GROUP BENEFITS
ABSENCE MANAGEMENT
EMPLOYEE TRAINING
ARUP Laboratories, Inc.
Effective Date: January 1, 2016
[Audience Disclosure]
©2014 Lincoln National Corporation
AGENDA
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Welcome to Lincoln Financial Group Absence Management Administration
Overview of FMLA
ARUP Laboratories, Inc. Absence Management Specifics
Absence Management Process
Your Responsibilities
Mobile Application
Questions
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WELCOME TO LINCOLN FINANCIAL GROUP!
• As of January 1, 2016, Lincoln Financial Group will begin Absence
Management administration services for ARUP Laboratories, Inc.
• Absence Management administration includes management of the following
absence types:
– Short Term Disability
– Family Medical Leave and similar state leaves
– ARUP Laboratories, Inc. specific leaves (more information provided later)
• The following slides will provide an overview of the absence types,
processes and your responsibilities.
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WHAT IS FMLA?
• The Federal Family and Medical Leave Act (FMLA) was passed in 1993 in order
to provide unpaid leave for employees; the act has been expanded several
times
• FMLA provides up to 12 weeks of unpaid, job protected leave during any 12month period
– FMLA and other state mandated job protected leaves may or may not run
concurrently with paid leave such as disability, Workers’ Compensation, or PTO
• While on FMLA leave, an employee is protected from being terminated for
being absent from work due to an FMLA qualified reason, health benefits
must be continued, and upon return the employee must be restored to
his/her original or equivalent position.
• In some cases (to care for an injured service member) the leave may extend
up to 26 weeks.
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FMLA QUALIFIED LEAVE REASONS
• An employee’s own serious health condition that prevents him/her from working
• To care for a family member with a serious health condition (spouse, child, parent)
• For the birth or care of a newborn child within the first year of the child’s birth
• Placement of a child for adoption or foster care within the year following placement
• Qualifying exigency for employee’s parent, child, or spouse called to active duty
• Care for an injured service member
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FMLA ELIGIBILITY REQUIREMENTS
To be eligible for FMLA leave an employee must meet the
following requirements.
Worked for their employer for a total of 12
months (need not be consecutive)
Worked for their employer for 1,250 hours
in the 12 months preceding the leave of
absence request
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STATE LEAVES
• Many states have enacted laws similar to the federal FMLA.
• When you contact Lincoln Financial Group to request a leave of absence,
applicable state leaves will be administered.
• Common state leave reasons include:
– Employee serious health condition
– Family member serious health condition
– Care for an injured service member
– Bonding (newborn, adoption)
– Pregnancy disability
– Crime victims
– Organ, tissue, blood donation
– School Activities
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ARUP LABORATORIES, INC. ABSENCE MANAGEMENT SPECIFICS
In addition to FMLA, state leaves and Short Term Disability, Lincoln Financial
Group manages the following absence types for ARUP Laboratories, Inc.
1. USERRA - (Military Leave)
2. MLOA (Medical Leave of Absence)
3. PLOA (Personal Leave of Absence)
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REPORTING A LEAVE OF ABSENCE
• A new leave of absence is most often reported by the employee. If you are
unable to report the leave himself/herself, the employee’s family member or
employer may do so on the employee’s behalf.
• All applicable absence types including FMLA, state leave, Short Term Disability
(STD) and/or company leaves will be initiated with a single phone call
• To report a new leave of absence:
– Call: 1-800-423-2765
– Identify yourself as an Insured
– Follow the prompts for reporting a leave of absence
– Enter your SSN
• Absences can also be reported 24/7 via web by going to
www.LincolnFinancial.com
• A planned absence should be reported at least 30-days prior to the requested
time off.
• An unplanned leave must be reported as soon as possible, according to
company absence reporting practices.
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ABSENCE MANAGEMENT PROCESS
Employee
requests a leave
of absence..
