We’re Having a Baby · 2020-04-08 · MASTER TITLE STYLE • Federal mandate ... - Copy of the...

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Department of Human Resources

Office of Benefit Services

8115 Gatehouse Road, Suite 2700

Falls Church, Virginia 22042

WE’RE HAVING A BABY!EXPECTANT PARENTS

WORKSHOP


Objectives

• Review Family Medical Leave (FMLA), Short Term Disability Insurance (STD), and FCPS Leave of Absence (LOA) Policies and Procedures

• Discuss actions and forms required for processing of insurance benefits and leave requests

• Provide information on wellness-related programs and resources that are available to you

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Acronyms and Forms

FMLA: Family Medical Leave

STD: Short-Term Disability

LOA: Leave of Absence

HR-126: Form to apply for Family Medical Leave

HR-136: Form to apply for a Long-Term Unpaid Leave of Absence

HR-124: Medical and Dental Enrollment Form required to add/drop

dependents or cancel insurance plan

HR-134: Two Employee Spouse form required to receive the discounted

family coverage rate if both you and your spouse work for FCPS

HR-135: Flexible Spending Account (FSA) Enrollment form

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• Federal mandate that allows employees to take unpaid time off

from work for specified family and medical reasons that include the

care for a newborn or adopted child.

• Eligibility - employee must have completed one year of service and

have worked 1,250 hours during the 12 months preceding the 1st

day of leave

• Leave Entitlement - 12 weeks (60 contracted workdays)

• FMLA is unpaid. However, an employee is authorized to use any

accrued leave to cover the approved FMLA time to receive pay.

• Employee must apply for FMLA by submitting form (HR-126) to the

FCPS Disability & Leaves Unit, after securing manager’s signature

to acknowledge the request.

• The employee is responsible for entering leave in MyTime.

Family Medical Leave Act (FMLA)

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Paternity-related Leave and Adoption

• FMLA Guidelines apply

- Eligibility of 1 year of service and 1,250 hours worked preceding 12 months must be met.

- Approval is up to 12 weeks (60 contracted workdays)

- Leave is unpaid unless employee has accrued leave

• Must be taken within the 1st year of baby’s birth/adoption

- Time off must be continuous – no breaks

• Complete Foreseeable Family Medical Leave Act Form (HR-126)

- Include required, related supporting documentation (live birth letter/birth certificate/court decree of adoption) and submit to FCPS Benefits Office.

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Leave Option After FMLA Period

• You may request to take additional time after your approved FMLA time

- Apply for Unpaid Leave of Absence (LOA) by submitting HR-136 form.

▪ Less-than-12-month employees will be approved for remainder of contract year (June 30th)

- There is no use of accrued leave after approved FMLA time; all leave time requested after FMLA will be unpaid.

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Short-Term Disability Insurance Program

• Benefits eligibility – Contracted employees eligible the first of the month following one year of service.

- Example: Hire date 8/17/2018 means STD eligibility date 9/1/2019

• Coverage is free to the employee.

• Time off from work to recover from a medical condition.

• STD can be approved during contract periods ONLY.

• Non-workdays are not counted. Holidays and non-contracted days (Winter, spring, and summer break).

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STD Insurance Program (continued)

• There is a 20 workday elimination period before STD pay begins.

• Employee utilizes their accrued leave balance during elimination period. If no leave to use, then this time is without pay.

• STD Program is administered and managed by Lincoln Financial.

• STD and FMLA run concurrently.

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How STD Works with Pregnancy Claims

• Employee required to contact Lincoln Financial 30 days prior to due date or if put on bed rest to report claim.

• Employee follows up with Lincoln Financial after birth to report delivery date.

- Typical recovery period for regular delivery is 6 weeks

- Typical recovery period for a C-Section is 8 weeks

• Income replacement after 20 workday Elimination Period for approved disability days at:

- 90% pay (paid by FCPS) OR

- 100% pay using your own accrued leave (paid by FCPS)

• Pay defaults to 90% if no leave election made by employee

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Employees Not Eligible for STD/FMLA

• Employee will be placed on an Unpaid LOA during recovery period.

- 6 weeks for regular birth

- 8 weeks for cesarean birth

• LOA can be extended beyond recovery period.

- Less-than-12-month employees will be approved to end of contract (June 30th)

• Prior to estimated due date or medically-prescribed bed rest, employee will need to:

- Contact the Disability and Leaves Unit

- Have conversation with Principal/Program Manager

• Complete Unpaid LOA Request Form (HR-136).

