1. Leave Management
We will introduce you to the tools and resources available to you and give you facts and tips to assist you in the supervisory process.

2. Leave Management Objectives
In the Leave Management training you will learn what leave entitlements staff members have, as well as how to administer, track and communicate leave policies.
To learn the most up to date leave policies
To become more familiar with staff leave entitlements
To learn the ways and reasons a staff member may take leave
To understand the supervisor responsibilities in administering leave

3. Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Family medical leave is the terminology used by University of California campuses and ANR for medically related leaves which includes the Family Medical Leave Act as well as the Pregnancy Disability Leave Act and the California Family Rights Act.
What is the Difference?
FMLA – Federal entitlement
CFRA - State entitlement
PDL – State & UC entitlement (pregnancy only)
FMLA and CFRA run concurrently
FMLA and PDL run concurrently
CFRA and PDL do not run concurrently

4. Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
HIPAA & FML
The Federal Health Insurance Portability and Accountability Act (HIPAA) is a law that protects a patient’s medical information from being distributed to others without the patient’s consent. If HIPAA is violated, supervisors can be held personally liable for the violation and fined up to $15,000.
If you have HIPAA concerns, please contact the Staff Personnel Unit immediately.

5. Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Determining FML Eligibility
Employee must have at least 12 months of University service (does not need to be consecutive months)
Employee has worked 1250 hours in the consecutive 12 months immediately preceding the leave
Has an illness, injury, impairment or physical/mental condition which is considered a Serious Health Condition
Exceptions
Employed
Pregnant
Notes
Most leave time (sick, vacation, etc.) is counted for the 12 month requirement but not for the 1,250 hour requirement.
Exceptions
A female employee qualifies for Pregnancy Disability Leave if she is simply:
Employed
Pregnant

6. Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Amount of Leave Entitlement
An eligible employee is generally entitled to 12 workweeks of FML in a calendar year.
That means no more than 12 workweeks for that particular employee.
For employees who work part time or alternative work schedules the entitlement is calculated on a prorated basis.
Could be entitled to more:
Baby Bonding, FML and PDL can be up to 7 months, depending on a doctors certification, expect at least 4 months on average.

7. Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
How Can Leave be Taken?
In blocks of time
Intermittently (tracked by the supervisor on a regular basis, on the intermittent leave tracking form)
By working a reduced schedule
Calculated in: 15 minute increments, hours, days, weeks, months
Prorated based on appointment percentage

8. Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Qualifying Reasons for Leave
For the employee’s own serious health condition (SHC).
For the employee’s pregnancy related disability. (Pregnancy Disability Leave)
As parental leave to bond with the employee’s newborn, or foster care child (within 12 months of the child’s birth or placement, as applicable.
To care for employee’s family member (child, spouse, same or opposite sex domestic partner or parent) who has an SHC.
As military caregiver leave to care for a covered service member with a serious injury or illness incurred in the line of duty.
As qualifying exigency leave to care for family related issues, including childcare when a family member has been called to active duty or notified of an impending call to duty.

9. Family Medical Leave Act/Pregnancy Disability Leave/CFRA
Leave Management
Family Medical Leave Act/Pregnancy Disability Leave/CFRA
When to Give the Employee the FML Packet
The supervisor should give the employee the FML packet provided by the SPU whenever they become aware of a possible condition. This could mean the employee is out for five days, or that the employee has made a comment, or others have seen an indication that the need for leave could be serious.

10. Supervisor Responsibilities
Leave Management
Supervisor Responsibilities
Notify the Staff Personnel Unit of any impending leaves, as soon as possible
Notify the employee of their need to contact the UCD campus benefits office for their continuing benefits and disability possibilities
After the SPU provides you with the FML packet, review the packet with the employee and turn in all appropriate documents to the SPU, once complete

11. Supervisor Responsibilities
Leave Management
Supervisor Responsibilities
Contact the SPU with the return to work certification once the employee has returned from leave
Follow up with the employee to ensure they have filled out/completed all of the appropriate documentation
Maintain confidentiality at all times. The employees medical file and personnel files should be kept separate
If the leave is intermittent, work with the employee, BOC and SPU to track.
Contact the SPU with any questions or concerns at

12. Leave Management Work Contingency Plan
A work contingency plan is necessary when an employee is going to be on an extended leave and whose duties will still need to be fulfilled while the employee is out. The plan will set out what duties will be done by who and what types of work may be temporarily reassigned while the employee is on an extended absence.
You may contact with any questions on reassigning duties.

13. Leave Management Interactive Process
The department must engage an employee in the Interactive Process to evaluate whether job modifications can be made which enable the employee to continue to perform the essential functions of the job when:
An employee is out for a prolonged disability leave
An employee discloses that s/he has a disability impacting his/her job
An employee provides medical information describing prolonged or permanent impairments

14. Reasonable Accommodation
Leave Management
Reasonable Accommodation
"Reasonable Accommodation" is a reasonable change or modification that will enable an employee to perform the essential functions of the job. When an employee has prolonged or permanent disabilities that impair the employee's ability to perform his/her job, an effort must be made by the unit to provide accommodation to enable the employee to work in a modified capacity or change to a more suitable position.

15. Leave of Absence Effect on Benefits
Leave Management
Leave of Absence Effect on Benefits
An employee’s leave may have a significant impact on their benefits, therefore an employee should contact the Benefits Office before (a) starting a leave, (b) changing to leave without pay, and (c) returning from leave.
In many circumstances, an employee may be eligible for some type of benefit to assist them during the medical leave.
Catastrophic Leave – Vacation time donated to support employee on leave
University Paid Disability – Disability benefit accrued through the University
Supplemental Disability – Disability benefit accrued by paying into the system

16. Leave Management Catastrophic Leave Eligibility
This program allows employees to donate accrued vacation to support a colleague who has exhausted his or her paid leave due to a catastrophic illness.
Eligibility
Holds a career appointment
Passed probation
Requests the catastrophic leave during or before the leave, not after
Recipient must exhaust all paid leave
Is in a collective bargaining unit that participates in the program or is a non-represented employee

17. University Paid Disability
Leave Management
University Paid Disability
Eligibility
Is a member of a Defined Benefit Retirement Plan to which the University contributes (such as UCRP, PERS, etc.)
Is appointed in a position at least 50% time for 12 months or more, and
Maintains an average regular paid time equal to 20 hours or more per week.
Note: University Paid Disability is processed through the UC Davis campus benefits office. They can be reached at (530)

18. Supplemental Disability
Leave Management
Supplemental Disability
Eligibility
You are a member of a Defined Benefit Retirement Plan to which the University contributes (such as UCRP, PERS, etc.), and
You maintain average regular paid time equal to 17.5 hours or more per week.
Have enrolled and pay the monthly premium for supplemental disability benefits
Note: Supplemental Disability is processed through the UC Davis campus benefits office. They can be reached at (530)

19. Leave Management Workers Compensation
While Workers Compensation is not the same as Family Medical Leave and is considered a separate entitlement, supervisors are encouraged to work with the employee to “provisionally designate” a Workers Compensation (WC) case as Family Medical Leave, pending approval from our third party vendor on the Workers Compensation case.