leave of absence & disability benefits · leaves eligible to receive ppl benefits •leaves for...
TRANSCRIPT
© 2018 Equinix.com© 2018 Equinix.com2
Topics
• Benefits Administrator:
Matrix Absence Management
• Family Medical Leave Act
(FMLA ) & Other Leaves
• Short Term Disability/Other
Wage Replacement • Including Paid Parental Leave (PPL)
• Claim Filing & Leave Process
• Intermittent Leaves
• Returning to Work &
Extending a Leave
• Employee Responsibilities
• Manager Responsibilities
• Contact Information & Leave
Support
© 2018 Equinix.com4
Effective July 1, 2019:
• All Leave of Absences (LOA) and Short
Term Disability (STD) Benefits will be
managed by Matrix.
• Any LOA or STD claim that began prior
to July 1, 2019 will be transferred to
Matrix for administration.
New Benefits Administrator
© 2018 Equinix.com
Family Medical Leave Act (FMLA)
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What is FMLA
• Job protected leave (time away
from work)
Eligible FMLA Reasons
• Medical Leave when an
employee is unable to work for
their own serious health condition
• Birth and care of a newborn
child, or placement of a child for
adoption of foster care
• Caring for an eligible family
member* with a serious health
condition
• Military Exigency* Leave and
Military Caregiver* Leave
* See Employee Handbook for details
FMLA Eligibility Requirements
• Minimum12 months employment &
1,250 hours worked
FMLA Time Allowed
• Up to 12 weeks of unpaid leave
How to Take FMLA
• File a claim with Matrix 1 of 3 ways:
1. Telephonic Reporting: 1-877-202-0055
2. Online Reporting:
www.matrixabsence.com
3. iPhone/iPad or Android/Tablet
application: Search for Matrix
eServices Mobile in the App Store or
Google Play
© 2018 Equinix.com
Other Leaves
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*See Employee Handbook for details
**See Employee Handbook State Addendums for details
Military Service Leave or Uniformed Services Employment
and Reemployment Rights Act (USERRA)*
State and Local Leaves
• Some states and local regions have their own specific leave laws.**
Examples:
• California Family Rights Act (CFRA)
• California Pregnancy Disability Leave (PDL)
• Oregon Family Leave Act (OFLA)
Personal Leaves
• Equinix may provide unpaid leave for eligible employees who wish to
take time off from work to fulfill personal obligations*
© 2018 Equinix.com
Short-Term Disability (STD)
What is STD
• A company benefit that offers
employees wage replacement
when they are medically unable to
work
Who is Eligible for STD
• All active full-time employees
regularly scheduled to work 20+
hours per week
How Much $ Does STD Pay
• STD pays up to 66.67% of an
employee’s basic pay* up to a
maximum $3,462 per week
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Eligible Leave Reasons
• Medical Leave when an employee is
unable to work for their own serious
health condition
How to Receive STD
• File a claim with Matrix 1 of 3 ways:
1. Telephonic Reporting:
+1.877.202.0055
2. Online Reporting:
www.matrixabsence.com
3. iPhone/iPad or Android/Tablet
application: Search for Matrix
eServices Mobile in the App Store or
Google Play
*Contact Matrix for more details on the definition of “basic pay”
© 2018 Equinix.com
State Wage Replacement Laws
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*Contact Matrix for more information about state disability and family leave insurance
** Employees will file for HI & NY disability insurance through Matrix
• California
• Hawaii**
• New Jersey
• New York**
• Rhode Island
• Washington
• Washington DC (eff. July 2020)
• Massachusetts (eff. Jan. 2021)
State Laws: Some states have their own wage replacement laws for disability and family leave.*
States with Disability Leave Insurance
States with Family Leave Insurance
• California
• New Jersey
• New York
• Rhode Island
• Washington
• Washington DC (eff. July 2020)
• Massachusetts (eff. Jan. 2021)
© 2018 Equinix.com
Equinix Wage Replacement Policies
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Paid Parental Leave (PPL)
What is PPL
• A company benefit available to
employees who are on leave for the
birth of a child, adoption, or foster care
placement
Eligibility Requirements
• Minimum12 months employment &
1,250 hours worked
Leaves Eligible to Receive PPL
Benefits
• Leaves for birth and care of a newborn
child, or placement of a child for
adoption or foster care
Maximum PPL Benefit
• Wage replacement for up to 8 weeks*
How to Receive PPL Benefits
• File an eligible leave claim with Matrix 1
of 3 ways:
1. Telephonic Reporting: 1-877-202-0055
2. Online Reporting:
www.matrixabsence.com
3. iPhone/iPad or Android/Tablet
application: Search for Matrix
eServices Mobile in the App Store or
Google Play
* See Employee Handbook for details
Other Equinix Pay Policies*
• Bereavement
• Jury duty/Witness Leave
• Voting
© 2018 Equinix.com
Claim Filing & Leave ProcessSteps 1-2-3
Step 1
Employee contacts Matrix to submit an
LOA and/or STD claim.
