NYC Dept. of Education Leaves Refresher for Payroll Secretaries & Principals HR Connect Webcast May...

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


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


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


Process the application Enter transaction in EIS Send approval/denial letter

back to the school and employee

Validate coursework at conclusion of study sabbatical



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


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


Sign all forms Sign all forms

Payroll Secretary


Complete OP198 if applicable

Work with employee to help them understand the breakdown of their leave (paid/unpaid)


Complete OP198 if applicable

Work with employee to help them understand the breakdown of their leave (paid/unpaid)

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


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


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)


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


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


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

NYC Dept. of Education Leaves Refresher for Payroll Secretaries & Principals HR Connect Webcast May...

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