1. Short-Term Disability and Leave of Absence Process
Welcome and thank you for joining us today. We are excited to introduce our new leave of absence and disability programs that support our new PTO policy.
***Introductions of team and Sedgwick as appropriate
CONFIDENTIAL – DO NOT FORWARD

2. Table of contents
Salaried Associate STD and Parental and Family Care Pay 3 Hourly Associate STD and Parental and Family Care Pay 7 Salaried and Hourly Associate LTD 10 Leave of Absence Process 12 Associate’s Role Sedgwick’s Role People Partner Team’s Role Return-to-Work Process 30 Tools and Resources 32
Today, we’ll walk through the following elements of Short-Term Disability and Leave of Absence:
First we’ll cover disability and other pay programs:
Short-Term Disability and Family Care Pay for Salaried Associates
Short-Term Disability and Parental Pay for Hourly Associates
Long-Term Disability
Then we’ll talk about the Leave of Absence process:
The associate's role
Sedgwick’s role
People Partner Team’s role
The return-to-work process
Finally, we’ll wrap up by sharing tools and resources with you.
Short-Term Disability and Leave of Absence Process

3. Short-Term Disability and Parental and Family Care Pay
Salaried Associate
Short-Term Disability and Parental and Family Care Pay
First up, let’s chat about the programs for Salaried Associates.

4. How the salaried short-term disability plan works
EXAMPLE FOR SALARIED ASSOCIATES
An associate uses FlexPTO for seven calendar day waiting period to cover 100 percent of their income. FlexPTO begins on Feb. 1, 2018.
They then receive 100 percent of their weekly salary for the next six weeks through short-term disability.
Associates then receive 75 percent of their salary for up to an additional 19 weeks through short-term disability. This means they are covered for up to a total of 25 weeks.
Let’s run through how short-term disability works for salaried and metro professional associates:
First, there’s a seven calendar day waiting period, where associates may use their FlexPTO, beginning Feb. 1, 2018, can be used to get paid.
Then, up to the next six weeks are paid at 100% with the remaining 19 weeks paid at 75 percent, for a total of up to 25 weeks of short-term disability benefits available.
Please note that associates must file a disability claim with Sedgwick, our leave administrator, in order to qualify for disability benefits. We’ll cover how to file a leave of absence claim with you in more detail later in this session.
Please note: Sedgwick, Walmart’s short-term disability administrator, will pay the first 20 days of disability while waiting to make a determination on the claim.
When an associate contacts Sedgwick to make an STD claim, a request for leave of absence will also be filed.
Short-Term Disability and Leave of Absence Process

5. Short-term disability and workers’ compensation coordination
SALARIED ASSOCIATES
The goal of coordinating disability and workers’ comp is to ensure salaried associates don’t receive less compensation if they are injured at work, than they would if they were hurt at home.
Salaried associates qualifying for worker’s comp will receive 100 percent of their wages for the first seven weeks, with no waiting period.
From week eight through week 26, short-term disability makes up the difference between the state workers' comp payment and 75 percent of the associate's wages.
If workers’ comp is not yet approved, the STD top-off amount will be based on the anticipated state benefit.
If the workers’ comp benefit is more than 75 percent, an STD benefit will not be paid.
Premiums to continue benefits coverage will be deducted automatically from any STD payments. If the associate is not receiving STD, the associate must pay their premiums directly.
We’ve also taken special care to coordinate salaried associate STD with workers’ compensation.
Here’s how that will work:
Salaried associates will receive 100 percent of wages for the first seven weeks, with no waiting period.
From week eight through week 26, short-term disability makes up the difference between the state workers' comp payment and 75 percent of the associate's wages.
If workers’ comp is not yet approved, the STD top-off amount will be based on the anticipated state benefit.
If the workers’ comp benefit is more than 75 percent, an STD benefit will not be paid.
Premiums to continue benefits coverage will be deducted automatically from any STD payments. If the associate is not receiving STD, the associate must pay their premiums directly.
Short-Term Disability and Leave of Absence Process

