tool to assist units with tracking FMLA and/or VESSA leave hours for any 12-month period and/or event.

Downloadable EXCEL spreadsheet available in DART.

Will replace the paper FMLA/VESSA Leave Usage Report.

FMLA/VESSA Usage ReportDemonstration

FMLA Banner Demonstration (Returning from Leave)

FMLA/VESSA Usage ReportDemonstration

(Returning from Leave)

FMLA Conclusion

Questions/Break

Victims Economic Security and Safety Act (VESSA)

Policies

Academic Policy Effective for all campuses

Policy and Rules Rule 11.16 Regulations 11.161 – 11.170

VESSA

VESSA grants all employees in the State of Illinois who are victims of domestic or sexual violence or who have a family or household member who is a victim, up to 12-weeks of leave per 12-month period.

Background

Victims Economic Security and Safety Act was established to promote the State’s interest in reducing: Domestic Violence Dating Violence Sexual assault Stalking by enabling victims of domestic or sexual

violence to maintain the financial independence necessary to leave abusive situations

Background continued

To achieve safety To minimize the physical and emotional

injuries from domestic or sexual violence To reduce the devastating economic

consequences of domestic or sexual violence to employers and employees.

VESSA Posting Requirements

Employers covered by this Act shall post and keep posted, in conspicuous places where notices to employees are customarily posted, summarizing the requirements of this Act and information pertaining to the filing of a charge.

Link to website: http://www.state.il.us/agency/idol/forms/PDFS/vessanotice.pdf

VESSA Eligibility

All employees are eligible for 12 weeks for any 12-month period. The 12-month period begins the first time VESSA leave is taken after completion of any previous 12-month period.

VESSA Entitlement

VESSA leave shall be granted for the following purposes: To seek medical help and recovery. To obtain victim’s services. Participate in safety planning or economic

planning.

Approval to Take VESSA Leave

The employee shall provide the supervisor with a 48 hour notice in advance, unless providing such notice is not practicable.

VESSA Application The VESSA Application must be completed

by the employee and submitted to his/her supervisor.

Other means of certification that is required may be in the form of: A sworn statement of the employee (this is

satisfied by completion of the VESSA application); and,

Other approved forms of documentation.

FMLA Medical Certification

The FMLA Medical Certification is required if the reason for VESSA leave is for a serious health condition of themselves or immediate family member related to the VESSA event.

If applicable, provisions under the FMLA University Policy and Policy and Rules policies shall be followed.

Benefits Continuation while on VESSA Leave

Coverage of group health and dental insurance shall be continued for the 12-week duration.

An employee may continue other voluntary University benefits that are paid by the employee.

Civil Service employees continue to accrue seniority while on VESSA leave.

VESSA Leave in Banner

The actual use of VESSA hours is tracked by earnings codes for Civil Service employees, which determine the employee’s pay status and benefits eligibility.

VESSA hours are not reported for Academics on VESSA leave.

VESSA Earnings Codes for Exempt/Nonfeeder Civil Service

VVR - VESSA Leave Vacation (rdg) VSR - VESSA Leave Sick (rdg) VUR - VESSA Leave Unpaid (rdg) VHR - VESSA Leave Holiday (rdg) VFR - VESSA Leave Floating Holiday (rdg)

Earnings Codes for Nonexempt and Feeder Civil Service

VLV - VESSA Leave Vacation VLS - VESSA Leave Sick VLU - VESSA Leave Unpaid VLH - VESSA Leave Holiday VLF - VESSA Leave Floating Holiday

FMLA/VESSA Earnings Codes for Civil Service

CVV - FMLA/VESSA Leave Vacation CVR - FMLA/VESSA Leave Vacation - (rdg) CVS - FMLA/VESSA Leave Sick CSR - FMLA/VESSA Leave Sick (rdg) CVU - FMLA/VESSA Leave Unpaid CUR - FMLA/VESSA Leave Unpaid (rdg) CVH - FMLA/VESSA Leave Holiday CHR - FMLA/VESSA Leave Holiday (rdg) CVF - FMLA/VESSA Leave Floating Holiday CFR - FMLA/VESSA Leave Floating Holiday (rdg)

VESSA Tracking in Banner

PZAELOA is completed by the Home department for all VESSA leaves.

PZAELOA must be completed for each job the employee is taking VESSA leave.

Leave code “VS Leave VESSA” is used in PZAELOA for employees on VESSA leave.

VESSA Audit Reports

Audit reports will be available to verify consistent and accurate usage of the PZAELOA form for employees on leave.

Reports will be available through EDDIE.

VESSA Review

Which type of University employee is eligible for VESSA leave?

A. Only employees working 1250 hours.

B. Only full-time employees.C. Only employees with at least one

year of service.D. All employeesD. All employees

VESSA Process

John Smythe, Assistant Professor, has requested to use VESSA leave for a family member.

John will be using vacation leave to continue in pay status. He will be on leave from March 18 and scheduled to return on April 2.

VESSA Banner Demonstration

FMLA/VESSA Leave Usage Report

The DART FMLA/VESSA Leave Usage Report is used throughout the VESSA leave.

FMLA/VESSA Usage Report Demonstration

(Returning from Leave)

VESSA BannerDemonstration

(Returning from Leave)

FMLA/VESSA Usage ReportDemonstration

(Returning from Leave)

Similarities Between FMLA and VESSA Leave

12-week entitlement per 12-month period. Application and approval process. Benefits continuation. Restoral to equivalent position. Seniority accrual. Reporting needs.

Differences Between FMLA and VESSA

Employee eligibility. Employee’s relationship to the

covered recipient. Notification requirements. Certification providers. Earnings codes. Tracking in Banner.

FMLA & VESSA Review

When do I count a VESSA leave as also an FMLA leave?

A. You should always count VESSA leave as FMLA leave.

B. When the VESSA leave is taken to seek legal advice.

C. When VESSA leave is taken for a serious health condition of the employee or immediate family member.

D. VESSA leave should never be counted as FMLA leave.

C. When VESSA leave is taken for a serious health condition of the employee or immediate family member.

Web Resources (NESSIE) Leave Provisions and Information https://

nessie.uihr.uillinois.edu/cf/leave/index.cfm Leave Forms

https://nessie.uihr.uillinois.edu/cf/leave/index.cfm?Item_ID=1413&rlink=1194

Benefits continuation through COBRA https://nessie.uihr.uillinois.edu/cf/benefits/index.cfm?Item_ID=49

Policy Administration https://nessie.uihr.uillinois.edu/cf/policies/index.cfm?Item_id=386

Web Resources (DART)

Banner Leave Processing https://hrnet.uihr.uillinois.edu/dart-cf/index.cfm?Item_id=1697

Banner Job Aides https://hrnet.uihr.uillinois.edu/dart-cf/index.cfm?Item_id=2034

Frequently Asked Questions about Leave Processing https://hrnet.uihr.uillinois.edu/dart-cf/index.cfm?Item_id=2118

Conclusion

Questions?