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NYC Dept. of Education Leaves Refresher for Payroll Secretaries & Principals HR Connect Webcast May 16 th 2008 10am.

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Presentation on theme: "NYC Dept. of Education Leaves Refresher for Payroll Secretaries & Principals HR Connect Webcast May 16 th 2008 10am."— Presentation transcript:

1 NYC Dept. of Education Leaves Refresher for Payroll Secretaries & Principals HR Connect Webcast May 16 th am

2 Welcome to the Leaves Refresher Webcast Presenter: Anna Todd HR Connect Training Experts: Hubert Guscott Manager, Leaves Administration Office Ann Chisholm Manager, HR Connect Knowledge and Technology Presenter: Anna Todd HR Connect Training Experts: Hubert Guscott Manager, Leaves Administration Office Ann Chisholm Manager, HR Connect Knowledge and Technology

3 Today’s format will be interactive  The webcast will include-- Instruction Polling Chat Q&A  The webcast will include-- Instruction Polling Chat Q&A

4 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

5 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

6 Line of Duty Injury

7 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

8 Roles in the LODI Process  Employee  Payroll Secretary  Principal  Superintendent  Leaves Admin Office  Employee  Payroll Secretary  Principal  Superintendent  Leaves Admin Office

9 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

10 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

11 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

12 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

13 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

14 Common Delays  Principal’s determination missing  Superintendent’s signature and/or determination missing  Principal’s determination missing  Superintendent’s signature and/or determination missing

15 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 Fl Brooklyn, NY Phone Number: 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 Fl Brooklyn, NY Phone Number: Hours of Operation: 7:00 AM to 10:00 PM, Monday through Friday

16 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.

17 Sabbatical Leaves for Study or Restoration of Health

18 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

19 Roles in the Sabbatical Leave process  Employee  Principal  Payroll Secretary  Superintendent  Leaves Administration Office  Employee  Principal  Payroll Secretary  Superintendent  Leaves Administration Office

20 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

21 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

22 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

23 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

24 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

25 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

26 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

27 Family and Medical Leave Act

28 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

29 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

30 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)

31 Roles in the FMLA Leave process  Employee  Principal  Payroll Secretary  Leaves Administration Office  Employee  Principal  Payroll Secretary  Leaves Administration Office

32 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

33 The Principal’s Role  Sign all forms

34 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)

35 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

36 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

37 Other FMLA Considerations  Paid and unpaid both count towards FMLA  SLOAC Entitlements  Paid and unpaid both count towards FMLA  SLOAC Entitlements

38 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

39 Returning from a Leave of Absence

40 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

41 Roles in the Returns process  Principal  Payroll Secretary  Employee  Leaves Administration Office  Principal  Payroll Secretary  Employee  Leaves Administration Office

42 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

43 Payroll Secretary  Review report  Work with principal to discuss who is coming back and who is not  v if you need a user account v  Review report  Work with principal to discuss who is coming back and who is not  v if you need a user account v

44 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

45 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

46 Additional Information for Principals

47 Other Considerations for Principals  Replacement strategy for leaves of less than 1 year  We are now accepting signatures  Replacement strategy for leaves of less than 1 year  We are now accepting signatures

48

49 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

50 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

51 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)

52 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)

53 Q&A What questions do you have?

54 For more information…  Contact HR Connect Phone (718) Leaves Admin Fax (718)  Visit the DHR website  Consult your local ISC


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