6. Parental and Family Care Pay Policy
SALARIED ASSOCIATES
What this policy does:
Provides pay for 12 weeks per rolling 12-month period for parental pay, of which two of those weeks can be used for family care pay.
Family care pay: to care for a seriously ill immediate family member, meaning a parent, child or spouse/partner
Parental pay: for the birth, adoption or foster-care event
How to use this benefit:
Leave must be requested and approved through Sedgwick for an associate to receive pay through this policy.
Family care pay can’t be taken intermittently.
Parental pay must be taken in one-week increments.
The associate will also need to file for a leave of absence through Sedgwick to access parental and family care pay.
When a salaried associate needs to take a leave to bond with a new child, or to take care of a seriously ill immediate family member, they can access Walmart’s parental and family care pay policy.
The policy provides up to 12 weeks of pay per rolling 12-month period for parental pay, of which two of those weeks can be used for family care pay.
Here’s some of the policy basics:
Leave must be requested and approved through Sedgwick for an associate to receive pay through this policy.
Family care pay can’t be taken intermittently.
Parental pay must be taken in one-week increments and used within one year of birth, adoption or foster-care event.
Keep in mind, the associate needs to file for a LOA with Sedgwick to access this policy.
Short-Term Disability and Leave of Absence Process

7. Short-Term Disability and Parental and Family Care Pay
Hourly Associate
Short-Term Disability and Parental and Family Care Pay
Next up, let’s talk about hourly associate leave programs.

8. How the hourly short-term disability plan works
EXAMPLE FOR FULL-TIME HOURLY ASSOCIATES
An associate uses PTO for the first seven calendar days to cover 100 percent of their income their for scheduled days. If they do not have enough PTO to cover this period, they may take the time as unpaid.
They then receive 50 or 60 percent of their average weekly wage, based on the coverage they selected, for up to 25 weeks.
Next up, let’s talk about hourly.
The short-term disability benefits for full-time hourly associates is similar to salaried and metro professionals.
Walmart’s short-term disability plan covers up to 50% of the associate’s average weekly wage to a $200 weekly maximum for up to a 25-week maximum benefit. They may use their earned and unused PTO to get paid for their scheduled days during the seven calendar day waiting period.
Hourly associates have the option of buying additional short-term disability benefits to compliment benefits offered at no cost to them. They can enroll in the short-term disability enhanced plan to have the weekly maximum waived and get up to 60% of their average weekly wage.
The hourly short-term disability benefit isn’t available in California, Hawaii, Rhode Island and New Jersey, as those states have their own statutory disability plans. New York has state-based disability variations, too.
Please note: before payment, short-term disability claims must be approved by Sedgwick. In statutory states, Liberty must approve STD claims instead of Sedgwick.
When an associate contacts Sedgwick to make an STD claim,
a request for leave of absence will also be filed.
Short-Term Disability and Leave of Absence Process

9. Parental Pay Policy What this policy does: How to use this benefit:
HOURLY ASSOCIATES (INCLUDING METRO PROFESSIONALS)
What this policy does:
Provides pay for two weeks per rolling 12-month period for the birth, adoption or foster-care event
How to use this benefit:
Leave must be requested and approved through Sedgwick for an associate to receive pay through this policy.
Parental pay must be taken in one-week increments.
HR’s role:
Sedgwick will send you a notification when an associate’s parental pay has been approved.
How to pay these associates is still TBD. We are currently working on a way to streamline this process.
When hourly associates need to take a leave to welcome a new child, they can access Walmart’s hourly associate parental pay policy.
The policy provides pay for two weeks per rolling 12-month period for the birth, adoption or foster care placement of a child.
Here’s some of the policy basics:
Leave must be requested and approved through Sedgwick for an associate to receive pay through this policy.
Parental and family care pay must be taken in one-week increments.
Keep in mind, the associate needs to file for an LOA with Sedgwick to access this policy.
The associate will also need to file for a leave of absence through Sedgwick to access parental pay.
Short-Term Disability and Leave of Absence Process