Day 1
Day 1-5
Consideration and decision
of whether the employee
is eligible for leave is
made. Absence
acknowledgement is
mailed and emailed to the
employee. An email
notification is sent to ARUP
Laboratories, Inc. to
provide notice of absence
request.
If a completed
certification has
not been
returned, a
reminder will
be sent to the
employee.
Day 10
Day 15
Completed
certification
must be
returned to
Lincoln
Financial Group.
A determination
will be rendered
based on the
certification or
the incomplete
process will be
initiated.
Up to 5 days
following
receipt of
certification
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INCOMPLETE PROCESS
• If a certification received is incomplete, an incomplete notice will be sent to the
employee detailing what is needed to approve the leave of absence request.
• The employee will have 7 days to return the missing or incomplete information.
• If the missing or incomplete information is not returned and we have the employee’s
written permission, a call to the provider will be made to request the missing
information.
• If the information is still not returned, a determination will be made based on the
information available.
• At any point during this process, if the information is returned and the certification is
complete the leave of absence will be reviewed and a timely determination will be
made.
• For absences running concurrent with a short term disability claim, with a signed
authorization, medical records may be requested to obtain the incomplete
information. Decisions for both absence types will be made independently and in
accordance with those absence type policies and guidelines
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INTERMITTENT ABSENCE MANAGEMENT
• Intermittent leaves must be reported and certified as per any other leave.
Lincoln will require a certified intermittent frequency and duration .
• Intermittent occurrences must be reported to Lincoln within 2 business days
of the absence.
• Separately, the employee must also follow ARUP Laboratories, Inc. internal
time-off reporting procedures.
• The smallest increment of intermittent time that may be reported is 1 minute.
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LEAVE OF ABSENCE END
• Job Protected Leave Exhaustion
– When an employee on an approved job protected absence type (FMLA,
State Leave), has used 75% of his/her available leave time, a notification will
be sent to the employee and employer. The employee and employer will
also receive a notification when the job protected leave is exhausted. (Note:
If more than one absence type is job protected (eg. FMLA and state leave),
the Exhaustion warning and notice will be based on the longest approved
job protected leave.
• Return to Work (RTW)
– About a week before the continuous leave is scheduled to end , a Lincoln
Claims Examiner will contact the employee to confirm intent to RTW.
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YOUR RESPONSIBILITIES
 Contact Lincoln Financial Group
when the need for leave arises.
 Report new absence requests and
intermittent occurrences within the
appropriate timeframes.
 Complete and submit the required
documentation within specified
timeframes.
 Follow your company’s documented
reporting procedures for time-off
requests.
 Periodically inform your manager of
your status and intent to return to
work.
 Inform Lincoln if any circumstances
of the leave change.
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LINCOLN FINANCIAL GROUP CONTACT INFORMATION
Give us
a call!
• Report an absence, ask a question, etc.
• (800) 423-2765
• Available 7:00 AM – 7:00 PM Central, Monday
thru Thursday
• Available 7:00 AM – 5:00 PM Central, Friday
Visit us
on the
Web!
• Available through single sign-on by going to
www.LincolnFinancial.com
• Available 24/7/365
• Report an absence, check the status of a leave of
absence request, run a report, etc.
