Leave of Absence
Administration
Updated August 2012
Agenda
Leave of Absence (LOA) Administration – Current State
What’s Changing
LOA Process
Roles & Responsibilities and Timeline
Tools and Resources
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Current State
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LOA Administration – Current State
LOA Administration was identified as an area where Schneider Electric
would benefit by outsourcing to ensure efficiencies through resources,
compliance, and reporting.
 Each Business Unit manages LOA process independently
• Resources include Human Resources (HRBPs & Shared Services), Managers, and
local Leave Coordinators
 Compliance with State and Federal Laws
• Lack expertise with the 86 different state and federal leaves
 Various LOA tracking methods
• Lack of standard process
• Reporting
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What’s Changing:
Salaried and Non-union
hourly employees
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What’s Changing – 7/1/2011
Third party administrator - Reed Group, Ltd.
• Outsource leave tracking and approval process
• Online portal for HR & Managers
Process to request a leave of absence
• Employee to contact Reed Group to request a leave
• NOTE: Employee must continue to notify their supervisor/manager as well
• PeopleLink inputs into bridgeHR from daily Reed Group report (HR no longer
completes LOA form for salaried and non-union hourly employees)
Communications from Reed Group
• HR & Manager:
• E-mail notice upon leave request
• Approval/Denial e-mail
• Extension requests
• Return to work notifications
• Employee:
• Acknowledgement Letter
• Doctor’s Certification
• Approval/Denial Letter
• Return to work phone call confirmation
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What’s Changing
– 7/1/2011
Future
State
● All U.S. entities in ADP Payroll System (salaried and hourly; excludes unions)
Offering
Vendor
•1 Process (all leaves)
• Compliance w/ State
& Federal Laws
• Standardization
•System Interface
Power
Industry
Buildings
IT Business
Energy
25 Entities
Customers
Front
Office
Ees, HRBP,
Managers,
PeopleLink
1 Vendor
10 Leaves
Interfaces
FMLA
LOA
Military, etc
ADP
Prudential/Unum
AON, REED, NovaPro
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Back
Office
7
LOA Process
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LOA Process – Family and Medical Leave (FMLA)
Employee notifies supervisor & calls Reed Group at 1-800443-9706. According to SLA with Reed Group, 85% of calls
will be answered within 30 seconds.
Reed Group sends paperwork to employee.
Employee completes & returns to Reed Group.
Reed Group determines FMLA eligibility & partners
with Prudential for medical determination (if leave is for
own serious health condition)
Reed Group notifies PeopleLink of leave requests and
status via a daily report. PeopleLink codes leave in
BridgeHR
When employee is able to return to work, employee
calls Reed Group & presents the return to work note
to supervisor*
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LOA Process – Other Leaves
Worker’s Compensation
• Runs concurrent with FMLA
• Reed Group is notified by NovaPro, workers compensation provider, daily
• Any workers compensation other than NovaPro, the regular FMLA process would
need to be followed
Non-FMLA Leaves
• Similar process to FMLA
• HRBP works with the business to determine if leave can be granted
• HRBP has 4 business days to respond to e-mail; if no response, leave will be
automatically granted
Military Leave
• Active Duty
• Reserve Duty
• HR will still calculate any differential pay and notify payroll.
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Roles, Responsibilities
and
Timeline
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Roles & Responsibilities - Employee
 Inform Supervisor when a leave is needed
 Call Reed Group at 1-800-443-9706 to request a leave
 Complete and return required paperwork to Reed Group in a
timely manner
• If leave approved, remain in contact with Reed Group throughout the leave – including
a notification of a return to work date
• Obtain return to work note from their medical provider
• Present return to work note form to supervisor
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Roles & Responsibilities – HRBP
 Ensure that reporting relationships are correct in bridgeHR
• Reed Group will send e-mail notifications to an employee’s supervisor re: leave
requests, extensions, etc.
• If reporting relationships are not correct, this will result in a breakdown in the
communication/notification process
 Approve/deny personal and non-FMLA medical leave requests
with Reed Group via e-mail within 4 business days
 Consult with Schneider Electric’s Legal Department before any
employment decisions are made with an EE on leave/short-term
disability
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Roles & Responsibilities - Supervisor
 Ensure that reporting relationships are correct in bridgeHR
 Verify accrued and available PTO
• Enter hourly PTO into time tracking system
• Salaried PTO entered by PeopleLink
 Review leave notifications from Reed Group (online reports
available)
 Contact Reed Group with any questions
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Roles & Responsibilities - PeopleLink
 Enter the leave event in bridge HR
• Leave types identified on Reed Group reports
 Verify Paid Time Off with employee’s manager
• Notify payroll of PTO to be paid for salaried employees only
 PeopleLink does not directly answer any questions
regarding LOA and disability status
• Reed should be contacted for leave status
• Prudential should be contacted for disability status
• PeopleLink is able to answer status of approved disability payment amounts and dates
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LOA Administration Implementation Plan
WHEN
June
July 1
July
1-15
WHAT
Complete
LOA
takeover
spreadsheet
for leaves
prior to
6/17/11
Reed Group
begins
administering
LOA process
Issue
resolution
calls (SIM)
Reed Group
begins
administering
LOA process
HRBPs
All U.S.
entities in
ADP
(salaried &
hourly)
HRBPs,
Reed Group,
LOA team
All U.S.
union
employees
WHO
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Tools and Resources
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Tools and Resources
Your Leave of Absence Resource – HR and Managers only
- https://schneiderelectric.leavepro.com
-Click Register Here
-Provide SESA#, Date of Birth, and home address postal code
Reed Group Customer Service
- Phone: 1-800-443-9706
- Hours of operation: Monday through Friday, 7 a.m. to 7 p.m. Mountain Time
PeopleLink intranet – “My Company”
- NA Harmonized Policies > LOA policy
- U.S. Leave of Absence > HR & Manager presentation and breeze, Reed Group
contact info and reports job aid
Process Documents
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Tools and Resources - Reports
Available online at https://schneiderelectric.leavepro.com
• Access only to the employees you support
• Reporting Job Aid available on PeopleLink>My Company>U.S. Leave of
Absence
Able to export to Excel for sorting
• Can be viewed by Company, Division, HRBP, Location or Cost Center
Additional information report data
•
•
•
•
Last day worked
First day of leave
Return to work
Supervisor/manager
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