Division of Human Resources Leave Administration Leave of Absence Handbook Dan Smith, Director Kellie Beaver, Analyst Teresa Galloway, Specialist Leave Administration Contact Information Human Resources Assistant, Ginger Caponi (A-K) 678-301-6118 Human Resources Assistant, Beth Cherepy (L-Z) 678-301-6112 Leave Administration Fax Number: 678-301-6111 Website: www.gwinnett.k12.ga.us/benefits To schedule a Leave Orientation, visit our website at www.gwinnett.k12.ga.us/benefits and navigate to the Events Calendar Gwinnett County Public Schools Benefits and Leave Administration 437 Old Peachtree Road, NW Suwanee, GA 30024 Page 1 Revised 6/12/2008
Table of Contents Leave Eligibility and Procedures 3 Family and Medical Leave Act (FMLA) 4 Personal Disability 5 Adoption 6 Serious Illness of a Family Member 6 Military Leave 6 Extended Leave of Absence 7 Returning from Leave 7 Short Term Disability Plan 8 Sick Leave Bank 9 Important Benefits Information 10 Page 2 Revised 6/12/2008
Leave of Absence If you expect to be absent more than ten (10) consecutive work days, you must submit a Leave Request form at least one month in advance. Other paperwork may be required depending on the type of leave requested. In the event of an emergency situation, timely processing of the Leave Request form may not be possible. If the leave has started and the paperwork has not yet been submitted, you or your representative must contact the Leave Administration department and provide the following information: Name, Social Security number or employee identification number Last day worked (actual last day you worked, even if only part-day) Reason for the absence (personal disability, extended leave, etc.) Expected return to work date (if known) It is imperative that you submit the Leave Request form and appropriate documentation as soon as possible. Your location must also submit an epar, to avoid payroll errors, issues of job abandonment, and to comply with applicable federal regulations. In the event that you do not indicate to use sick/vacation/compensatory time, your time will be used if the request for leave is applicable. Page 3 Revised 6/12/2008
Family and Medical Leave Act (FMLA) FMLA is available for a maximum of 60 working days (approximately 12 work weeks) for situations qualifying under the Family and Medical Leave Act of 1993. To be eligible for FMLA leave, an employee must: Have been employed by GCPS for at least 12 consecutive months prior to the start of the FMLA leave Have worked at least 1,250 hours during the 12-month period prior to the start of the FMLA leave FMLA can be used for the following reasons: Birth of a child Adoption of a child or placement of a foster child Care for an ill spouse, child, or parent Employee s own serious health condition Military To apply for leave under FMLA submit the following: U.S. Department of Labor Form WH-380 The provisions of FMLA are: GCPS will continue to share in the cost of your benefits under the same terms and conditions that would apply if you were not on leave With limited exceptions, any eligible employee is entitled to be restored to his/her own job or an equivalent position Page 4 Revised 6/12/2008
Personal Disability Personal disability leave (including maternity and Worker s Compensation) is available for a period in which you are unable to perform the essential duties of your job. Family and Medical Leave Act (FMLA), sick leave and Short Term Disability may also be applicable. Submit the following if eligible for Short Term Disability: Short Term Disability Claim form FMLA form WH-380 (if FMLA eligible) Submit the following if not eligible for Short Term Disability: Written notice from your attending physician including a statement that a serious health condition exists, prognosis, projected first date of disability, and projected ending date of disability FMLA form WH-380 (if FMLA eligible) If your personal disability leave is for maternity you must contact the appropriate Leave Administration representative to advise them of your delivery date. You may use sick leave during the time in which you are disabled. Vacation and compensatory leave may be used after your disability has ended. Page 5 Revised 6/12/2008
Adoption A Leave of Absence is available for the adoption of a child(ren). Family and Medical Leave Act (FMLA) may be applicable. Submit the following: Certificate from the adoption agency or the attorney who arranges the adoption giving date the adoption is to be finalized FMLA form WH-380 (if FMLA eligible) You may use sick leave during the first six calendar weeks of adoption leave. If you have vacation or compensatory time you may use this after the sick leave period has expired. Serious Illness of a Family Member A Leave of Absence for the serious illness of a family member may be available for the care of an ill spouse, child, or parent. Submit the following: FMLA form WH-380 (if FMLA eligible) Military Leave A Leave of Absence is granted for employees who are ordered to military duty. Employees will be paid for a maximum of 18 working days (per federal calendar year) in one continuous period of absence for ordered military duty. Applicable federal and state laws will be followed. Submit the following: Copy of Military Orders Vacation or compensatory leave may be used after the sick leave period has expired. Page 6 Revised 6/12/2008