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MOBILE APPLICATION
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ABSENCE MANAGEMENT MOBILE APPLICATION
• Available 24/7 for employees and designated employer
contacts to access a number of self-service functions, including:
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–
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Reporting a new absence claim
Checking the status of an existing absence claim
Adding intermittent time
Entering a return to work date
• Smartphone/Tablet is not required—content is available via the
desktop and mobile browser as well
• Security-controlled access for employer contacts to employee
claim data, as defined by the eligibility file
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REGISTRATION
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REGISTER AT LINCOLNFINANCIAL.COM
• To access the mobile application, the user must first register at
LincolnFinancial.com
• Click on ‘Log In/Register’ to begin the process
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REGISTRATION - CONTINUED
• Click on ‘Group Insurance Policy/Certificate’
• Complete the registration process, which includes creating your account
name and password, setting your login and security information, and
reviewing a Protected Health Information (PHI) notification
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DOWNLOAD THE MOBILE
APPLICATION
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ACCESSING THE MOBILE APPLICATION
• Go to the App Store or Google
play
• Search for Lincoln Financial
Group
• Locate Lincoln Financial Mobile
– It will also say Lincoln Financial
Group below the title
– You will see the silhouette of
Abraham Lincoln with the words
My Accounts below the image
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ACCESSING AND USING THE WEB
OR MOBILE APPLICATION
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ACCESSING THE MOBILE APPLICATION
• Once registration is complete, employees and designated employer contacts
can access the mobile portal any time by going to www.LincolnFinancial.com
or via the Mobile app on their smartphone.
• Log in and select View and Manage Absences or Absence Management
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ACCESSING ABSENCE SUMMARIES AND CLAIM INFORMATION
• To view absence summaries and
claim information, select an
employee’s name
– An employee/manager can view his
or her own claims
– Manager access to view employee
claims is security controlled by the
eligibility file
• The next page allows the user to
select and view absence claims
• It also displays each available
absence type
– Absence types are color coded to
show pending, approved, and
remaining time
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VIEWING AND INITIATING CLAIMS
• To view and initiate
absence claims, select
‘Absence Claims’
– By selecting ‘New Absence
Claim’, the user can
initiate a new absence
request
– To view claim detail, select
the corresponding
absence claim number
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CLAIM DETAIL
• After selecting the specific claim, detailed
information including absence reason,
absence schedule and status is presented
• This view also allows users to add
intermittent time or report a return to work
by clicking the corresponding button
• If a certification has been received, this will
display in the Certification Required section
• Coming Soon – the ability to view
correspondence
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REGULATIONS
• The user can also review a
summary of the regulations for
applicable state or federal leaves
within a claim
• Select the claim
• Scroll to the Dates Detail section
• Select Regulations to the right of
the absence type to view the
absence regulation summary
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SUMMARIES DETAIL
When the user selects
‘Summaries’ from the home
screen he or she gains access to
additional tools, including:
 Absence Calendar - Color-coded
calendar-month view of absence
durations and statuses
 Employer contacts will also see all
employee claims
 Absence Claim List –Absence
details based on filters within
the system; list can be exported
as a CSV
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HELP AND SUPPORT
By selecting ‘Help and Support’
from the home screen, Lincoln
Financial Group contact
information is displayed.
Contact information includes:
 Email address
 Phone number
 Fax number
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APPENDIX
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ABSENCE STATUS LEGEND – DATES SUMMARY WITHIN A CLAIM
• Green: At least one absence type
within the claim is approved for the
specified period of time.
• Gold: Time is pending.
• Red: Time available under all
available absence types is denied,
exhausted, outside of the approved
frequency and duration, or the
claim has been cancelled.
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VIEWING THE ABSENCE CALENDAR
• The absence calendar can be filtered according to claim status by selecting
one specific status or ‘All Statuses’.
• The calendar can also be filtered to view any combination of continuous,
intermittent, and reduced schedule by checking the box next to each.
• Each employee is coded with a unique color.
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THANK YOU
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DISCLOSURES
Insurance products (policy series GL1101) are issued by The Lincoln National Life Insurance Company (Fort Wayne, IN), which does not
solicit business in New York, nor is it licensed to do so. In New York, insurance products (policy series GL111) are issued by Lincoln Life
& Annuity Company of New York (Syracuse, NY). Both are Lincoln Financial Group® companies. Product availability and/or features
may vary by state. Limitations and exclusions apply.
Lincoln Financial Group is the marketing name for Lincoln National Corporation and its affiliates.
Affiliates are separately responsible for their own financial and contractual obligations.
LCN1173263-041415
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