10. Salaried and Hourly Associate Long-Term Disability
Next up, a quick review of how long-term disability works.

11. Long-term disability (Liberty)
SALARIED, METRO PROFESSIONALS AND FULL-TIME HOURLY ASSOCIATES
After short-term disability is exhausted, the associate can transition from Sedgwick to Liberty, if they are unable to return to work due to their disabling medical condition.
This process begins at week 18 of their short-term disability claim.
Long-term disability coverage, if the associate has enrolled, picks up where that associate’s short-term disability coverage ends.
Depending on which Plan the associate has chosen, long- term disability provides up to 50 percent or 60 percent of their average monthly wage, up to a $15,000 monthly maximum.
Other benefits or income may reduce long-term disability payments.
Associates who want extra disability coverage can enroll in Walmart’s long-term disability benefit, which picks up where short-term disability leaves off, if the associate is unable to return to work due to their disabling medical condition. This is an associate paid benefit.
After short-term disability is exhausted, the associate can transition from Sedgwick to Liberty, if their medical condition prevents them from returning to work .
This process begins at week 18.
Depending on which Plan the associate has chosen, long-term disability provides up to 50 percent or 60 percent of their average monthly wage up to a $15,000 per month maximum.
Other benefits or income may reduce long-term disability payments.
Short-Term Disability and Leave of Absence Process

12. Leave of Absence Process
Next, we’ll review the Leave of Absence Process. We’ll call it LOA for short.

13. Leave of absence requests and short-term disability claim process
Associate’s Role
Leave of absence requests and
short-term disability claim process
First, we’ll review the associate’s role and responsibilities in the LOA and short-term disability claim process.

14. Associate’s role: filing for leave and short-term disability
ALL ASSOCIATES
Associates must submit any new requests for leave of absence, including short-term disability claims, to Sedgwick.
Here's what an associate needs to submit a request:
Walmart Identification Number (WIN)
Facility number
First day absent from work and estimated return-to-work date
Work schedule for the last three-week period (salaried) or for the last two weeks (hourly)
Type of leave requested (medical, family care, parental, personal, etc.)
Type of leave duration (continuous, intermittent or reduced schedule)
Name and fax number of the appropriate medical provider for Sedgwick to contact
Salaried associates only:
For the month of January 2018: Whether the associate chooses to use their PTO during the short-term seven-day waiting period
Beginning Feb. 1, 2018: Sedgwick will automatically pay the associate’s scheduled days during the waiting period
Associates must submit any new requests for leave of absence, including short-term disability claims, to Sedgwick, Walmart’s leave administrator.
Here's what an associate needs to submit a request:
Walmart Identification Number (WIN)
Facility number
First day absent from work and estimated return-to-work date
Work schedule for the last three-week period (salaried) or for the last two weeks (hourly)
Type of leave requested (medical, family care, parental, personal, etc.)
Type of leave duration (continuous, intermittent or reduced schedule)
Name and fax number of the appropriate medical provider for Sedgwick to contact
Salaried associates will also need to submit:
For the month of January 2018: Whether the associate chooses to use their PTO during the STD seven-day waiting period
Beginning Feb. 1, 2018: Sedgwick will automatically pay the associate’s scheduled days during the waiting period
Short-Term Disability and Leave of Absence Process

15. Associate’s role: after submitting leave request and STD claim
ALL ASSOCIATES
Complete the medical release to help Sedgwick quickly approve the request and claim.
Follow up with their medical provider to make sure the required documentation is submitted as soon as possible – no later than 20 days, or the leave will be denied.
Inform Sedgwick as soon as possible of any delays in providing documentation, or if there is a change in the initial leave date.
Once the LOA request and STD claim has been submitted, an associate can do a few more things to help move the process along:
Complete the medical release to help Sedgwick quickly approve the request and claim.
Follow up with their medical provider to make sure the required documentation is submitted as soon as possible – no later than 20 days, or the leave will be denied.
Inform Sedgwick as soon as possible of any delays in providing documentation or if there is a change in the initial leave date.
Short-Term Disability and Leave of Absence Process

16. Leave of absence requests short-term disability claim process
Sedgwick’s Role
Leave of absence requests
short-term disability claim process
Now let’s talk a little more about Sedgwick, Walmart’s leave of absence administrator, and what to expect from them in the LOA and short-term disability claim process.

