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Family and Medical Leave

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Overview

The Inter-University Council (IUC) of Ohio Purchasing Group approved Unum as the Family Medical Leave Act (FMLA) vendor effective January 1, 2020.  Unum is the university’s current vendor for life insurance, short, and long-term disability benefits.  Wright State is transitioning the administration of FMLA from Human Resources to Unum.  There are no changes to the university’s leave benefits, only to the process to request FMLA.  A soft rollout was initiated on September 20, 2021, to experience the process and obtain feedback. HR is pleased to announce this transition will officially launch on November 1, 2021. 

What does this mean?

Again, there are no changes to the university’s leave benefits, only to the process to request FMLA. 

To initiate a new FMLA request beginning November 1, 2021, follow these two easy steps:

  1. Notify your supervisor of your need to request FMLA including dates of leave and duration.
  2. Contact Unum to file a new FMLA request via:
    1. Telephone: (866) 779-1054; Hours: Monday - Friday, 8:00 a.m. – 8:00 p.m. EST
    2. Visit Unum’s website at www.unum.com/claims.  First-time users will be required to register an account to file an FMLA request, review the state of an existing request, or view documentation.          
    3. Unum Customer App (Download from your App Store)

All new FMLA requests, including re-certifications, will be processed by Unum. All FMLA claims approved by HR prior to September 20, 2021, will be managed by HR for the duration of the claim.  If you have any FMLA leave-related questions, please email HR-Leave@wright.edu.

FMLA Description

FMLA stands for Family Medical Leave Act and provides up to 12 weeks of job-protected leave to eligible employees under certain circumstances, and up to 26 weeks for military caregiver leave.


Eligibility

To be eligible for FMLA, you must meet two conditions:

  • You must have at least one year of service with Wright State; and
  • You must have worked at least 1,250 hours at Wright State during the 12-month period immediately before the date the FMLA is to start.


Unum Contact Timeframe

An employee should contact when:

  • An overnight stay in a hospital, hospice, or residential medical care facility (includes any period of incapacity or any subsequent treatment in connection with the overnight stay),
  • Conditions (health, accident, injury) requiring multiple treatments or that would result in a period of incapacity of more than three consecutive, full calendar days and any subsequent treatment or period of incapacity relating to the same condition,
  • Pregnancy,
  • Chronic conditions that may cause episodic and/or continuing periods of incapacity,
  • Permanent or long-term conditions.


Reasons for Using FMLA

Up to 12 Weeks

  • The birth of a child and to care for a newborn child within one year of birth,
  • The placement with the employee of a child for adoption or foster care and to care for a newborn with the newly placed child within one year of placement,
  • A serious health condition that makes the employee unable to perform the functions of his or her job, including incapacity due to pregnancy and for prenatal medical care,
  • To care for the employee’s spouse, son, daughter, or parent who has a serious health condition, including incapacity due to pregnancy and for prenatal medical care;
  • Any qualifying exigency arising out of the fact that the employee’s spouse, son, daughter, or parent is a military member on covered active duty or call to covered active duty status.

Up to 26 Weeks

  • For a covered service member with a serious injury or illness if the employee is the spouse, son, daughter, parent, or next of kin of the service member (referred to as military caregiver leave).


Steps to initiate an FMLA Request

  1. Notify your supervisor of your need to request FMLA including dates of leave and duration.
  2. Contact Unum to file a new FMLA request via:
    1. Telephone: (866) 779-1054; Hours: Monday - Friday, 8:00 a.m. – 8:00 p.m. EST
    2. Visit Unum’s website at www.unum.com/claims.  First-time users will be required to register an account to file an FMLA request, review the state of an existing request, or view documentation.          
    3. Unum Customer App (Download from your App Store)


FMLA Process and Definitions


Payment During Leave

FMLA runs concurrently with the use of other paid leaves. FMLA may be unpaid leave unless the employee has accrued sick leave and/or vacation hours and/or compensatory hours which he/she is eligible to use for the purpose of the leave. Employees are required to use all their accrued and available leave during an FMLA leave. Sick leave may not be used under the FMLA to care for a newborn or for adoption or foster care placement, or for military exigency leave. Such FMLA leaves will be paid by vacation hours and/or compensatory hours or will remain unpaid.

Upon expiration of FMLA leave, an employee who is still unable to return to work due to his/her own serious health condition may apply for disability benefits (if applicable).


Reporting FMLA Hours

Continuous LeaveEmployees are required to record your absence (sick leave/vacation/comp time) on your timesheet/leave report with appropriate FMLA reporting language in the comment box; otherwise, the absence may not be reported properly.

For timekeeping purposes, you are required to record your FMLA hours in Wings Express within your timesheet or leave the report’s comment section for your leave.

Intermittent LeaveContact your supervisor. Employees must continue to comply with normal call-in procedures for their department. 

In addition, you will now need to notify Unum regarding all intermittent leave.  All intermittent absences must be reported to Unum; otherwise, your absence may not be protected under FMLA.  The Unum Customer App is a quick and simple way to report an intermittent absence.

And as you have done in the past, you’re required to record your absence on your timesheet/leave report with appropriate FMLA reporting language in the comment box; otherwise, the absence may not be reported properly.


Benefits While on Leave

During any period of unpaid FMLA leave, an employee who has medical, dental, vision, supplemental life, and/or short term disability coverages, and/or a flexible spending account, is eligible to continue these coverages provided that the employee continues to pay the employee’s share of such coverages. Failure to pay the employee contribution amounts may result in cancellation of such coverages or, should the university choose to make such payments on the employee’s behalf during any unpaid leave in order to keep coverages in place, the employee’s obligation to repay such amounts upon return to work. When an employee who has elected to discontinue one or more of his/her medical, dental, vision, supplemental life, or short term disability coverages and/or a flexible spending account during his/her FMLA leave and returns to work after the leave, those benefits will be restored to the level of coverage available at the time the leave began. Any outstanding premiums may be deducted from the employee’s pay upon return to work.

During any period of unpaid FMLA leave, the university will not pay salary or wages, holiday pay, winter leave, or university closure pay, or contribute toward retirement benefits or health savings account, or provide for the accumulation of sick leave or vacation leave.


Return to Work Procedure

Prior to your return, a Return to Work Certification must be completed by your attending physician. This should be submitted to HR at least two business days prior to your return to work on a regular scheduled workweek. If returning on a reduced work schedule or returning with work restrictions, a new physician’s note will be required. If certification is not received within two business days prior to returning, the day of return may be delayed.

Upon return from an FMLA-covered leave, the employee will be returned to his/her original position or to an equivalent position with equivalent pay, benefits, and other terms and conditions of employment (subject to certain exceptions permitted by law).


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