Extended Leave of Absence Extended Leave of Absence is also commonly referred to as Leave of Convenience. Extended Leave of Absence is available for a maximum of one year, (but can be less), for employees who have completed three consecutive years of service with GCPS. Submit the following Extended leave may be granted for the following reasons: Educational Leave Health Military Service Child-Care Political Responsibilities Sick/vacation/compensatory leave may be used if your situation qualifies for the usage, such as an illness of a family member. In order to use sick leave, the appropriate documentation is necessary. A statement from the attending physician of the family member stating the necessity of the care and giving approximate dates the care will be needed. Returning from a Leave of Absence If your absence was due to your personal disability, you must submit a statement of release signed by your physician to your location before resuming work. You are not allowed to return to work without this statement of release. This statement must reflect your ability to perform the essential functions of your job and must list any medical restrictions or limitations. Your location may not allow you to resume work if the restrictions listed by your doctor cannot be safely or reasonably accommodated. Page 7 Revised 6/12/2008
Short Term Disability Plan Overview * For further information and details concerning the Short Term Disability Plan s rules including possible coordination with benefits during a worker s compensation leave period, see the Short Term Disability Plan Document Short Term Disability is a self-insured program through Gwinnett County Public Schools. The plan covers a period in which you are unable to perform the essential functions of your job. The plan follows a seven-day calendar week rather than a five-day work week. Short Term Disability is available in three levels. No benefit can exceed 2/3 of the employee s normal wages earned during the pay period prior to the date of the disability. Maximum Benefit Premium amount per month Minimum Annual Salary to Qualify for Maximum Benefit Basic ($225.00) $8.00 $17,550 Plan A ($300.00) $14.00 $23,400 Plan B ($500.00) $20.00 $39,000 Short Term Disability Eligibility 1. You must have had six payroll deductions in order to be eligible to receive payment from the plan. 2. You must be actively at work on the last working day prior to the start of the disability period. If you are drawing pay as a result of accumulated leave you will be considered actively at work. 3. You must submit a Short Term Disability claim form within one year of the date of disability. Short Term Disability Waiting Period The plan has a waiting period of seven calendar days for any disability. You will be eligible for payment beginning on the eighth calendar day of the disability. Short Term Disability Payment Information The Short Term Disability pay period ends on the fifth of each month and checks are issued on the fifteenth of each month. Short Term Disability will pay a maximum of 180 days, or six months. The plan pays 2/3 of the employee s weekly salary up to the weekly benefit level of the plan. Page 8 Revised 6/12/2008
Sick Leave Bank The Gwinnett County Public Schools Sick Leave Bank was designed to provide additional sick leave to participants who have catastrophic personal illness, non-elective surgery, elective surgery with complications, or injury with debilitating consequences beyond their control and who have exhausted their sick leave and vacation leave. Sick Leave Bank Eligibility for Withdrawal Withdrawals from the bank will be granted in units no greater than one hundred sixty (160) hours. The maximum number of hours any member may receive in a twelve (12) month period is four hundred eighty (480) hours. You are eligible to apply for withdrawal from the Sick Leave Bank provided that: You have been a member of the Sick Leave Bank for ninety (90) calendar days and the sick leave hours requested in the application occur after the waiting period Your absence is due to catastrophic personal illness, non-elective surgery, elective surgery with complications, or injury with debilitating consequences beyond your control, for at least fifteen (15) consecutive working days immediately prior to the day when use of Sick Leave Bank days is to begin You are not expected (by your attending physician) to return to work within fifteen (15) working days after the day when use of requested hours is to begin You have exhausted your own accumulated sick, personal, compensatory, and vacation leave You are not receiving Worker s Compensation or Long Term Disability benefits from the Gwinnett Retirement System or one of the State Retirement Systems, or any other payment for absences provided by the Gwinnett County Board of Education other than Short Term Disability benefits An adequate number of sick leave days are available in the Sick Leave Bank For further information regarding Sick Leave Bank regulations, see the Sick Leave Bank Plan Document. Page 9 Revised 6/12/2008
Important Information Concerning Your Benefits While On A Leave of Absence If you miss a regular payroll check while on leave, you will receive a benefits letter explaining how you can keep your benefits active by paying direct. If you do not receive a letter after your final paycheck, contact the Benefits and Leave Administration department. If you receive a benefits letter, be sure to mail in your payment(s) monthly. You will not get a monthly bill from the Benefits and Leave Administration department If you need to request changes or extensions to your leave, be sure to do so in writing. All changes should be sent to the Benefits and Leave Administration department If your leave is for childbirth, you must inform the Leave Administration department of the following: Actual delivery date Actual last day you worked (even if only a portion of the day) If your leave is for childbirth or adoption, you have the option to change from single to family or add your new dependent(s) to your insurance plans. You only have 31 days after the birth or adoption to add the new dependent(s). You also have 31 days to add your new dependents to your Dependent Life Insurance policy. Page 10 Revised 6/12/2008