17. Sedgwick’s role and what to expect
Sedgwick is Walmart's leave of absence, short-term disability, and parental and family care pay administrator for all associates.
Sedgwick will send the appropriate notices and communications directly to the associate, the associate’s manager and to HR.
Their leave/disability specialists will:
Maintain documentation and track the leave/STD/parental and family care claim
Provide notification when the associate has exhausted their job protection time under FMLA and/or state leave
Process leave extension requests when needed
Monitor for patterns regarding intermittent leaves
Serve as a resource to managers and HR representatives, and
Notify an associate if they are nearing 11 months of leave, and additional time may be needed beyond 12 months.
For questions about an associate’s leave or STD claim, HR can call Sedgwick at and choose Option 7.
Meet Sedgwick: Walmart's leave of absence, short-term disability, and parental and family care pay administrator for all associates.
Sedgwick will send the appropriate notices and communications directly to the associate, the associate’s manager and to HR.
Their leave/disability specialists will:
Maintain documentation and track the leave/STD/parental and family care claim
Provide notification when the associate has exhausted their job protection time under FMLA or state leave
Process extension requests when needed
Monitor for patterns regarding intermittent leaves
Serve as a resource to managers and HR representatives, and
Notify an associate if they are nearing 11 months of leave, and additional time may be needed beyond 12 months.
Short-Term Disability and Leave of Absence Process

18. Sedgwick’s role: the leave process
Leave/disability specialists will review the documentation provided by the associate, medical providers and HR representatives, and will:
Make leave and short-term disability determinations Determine if the associate is eligible for leave based on their length of service and time worked, and approve or deny all medical and military leaves, non-discretionary personal leaves and short-term disability claims
Review medical documentation Determine if the medical documentation provided supports a disability claim
Process discretionary leave requests Send discretionary leave requests to the associate’s manager and HR representative for approval or denial
Process military leave requests Review military differential pay, when eligible, for military leaves
Sedgewick’s leave and disability specialists will:
Make leave and short-term disability determinations Determine if the associate is eligible for leave based on their length of service and time worked, and approve or deny all medical and military leaves, non-discretionary personal leaves and short-term disability claims
Review medical documentation Determine if the medical documentation provided supports a disability claim
Process discretionary leave requests Send discretionary leave requests to the associate’s manager and HR representative for approval or denial
Process military leave requests Review military differential pay, when eligible, for military leaves
Short-Term Disability and Leave of Absence Process

19. Sedgwick’s role: intermittent leave
Beginning Jan. 1, 2018, associates will report absences related to an intermittent leave to Sedgwick through viaOne® Express or by calling within two days of the absence.
Beginning Feb. 1, 2018, salaried associates will have 14 PTO days available to receive pay for an intermittent absence, unless the intermittent leave is associated with an STD claim. Hourly associates will need to request PTO from their HR representative if they wish to be paid.
Associates must also report the absence under the guidelines they follow today, such as to their manager or HR representative.
Sedgwick will send an intermittent leave report to the associate’s manager and HR representative the day following the reported absence.
Intermittent leave is not available for personal leaves. However, an intermittent leave may be granted as an accommodation by the Accommodation Service Center when the leave is for the associate’s own health condition.
HR action:
If a salaried associate has no remaining PTO during an intermittent leave, HR will need to submit a negative retro so the associate is not paid during that time. (See handout.)
If an associate was previously approved for an intermittent leave, Sedgwick will need documentation of this leave and HR is to send it to Sedgwick.
Sedgwick also helps navigate any associate intermittent leave:
Beginning Jan. 1, 2018, associates will report absences related to an intermittent leave to Sedgwick through viaOne® express or by calling within two days of the absence.
Keep in mind that if an associate takes a leave in January, the associate will use any PTO remaining from their current Plan.
Beginning Feb. 1, 2018, salaried associates will have 14 PTO days available to receive pay for an intermittent absence, unless the intermittent leave is associated with an STD claim. Hourly associates will need to request PTO from their HR representative if they wish to be paid.
Associates must also report the absence under the guidelines they follow today, such as to their manager or HR representative.
Sedgwick will send an intermittent leave report to the associate’s manager and HR representative the day following the reported absence.
Keep in mind, intermittent leave is not available for personal leaves. However, an intermittent leave may be granted as an accommodation by the Accommodation Service Center when the leave is for the associate’s own health condition.
And for intermittent leave, there are a few things Sedgwick will need HR to do:
If a salaried associate has no remaining PTO during an intermittent leave, HR will need to submit a negative retro so the associate is not paid during that time. (See handout.)
If an associate was previously approved for an intermittent leave, Sedgwick will need documentation of this leave and HR is to send it to Sedgwick.
In situations involving negative retros, please see the handout on the process for handling these.
Short-Term Disability and Leave of Absence Process

