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HR Reminders/Updates

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Reminders

•Incoming Transfers• Complete the information on the Onboarding dashboard as soon as you are notified by the Onboarding Coordinator.

• List of contacts for this purpose may need to be updated.

•Outgoing Transfers• These are not reflected in the Onboarding List of Transfers dashboard.

• Inform your appropriate HR Representative as soon as you are notified by employee.

• Submit an EDB TRF or a PAR for processing along with transfer (resignation from your unit) letter.

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More Reminders• Separations

• Inform your HR Representative by sending an EDB TRF/PAR along with resignation letter as soon as you are notified.

• Payroll needs at least 3 days advance notification to process final check on a timely manner.

• Remember to approve final timesheet in HBS.

Leave of Absence• When you receive a request for a leave of absence from your employee, you may…

• Direct employee to the HR Website for information and instructions on the leave of absence process immediately after being notified.

• Have employee contact their appropriate HR Representative.

• Give the employee the appropriate FMLA packet for the specific leave requested.

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Leave of Absence Continued

•Your assistance please.•Please ensure employees are noting when FMLA or non-FMLA hours are taken in HBS.

•When employee returns to work and/or pay status, please contact your appropriate Benefit Analyst via e-mail with the date of return.

• Your Benefits Analyst will send the employee a UPAY 850 form to reinstate his/her supplemental disability and/or Flexible Spending Account if previously enrolled. Employees have 30 days from the day they return to work to submit the form.

• Please scan and e-mail the Return To Work Certification to your HR Representative upon receipt for processing.

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Reminders on Leave of Absence Continued

• Department Breakdown:•  Terrilean Hicks -- thicks@mednet.ucla.edu

Nursing, Santa Monica Hospital, Pharmacy, Med Specialty Suites

 • Jaisa Creps – jcreps@mednet.ucla.edu

NPH – Staff only

FPG

Ancillary departments

Intermittent Leaves• Same process as other leaves but it is NOT completed online.

• Advance notification needed.

• Completion and submission of Intermittent Leave of Absence Request Form

• Employees are responsible for reporting date and number of hours used for their leave to their HR Representative and must note it in their timesheet.

• Please ensure hours are reported accurately and employees are noting it accordingly in HBS before approving their timesheet. Please ensure that time taken off for FMLA are within the parameter of the medical certification.

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Intermittent Leave of Absence Request Form

HBS Example

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Revised on November 2014

INTERMITTENT LEAVE OF ABSENCE REQUEST FORM

Employee Name (Last, First, Middle Initial) Employee ID #

Employee’s Alternate E-Mail Address Employee’s Home and/or Cell #

Requested Start Date Anticipated Return Date

Do you have UC Medical Insurance? Do you have UC Dental Insurance? Do you have UC Optical Insurance?

A Leave of Absence is normally a leave without pay. Paid leave (accrued sick, vacation, or CTO) may be substituted for all or a portion of the unpaid leave in accordance with appropriate policies/contracts.

I wish to use paid leave as indicated below: Sick Vacation Accrued Compensatory Time

REASON FOR LEAVE OF ABSENCE:

OWN INJURY/ILLNESS (NOT WORK RELATED) CARE FOR INJURED/ILL FAMILY MEMBER PREGNANCY/DISABILITY CARE OF NEWBORN/PLACED CHILD

o DATE OF BIRTH/PLACEMENT ___/___/___ OTHER (SPECIFY): _______________________

Employees Signature Date Telephone

Supervisor or Department Head’s Signature of Acknowledgement

Date Telephone

TO BE COMPLETED BY HUMAN RESOURCES WORKFORCE ADMINISTRATION APPROVAL OR DENIAL OF FML LEAVE REQUEST

YOUR REQUEST FOR FML LEAVE IS APPROVED YOUR REQUEST FOR FML LEAVE IS NOT APPROVED FOR THE REASONS SET FORTH ON THE DESIGNATION NOTICE

Workforce Administration Analyst Signature Date Telephone

Timesheet Notes for 01/18/2015 - 01/31/2015

Entered By/Date

Note

Action

Required Taken Message Entered By/Date

FMLA leave from 1/18/15 - 1/22/15, 24 hours

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Compensation Updates• HX employees will receive a 2% ATB on the 1/28/15 paycheck, effective on 1/4/15.

• Eligible HX employees will receive a step increase on the 1/28/15 paycheck, effective on 1/4/15. Eligible limited employees will also receive the step increase.

• NX employees will receive a 4% ATB increase on the 1/28/15 paycheck, effective on 1/4/15.

QUESTIONS?

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