- Submit Form HR-136 with supporting documentation to FCPS Disability and Leaves Unit

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Example of How to Count Leave Time

Estimated Due Date: February 18, 2020Total FMLA (60 workdays/12 weeks):

START: Feb 18, 2020 STOP: May. 19, 2020

Recovery Period (Average 6 weeks - normal delivery):

START: Feb 18, 2020 STOP: Mar. 31, 2020

Date of Disability:

START: Feb 18, 2020

Elimination Period/ FMLA (20 workdays):

START: Feb. 18, 2020 STOP: Mar. 16, 2020

Approved Short-Term Disability:

START: Mar. 17, 2020 STOP: Mar 31, 2020

FMLA Only (Workdays):

START: Apr 1, 2020 STOP: May. 18, 2020

Unpaid LOA (if applicable)

START: May 19, 2020 STOP: June 30, 2020

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Maternity-related Leave Continuum

Short-Term Disability (STD) & Family Medical Leave Act (FMLA)

STD Elimination Period

20 workdays =

approximately 4 weeks

STD*

+ up to 2 weeks

(regular birth)

+ up to 4 weeks

(cesarean birth)

Remaining FMLA

+ up to 6 weeks (= 12 weeks total)

+ up to 4 weeks (= 12 weeks total)

P

A

Y

Accrued sick and/or

annual leave and/or

leave without pay

(LWOP)

90% of current

salary

OR

100% of current

salary with use of

accrued sick or

annual leave

Accrued sick and/or annual leave

If no leave is available, then leave

without pay (LWOP)

Form HR-126 must be submitted to

Disability and Leaves Office

*Average 6 weeks for regular birth; average 8 weeks for cesarean birth

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Actions to Take Before the Baby is Born• Contact Lincoln Financial (maternity-related leave ONLY)

- Call (800) 524-0740

- 30 days prior to estimated due date

• Download Leave Forms.

- HR-126 – FMLA Request form

- HR-136 – Request for an Unpaid LOA form

• Download Benefits Forms (if needed).

- HR-124 – Medical/Dental Enrollment and Change form

- HR-134 – Two Employee Spouse form (if you and your spouse are both benefits-eligible FCPS employees)

- HR-135 – Flexible Spending Account Enrollment form

• Have conversation with Principal/ Program Manager

- Communicate your intentions

• Questions? -- Contact Disability and Leaves Unit!

- Call (571) 423-3200

- Email [email protected] 13

mailto:[email protected]


Actions to Take After the Baby is Born-

• Contact Lincoln Financial

- Notify your case manager of birth

• Update MyTime

• Submit completed and signed leave forms

- Request for a Foreseeable Family Medical Leave (HR-126)

- Copy of the letter of live birth/birth certificate/adoption decree

- Submit forms to the Disability and Leaves Unit

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Things to Remember

• STD and FMLA time- STD and FMLA run concurrently

- STD is only approved during contracted periods

- FMLA and STD do NOT include holidays and non-contracted periods

- No extensions of leave because of weather events (snow, blizzards, etc.)

- The March 1 deadline to declare employment intentions for the following school year does not apply to maternity related leaves

• FMLA after STD is unpaid unless there is accrued leave

• For Leave after STD exhausts - employee must submit form HR-126 (It is not automatic)

• Child care leave is continuous – No breaks! 15


FCPS Medical Insurance Vendors Prenatal Resources • Aetna/Innovation Health – www.ih-aetna.com/fcps

- Beginning Right maternity program: 1-800-272-3531 (1-800-CRADLE-1)

▪ Participants can receive a $150 health incentive credit – see brochure and FAQs at

www.ih-aetna.com/fcps > Wellness> Maternity Incentive.