20. Sedgwick’s role: short-term disability claims
Once a short-term disability claim has been approved, Sedgwick will:
Update GAIN with the associate’s status (salaried associates);
Notify payroll of the associate’s appropriate payment;
Determine the length of the benefit, based on the medical guidelines and diagnosis, and
Determine the length of the associate’s leave, based on what the medical provider has indicated. Please note: this means the associate’s leave may be approved for a longer period of time than the short-term disability benefits are paid.
Once a STD claim has been approved, Sedgwick will:
Update GAIN with the associate’s status (salaried associates)
Notify payroll of the associate’s appropriate payment
Determine the length of the STD benefit, based on the medical guidelines and diagnosis, and
Determine the length of the associate’s leave, based on what the medical provider has indicated. Please note: this means the associate’s leave may be approved for a longer period of time than the short-term disability benefits are paid.
Short-Term Disability and Leave of Absence Process

21. Sedgwick’s role: short-term disability claims
CONTINUED
Sedgwick also approves any extension of a short-term disability claim:
If the associate’s additional medical information is not received, the associate’s pay will be stopped on the date the initial approval expires.
The associate will remain unpaid until the additional medical information is received.
Once this information is received, Sedgwick will determine approval of the request for extension of benefits. Once the extension is approved, pay will resume and the associate will receive back pay.
Seven days before the end of leave/short-term disability claim, Sedgwick will send a letter or call to notify the associate their pay is about to be stopped.
Sedgwick also approves any extension of a short-term disability claim:
If the associate’s additional medical information is not received, the associate’s pay will be stopped on the date the initial approval expires.
The associate will remain unpaid until the additional medical information is received.
Once this information is received, Sedgwick will determine approval of the request for extension of short-term disability benefits. Once the extension is approved, pay will resume and the associate will receive back pay.
Seven days before the end of leave/short-term disability claim, Sedgwick will send a letter or call to notify the associate their pay is about to be stopped.
Short-Term Disability and Leave of Absence Process

22. Technology interface files from Sedgwick
Sedgwick also creates key files for the LOA and short-term disability claim process:
Job Row (standard Sedgwick interface)
This file lets Walmart know when a leave begins, when a leave is extended, when a pay status changes and when a leave ends, so that HR and Payroll systems can be updated. Note: hourly associates are currently not on the job row file.
ATP – Advice To Pay (standard Sedgwick interface)
This file indicates the correct amount of disability benefits to be processed by Walmart payroll when an associate is on a disability leave.
Military Differential File (custom interface Sedgwick created for Walmart)
This file indicates the correct amount of military differential to be processed by Walmart payroll when an associate is on qualifying military leave.
Work Schedule (new custom interface Sedgwick created for Walmart)
This file provides additional information about a salaried associate’s scheduled work days during the pay period a leave begins, ends or goes to unpaid, to ensure that the associate is not over- or underpaid. It also indicates any PTO the associate needs to have paid out. Note: hourly associates are not on the work schedule file.
Sedgwick also creates key files for the LOA and short-term disability claim process:
Job Row (standard Sedgwick interface)
This file lets Walmart know when a leave begins, when a leave is extended, when a pay status changes and when a leave ends, so that HR and Payroll systems can be updated. Note: hourly associates are currently not on the job row file.
ATP – Advice To Pay (standard Sedgwick interface)
This file indicates the correct amount of disability benefits to be processed by Walmart payroll when an associate is on a disability leave.
Military Differential File (custom interface Sedgwick created for Walmart)
This file indicates the correct amount of military differential to be processed by Walmart payroll when an associate is on qualifying military leave.
Work Schedule (new custom interface Sedgwick created for Walmart)
This file provides additional information about a salaried associate’s scheduled work days during the pay periods a leave begins, ends or goes to unpaid, to ensure that the associate is not over- or underpaid. It also indicates any PTO the associate needs to have paid out. Note: hourly associates are not on the work schedule file.
Short-Term Disability and Leave of Absence Process

23. Leave of absence requests and short-term disability claim process
People Partner Team’s role
Leave of absence requests and
short-term disability claim process
Let’s go through your team’s role in the LOA and short-term disability claim process.