• Matrix can be contacted 1 of 3 ways:
1. Telephonic: +1.877.202.0055
2. Online: www.matrixabsence.com
3. Mobile App: Search for Matrix eServices Mobile
in the App Store or Google Play
Matrix’s Intake Specialist will:
• Collect employee’s leave request
• Discuss company and state programs
• Provide examiners contact information
• Outline next steps
Matrix will notify Equinix of the employee’s
leave request.
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© 2018 Equinix.com
Step 2
• Matrix will work directly with the employee and their doctor to collect the
certification needed to process the LOA and/or STD claim.
• Matrix will notify the employee of their LOA and/or STD eligibility and approvals.
• Matrix will keep Equinix updated of the employee’s claim status.
Step 3
• Matrix will stay in communication with the employee and Equinix throughout the
life of the employee’s claim.
• Matrix will contact the employee prior their return to work date.
• Matrix will confirm with the employee’s manager if the employee returned to work
as expected.
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Claim Filing & Leave ProcessSteps 1-2-3
© 2018 Equinix.com
Intermittent Leaves
• Must be medically certified by a
treating physician, with frequency
and duration clearly outlined
• Leaves can be certified for up to 6
months
• Leaves are reviewed every 60 days
for patterns of absence
• Re-certification can occur at 60 day
or 6 month mark
• Employees must coordinate all
scheduled treatments and
appointments with their manager in
advance*
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Reporting Intermittent
Time to Matrix
*Or as soon as practical
Facts about
Intermittent Leave • Employee’s are required to report
intermittent time in ADP as well as
with Matrix
© 2018 Equinix.com
Returningto Work
From a Disability Leave
• Employee must provide Matrix with a
doctors release to RTW at least 5-
days before their return date
From a Family Leave, Military
Leave, or Personal Leave
• Employee must confirm with Matrix
their intent to RTW at least 5-days
before their return date
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Extending a Leave
Extending a Leave of Absence
• To extend a leave of absence
employees must provide Matrix with
updated information and/or
certification. Contact Matrix for
additional details on extending a
leave of absence.
© 2018 Equinix.com21
Employee ResponsibilitiesRequest LOA through Matrix directly
• Provide start date & estimated duration of LOA
• Intermittent FMLA – All scheduled treatment/appointments must be
coordinated with supervisor in advance* and employee must follow Equinix’s
call-in procedures for unexpected absences
• Confirm if absence is FMLA related
• Ensure medical information is supplied by providers to Matrix
Communicate with Matrix while on leave
• Inform Matrix of return to work status
• Report intermittent FMLA time used on a weekly/bi-weekly basis .
• Inform Matrix of work restrictions
• Advise supervisor of absences in accordance with company policy
• When appropriate enter PTO in accordance with Equinix’s policy.
Return to work status
• Ensure release to return to work is submitted to Matrix at least 5-days prior to
return to work.
*Or as soon as practical
© 2018 Equinix.com23
Manager Responsibilities
• Observe staff for potential FMLA and/or Other LOA needs
• Employee was hospitalized
• Birth, adoption or placement of child
• Employee informs you that a qualifying family
member has a serious health condition
• Review company leave procedures with employee and remind
employee to file claim with Matrix
• Verifying intermittent FMLA/Leave time
• Ensure employee has provided a doctors release to return to
work prior to allowing the employee to return from a disability
leave
• Confirm for Matrix if employee returned to work on their return
date as expected
© 2018 Equinix.com
Contact Information & Leave Support
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• Matrix Absence Management
Matrix can be contacted 1 of 3 ways:
1. Telephonic: +1.877.202.0055
2. Online: www.matrixabsence.com
3. Mobile App: Search for Matrix eServices Mobile in the App Store or Google Play
• HR Shared Services (HRSS)
Email: [email protected]
• Equinix’s Leave of Absence ManagerEmail: [email protected]
Phone: +1.650.598.6250