- Member Services: 1-888-236-6249

• CareFirst – www.carefirst.com/pregnancy- Nurse Line: 1-800-535-9700

- Text4baby messages - www.text4baby.org

- High-risk pregnancy support: 1-888-264-8648

- Member Services: 1-800-296-0724

• Kaiser Permanente – https://my.kp.org/fcps- Pregnancy education classes

- Prenatal newsletters

- Member Services: 301-468-6000 (DC Metro Area)1-800-777-7902 (Outside DC Metro Area)

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http://www.ih-aetna.com/fcps

https://www.ih-aetna.com/fcps/application/files/6515/3782/5581/Aetna_Maternity_Program_Flyer_2019.pdf

https://www.ih-aetna.com/fcps/application/files/6615/3798/3988/Aetna_Maternity_Program_FAQs.pdf

http://www.ih-aetna.com/fcps

http://www.carefirst.com/pregnancy

http://www.text4baby.org/

https://my.kp.org/fcps


Actions to Take After the Baby is Born -Adding your Child

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• Remember: Your baby is NOT automatically covered by your FCPS

health benefits at birth!

- You have 30 calendar days from the date of birth to add your baby to your

benefits.

• Complete the Medical & Dental Enrollment & Change Form (HR-124).

- You must also submit copy of the proof of birth letter/ birth certificate/ adoption

decree*

• Complete and submit (if needed) the Flexible Spending Account (HR-135) and

Two Employee Spouse Deduction (HR-134) if needed.

• Submit forms to The Office of Benefit Services through email at

[email protected] or faxed to 571-423-5000.

*Don’t hold onto paperwork while you wait for the birth certificate or Social

Security Number as you may miss the 30 calendar day deadline! The Proof of

Birth Letter is acceptable until the birth certificate is available.

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•Medical/Dental Premiums while on Unpaid LOA- Employee must elect whether continuing benefits while on

LOA.- If the employee chooses to continue benefits while on LOA,

the employee is responsible for benefit premiums.▪ Employee pays the “ACA” (Affordable Care Act) premium rate

until end of calendar year. (FCPS subsidizes the EE cost only.)▪ If LOA extends into second calendar year, employee

transitions to full premium.

You must take action to continue benefits while on an unpaid LOA. Please review your materials carefully to ensure appropriate management of your benefits while on LOA.

Health Premiums While on LOA


Health Premiums While on LOA

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Premiums

while on STD

or FMLA

Leave of

Absence until

end of 1st

calendar year

Leave of

Absence - after

1st calendar

year


Actions to Take Upon Return To Work -Re-Enrollment in Benefits

• If you didn’t elect to continue your benefits during FMLA or an LOA,

you may want to re-enroll upon returning to work. You have 30

calendar days from your return to work date to re-enroll in

benefits.

• Complete Form(s)- Medical & Dental Enrollment & Change Form (HR-124)

- Provide new/updated dependent documentation (see Dependent Documentation

Eligibility Chart)

- Enrollment or re-enrollment in a Flexible Spending Account (HR-135)

- Is your spouse also an FCPS Employee in a benefits eligible position?

- Complete the FCPS-Health Plan Eligibility & Deduction Authorization for Both

Spouse Employees Form (HR-134) to resume benefit

• Submit forms to The Office of Benefit Services through email at

[email protected] or faxed to 571-423-5000.

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Wellness Programs

FCPS Lactation Break Time Support• FCPS is committed to providing returning mothers with time for lactation breaks

• All sites must provide a clean, non-restroom, non-intrusive space that is located near a sink and has an outlet in accordance with Policy 4425

• Employees need to complete & submit the Lactation Time Request Form to their manager 30 days before they return to work

• Employees and managers collaborate on appropriate scheduling to satisfy the needs of the employee and the department.

Employee Assistance Program (EAP)• Guidance Resources® Available 24/7 Toll free number (855) 355-9097

• Provides free confidential counseling for personal issues, legal and financial consultations, referrals and resources for work-life balance and health coaching

• Can assist new parents with finding childcare, lactation resources, pediatricians

• Visit the FCPS website: www.GuidanceResources.com FCPS Web ID – FCPS

Wellness Program Contacts• EAP – [email protected]

• Lactation Support Program – [email protected]

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http://www.guidanceresources.com/




Important Information

Policy and Regulations• 4760 – Integrated Disability Management Program

• 4835 – Family Medical Leave Act

• 4822 – Unpaid Leave of Absence

• 4818 – Short Term Leave without Pay

Offices to Contact• Disability & Leaves Unit – (571) 423-3200

• Health & Dental Benefits – (571) 423-3200

• Office of Payroll Management – (571) 423-3500

• Lincoln Financial – (800) 524-0740

• Human Resources – [email protected]

• Wellness Program – [email protected]

• EAP – [email protected]

FCPS Website• https://www.fcps.edu/

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https://www.fcps.edu/


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