24. People Partner’s role: leave requests and the short-term disability claim process
Our People Partner team plays a critical role in supporting our associates when they need help the most – when taking time away from work.
A few reminders:
Direct associates to leave-related resources.
If the associate is in the facility, have them apply online immediately through viaOne® express.
If the associate fails to request a leave and has been out for more than three days, send the Leave Request Letter.
Stress the importance of applying for leave as quickly as possible.
Delays in applying for a leave can delay the entire process.
Associates have 20 days to submit medical documentation once they contact Sedgwick.
If the associate is unable to report a claim themselves, a family member or HR may do so.
Our People Partner team plays a critical role in supporting our associates when they need help the most – when taking time away from work.
A few reminders:
Direct associates to leave-related resources.
If the associate is in the facility, have them apply online immediately through viaOne® express.
If the associate fails to request a leave and has been out for more than three days, send the Request for Leave Letter.
Stress the importance of applying for leave as quickly as possible.
Delays in applying for a leave can delay the entire process.
Associates have 20 days to submit medical documentation once they contact Sedgwick.
If the associate is unable to report a claim themselves, a family member or HR may do so.
Short-Term Disability and Leave of Absence Process

25. People Partner’s role: after a leave request and short-term disability claim are submitted
Stay informed:
Check viaOne® Express to review the status of the leave and any updates or notifications. See the viaOne® Express quick reference to learn more about the information you can find on viaOne® Express.
Review the weekly leave status report that is sent every Wednesday.
Review the intermittent leave report to ensure time was reported accurately.
Read all notifications sent by Sedgwick.
Review the approval or denial notification:
For an approval
Make a note of the estimated return to work date for future reference.
An HR action is needed for hourly associates, as the GAIN process is not automated. Please place hourly associates on leave in GAIN. For salaried associates, no action is needed.
For a denial
Read all notifications and complete any action items sent by Sedgwick.
As directed by Sedgwick, send the associate the Leave Denial Letter and attempt to reach the associate by phone. This letter instructs the associate to contact the facility and speak to a manager and/or HR Representative within three days of receipt.
Do not take any disciplinary action until all action items listed on the from Sedgwick have been completed. Then, partner with next-level HR and legal counsel prior to considering termination.
Once a LOA request and/or STD claim are submitted:
Stay informed:
Check viaOne® express to review the status of the leave and any updates or notifications. See the viaOne® express quick reference to learn more about the information you can find on viaOne® express.
Review the weekly leave status report that is sent every Wednesday.
Review the intermittent leave report to ensure time was reported accurately.
Read all notifications sent by Sedgwick.
Review the approval or denial notification:
For an approval
Make a note of the estimated return to work date for future reference.
An HR action is not needed, as the GAIN process is automated.
For a denial
Read all notifications and complete any action items sent by Sedgwick.
As directed by Sedgwick, send the associate the Leave Denial Letter and attempt to reach the associate by phone. This letter instructs the associate to contact the facility and speak to a manager and/or HR Representative within three days of receipt.
Do not take any disciplinary action until all action items listed on the from Sedgwick have been completed. Then, partner with next-level HR and legal counsel prior to considering termination.
Short-Term Disability and Leave of Absence Process

26. People Partner’s role: after a leave request and short-term disability claim are submitted
CONTINUED
Support the associate:
Use your resources to assist them:
Check viaOne® express to review information about the leave, payment information and more.
If you still have questions or concerns about a leave request, contact Sedgwick at and choose option 7.
You’ll find resources on the WIRE > LOA Toolkit.
If your questions or concerns are still unresolved, contact the leave and disability team by ing
People Partners should also support the associate.
Use your resources to assist them:
Check viaOne® express to review information about the leave, payment information and more.
If you still have questions or concerns about a leave request, contact Sedgwick at and choose option 7.
You’ll find resources on the WIRE > LOA Toolkit.
If your questions or concerns are still unresolved, contact the leave and disability team by ing
Short-Term Disability and Leave of Absence Process

27. People Partner’s role: associate pay after a leave request and short-term disability claim are submitted
If the leave request and short-term disability claim are approved, the short-term disability benefit will begin and the associate should not see a disruption in their pay schedule.
If the leave request or short-term disability claim are denied because the associate failed to submit the requested medical information, their pay will be stopped back to the beginning of the relevant pay period.
If short-term disability claim is denied, but the leave is approved, the associate will receive 14 days of FlexPTO (salaried only) paid by Sedgwick, and will then go to an unpaid leave, beginning Feb. 1, 2018.
If the associates submits the requested medical information and the short-term disability claim is approved, the associate will receive retroactive short- term disability benefits to cover the unpaid period of time.
It’s also important to understand how an associate gets paid after a LOA request and short-term disability claim are submitted:
If the leave request and short-term disability claim are approved, the short-term disability benefit will begin and the associate should not see a disruption in their pay schedule.
If the leave request or short-term disability claim are denied because the associate failed to submit the requested medical information, their pay will be stopped back to the beginning of the relevant pay period.
If an short-term disability claim is denied, but the leave is approved, the associate will receive 14 days of FlexPTO (salaried only) paid by Sedgwick and will then go to an unpaid leave, beginning Feb. 1, 2018.
If the associates submits the requested medical information and the short-term disability claim is approved, the associate will receive retroactive short-term disability benefits to cover the unpaid period of time.
Short-Term Disability and Leave of Absence Process

28. People Partner’s role: GAIN process
To support this process, a file called Job Row will be sent from Sedgwick to Walmart each day, including weekends and holidays. This file will update GAIN to list the associate on a leave of absence, and to indicate if the leave is paid or unpaid, along with the begin date and estimated end date.
For salaried associates, People Partner representatives will not be responsible for entering and approving leave information in GAIN for any leaves submitted to Sedgwick.
How will HR representatives know when the Job Row file transfer occurs?
Sedgwick will send an notification to the associate’s manager and HR representatives when a leave has been requested.
An notification will also be sent when the leave has been approved, after the Job Row file transfer has updated GAIN with the associate’s leave information. This could take up to 24 hours.
This information is also available through viaOne® Express, and the Leave Status Report that HR Representatives will receive each Wednesday from Sedgwick.
To support this process, a file called Job Row will be sent from Sedgwick to Walmart each day, including weekends and holidays. This file will update GAIN to list the associate on a leave of absence, and to indicate if the leave is paid or unpaid, along with the begin date and estimated end date.
For salaried associates, People Partner representatives will not be responsible for entering and approving leave information in GAIN for any leaves submitted to Sedgwick.
How will HR representatives know when the Job Row file transfer occurs?
Sedgwick will send an notification to the associate’s manager and HR representatives when a leave has been requested.
An notification will also be sent when the leave has been approved, after the Job Row file transfer has updated GAIN with the associate’s leave information. This could take up to 24 hours.
This information is also available through viaOne® Express, and the Leave Status Report that HR Representatives will receive each Wednesday from Sedgwick.
Short-Term Disability and Leave of Absence Process

29. People partner’s role: “unapproved absence” reason code
If a salaried associate fails to request a leave of absence, fails to contact their HR representative about their immediate return to work or reports their return to Sedgwick but does not actually return, please place the associate in an “unapproved absence” status in GAIN. This stops the associate’s pay until the associate either returns to work or submits a leave request.
As with other leave actions entered into GAIN, HR representatives will need to enter the begin date of when the unapproved time began and an estimate of when this action should end. We recommend two weeks.
If the associate returns to work, HR representatives should enter the return-to-work action for the associate with the effective date of that return.
If a salaried associate fails to request a leave of absence, fails to contact their HR representative about their immediate return-to-work or reports their return to Sedgwick but does not actually return, please place the associate in an “unapproved absence” status in GAIN. This stops the associate’s pay until the associate either returns to work or submits a leave request.
As with other leave actions entered into GAIN, HR representatives will need to enter the begin date of when the unapproved time began and an estimate of when this action should end. We recommend two weeks.
If the associate returns to work, HR representatives should enter the return to work action for the associate with the effective date of that return.
Short-Term Disability and Leave of Absence Process

30. Return-to-Work Process
To wrap up the LOA process, let’s review the return-to-work process.

31. Return-to-work process
Sedgwick will contact the associate seven days prior to their expected return-to-work date, and send a text message two days before the end of their leave.
IMPORTANT – The associate must:
Provide their manager, HR representative and Sedgwick with a Return-to-Work Certification completed by their doctor prior to returning to work, when returning from their own medical leave/short-term disability claim.
Contact Sedgwick on the date they return to work by calling or by entering their return-to-work date in viaOne® Express, or replying to Sedgwick’s text message.
This ensures the associate will receive accurate and timely pay when they return.
Once the associate has returned, Sedgwick will close the leave/claim.
NOTE: If the associate fails to return to work, the People Partner should call the associate and send the End-of-Leave letter, which explains the options available to them including RTW, extension, accommodation and voluntary termination.
Remember: The associate’s Walmart leave may run concurrently with FMLA and/or State-Protected Leave with job protection. In these cases, the associate’s position should not be replaced while they are out.
RTW is one of our top issues that we have today, so it’s important to understand the process. (NOTE: get #’s from Sedgwick about how many per pay period)
Sedgwick will contact the associate seven days prior to their expected return-to-work date, and send a text message two days before the end of their leave.
IMPORTANT – The associate must:
provide their manager, HR representative and Sedgwick with a Return-to-Work Certification completed by their doctor prior to returning to work, when returning from their own medical leave/short-term disability claim.
Contact Sedgwick on the date they return to work by calling or by entering their return-to-work date in viaOne® Express.
This ensures that the associate will receive accurate and timely pay when they return. Once the associate has returned, Sedgwick will close the leave/claim.
NOTE: If the associate fails to return to work, the People Partner should call the associate and send the End-of-Leave letter, which explains the options available to them including RTW, extension, accommodation and voluntary termination.
Remember: The associate’s Walmart leave may run concurrently with FMLA and/or State-Protected Leave with job protection. In these cases, the associate’s position should not be replaced while they are out.
Short-Term Disability and Leave of Absence Process

32. Tools and Resources
We’ve covered the basic process, and we’ve lined up additional tools and resources to support you even more.

33. Tools and resources Leave of Absence Toolkit – Updated on Jan. 1, 2018
Contains FAQs, leave process information and links to related resources such as policy documents and training guides for viaOne® Express
Leave of Absence policies and management guidelines
Updated policy and management guidelines are available on the WIRE
viaOne® Express
Sedgwick’s online tool for submitting leave/short-term disability claims, checking claim status, submitting return- to-work dates, submitting intermittent absences and sending messages to Sedgwick
There are a few different places you can go to get even more information on and support for the Leave of Absence and short-term disability process.
Leave of Absence Toolkit – Updated on Jan. 1, 2018
Contains FAQs, leave process information and links to related resources such as policy documents and training guides for viaOne® express
Leave of Absence policies and management guidelines
Updated policy and management guidelines are available on the WIRE
viaOne® Express
Sedgwick’s online tool for submitting leave/short-term disability claims, checking claim status, submitting return-to-work dates, submitting intermittent absences and sending messages to Sedgwick
Short-Term Disability and Leave of Absence Process

34. Associate short-term disability feedback: open-door process review
Associates who have questions or concerns about their leave of absence or short-term disability claim should first contact their leave/disability specialist at Sedgwick. If concerns remain after discussing with Sedgwick, People Partners should:
Forward the request/concern to the Integrated Absence Management (IAM) team at Complete the appropriate web form for the concern.
The IAM team will investigate the concern and provide the resolution to Sedgwick and the associate’s People Partner.
Remind the associate that Sedgwick is the fiduciary of the short-term disability plan, and that decisions made in accordance with Plan guidelines can’t be overturned.
Associates who have questions or concerns about their leave of absence or short- term disability claim should first contact their leave/disability specialist at Sedgwick. If concerns remain after discussing with Sedgwick, People Partners should :
Forward the request/concern to the Integrated Absence Management (IAM) team at Complete the appropriate web form for the concern.
The IAM team will investigate the concern and provide the resolution to Sedgwick and the associate’s People Partner.
Remind the associate that Sedgwick is the fiduciary of the short-term disability plan, and that decisions made in accordance with Plan guidelines can’t be overturned.
Short-Term Disability and Leave of Absence Process

35. Thank you! “We’re all working together; that’s the secret.” SAM WALTON
Thanks!
Please do not hesitate to send us any questions or suggestions you may have to
Please do not hesitate to send us any questions or suggestions you may have to