DePaul University Human Resources

My Own Serious Health Condition

When and How Benefits Apply?

If you have a serious health condition that is not work related, you may qualify for benefits under DePaul’s sick pay, Family Medical Leave Act (FMLA) and Short-Term Disability policies. Please refer to the following chart to learn when and how these benefits apply to personal illness or injury. (To read a description of the policy, please click on the policy name.) If your illness or injury is work related, do not follow this process but report any work related illness or injuries to the Risk Management and Environmental, Health & Safety Department at 312-362-6531.

Policy:	Sick Pay - Used First
Eligibility:	Full-time employment Non-exempt (hourly) employees accrue 10 days of sick pay per year and can accumulate up to 30 days. Exempt (salaried) employees do not need to accrue sick days.
Benefit:	Generally, 100% of salary paid and all benefits remain active as long as premiums are paid. Non-exempt (hourly) employees use accrued sick leave. If accrued sick leave is insufficient, employee may use accrued vacation days.
Duration:	10 work days.
Start Date:	First day of absence

Policy:	Short-Term Disability - Used after 10 days of sick pay
Eligibility:	At least six months full-time service. Adherence to University policy and procedures and timely completion of all required forms.
Benefit:	100% of salary for up to 14 weeks of absence, including the 2 weeks that sick pay benefit is in effect; 60% of salary for weeks 15-26 if the leave continues based on medical necessity All existing benefits continue (if premiums are paid).
Duration:	A maximum of 26 weeks (including 2 weeks that sick pay benefit is in effect) as long as the leave is medically necessary.
Start Date:	The first work day after 10 workdays of absence.

Policy:	FMLA - Used concurrently with sick pay and Short Term Disability
Eligibility:	1 year of service (consecutive or nonconsecutive) and have worked a minimum of 1,250 hours during the 12-month period immediately preceding the start of the leave. Adherence to University policy and procedures and timely completion of all required forms.
Benefit:	Position is protected and you will be reinstated into the same or an equivalent position upon return to work; most benefits remain active (if premiums are paid); no salary paid
Duration:	Up to 12 weeks. May be taken for a consecutive block of time or on an intermittent basis if required by medical condition. FMLA leave is generally unpaid. Salary may be continued under the provisions of the Short Term Disability policy.
Start Date:	On first day of absence

What are the Initial Steps?

What should I do first?

Contact your manager. Then, contact the Reed Group, DePaul’s leave of absence administrator, at 1-866-302-2378, to inform them of your absence. The Reed Group will send you instructions and the forms you need to complete.

What happens to my Salary?

Is the leave paid?

While receiving Sick Pay – Yes, at 100% for the first 10 work days of absence (or up to the amount of sick leave accrued if less than 10 days). If you are a non- exempt (hourly) employee and have less than 10 days accrued you may use accrued vacation pay.
While on Short-Term Disability – Yes, at 100% for the first 12 weeks or 60 work days after the first 10 days of absence; 60% for an additional 12 weeks or 60 work days.
While on FMLA – After short tem disability benefits end you will no longer be paid but if your approved FMLA leave continues your job is protected for the remainder of the FMLA leave.

What happens to my Benefits?

Do my benefits continue while I am on an approved FMLA leave?

Coverage under the following university benefit plans may continue during a qualified FMLA leave of absence if you were covered on the day the leave began and employee contributions (where applicable) are paid:

Medical
Dental
Vision Care
Life and Accidental Death and Dismemberment
Short- and Long-Term Disability
Adoption Assistance
Faculty and Staff Assistance Program
403(b) Retirement Plan Contributions
Flexible Spending Accounts
Transportation Program Deductions
Health Savings Account Contributions
Sick Time
Vacation Time

During Paid Leave

Because the leave is due to your own serious health condition, you may be eligible to receive pay under the University policies for sick pay and short-term disability. If this is the case, pay will be continued under the terms of the applicable policy concurrent with the FMLA leave. Sick time may be used concurrently with FMLA for the 10 day short term disability elimination period and each day or portion of a day in which an employee receives sick pay will count toward the 12-week FMLA limit. Similarly, FMLA and short-term disability leave will run concurrently so that each day or portion of a day in which an employee receives pay under the short-term disability plan will count toward the 12-week FMLA limit.

If you are not eligible for sick pay or short term disability you may use accrued vacation. Vacation and FMLA leave will run concurrently so that each day or portion of a day in which an employee receives pay under the University vacation policy will count toward the 12-week FMLA limit.

Therefore, you may receive pay during some or all of the FMLA leave. While you are receiving pay, all of the above-mentioned plans and contributions continue during an FMLA leave. Regular employee contributions will continue through payroll deduction.

You may elect to discontinue your participation in Flexible Spending Accounts – but you must do so within 31 days of the commencement of the leave. If you elect to discontinue participation in your Spending Accounts, your participation ends at the end of the month following your last active pay period. Expenses incurred during the leave after your participation ends are not eligible for reimbursement. Note: Dependent care expenses are not generally eligible for reimbursement while you are on a leave. Therefore, you may want to give particular consideration to discontinuing participation in the Dependent Care FSA during a leave of absence.

Faculty and staff can change or stop retirement plan, transportation program, and Health Savings Account contributions at any time.

If you are not eligible for sick leave or short term disability benefits, you may use accrued vacation.

During Unpaid Leave

If you are not eligible to receive pay under any of the university policies for sick pay, short-term disability or vacation, the leave will be unpaid. You will be responsible for paying the employee contribution amount for those benefits that require an employee contribution. This can be done on an after-tax basis by personal check and forwarding such payment to the Human Resources department, by arranging pre-payment via pre-tax (if appropriate) deductions prior to the leave or by retroactive payment of premium on a pre-tax (if appropriate) basis after returning to active employment.

Retirement plan and Health Savings Account (HSA) contributions will be suspended during an unpaid FMLA leave. An employee may make Health Savings Account post-tax contributions directly to his or her HSA account. Upon an employee’s return from unpaid leave, contributions that have been suspended by Human Resources will re-start automatically.

While I am out...

What happens if a performance review or salary increase is scheduled during the time I am on leave?

If you are on an unpaid FMLA leave, the review and/or increase will be postponed until you have returned to work. If you are receiving sick pay or short term disability pay the salary increase will take place as scheduled.

What do I need to do during my absence from work?

Stay in touch with your manager and the Reed Group, DePaul's leave of absence administrator at 1-866-302-2378. Notify your manager and the Reed Group of your expected return date.

What do I do if I need to extend my absence?

Stay in touch with your manager and the Reed Group, DePaul's leave of absence administrator at 1-866-302-2378. The Reed Group will provide you with instructions and any forms which need completion to request an extension

When I return...

Is any documentation needed in order to return to work?

Generally no documentation is required. If, however, you are returning to work on a limited or part time-basis or if work place accommodations are required, you will need to provide information from your doctor. If this is the case, please contact the Reed Group at 1-866-302-2378 for instructions and necessary paperwork prior to returning to work.

Do I need to re-elect my benefits plans?

No. If your leave was unpaid, all benefits contributions you were making when your leave began, such as the 403(b) Retirement Plan contributions, will re-start automatically.

If you choose to discontinue any benefits while on leave, you may need to re-enroll upon your return to work. Contact HR for more information.

If your leave was paid, and you elected to stop Dependent Care Flexible Spending Account contributions, you will need to re-elect participation in that program.

Otherwise no re-elections are required.

What will happen if I do not return to work when my leave time has expired?

Failure to return may result in termination of employment.

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Quick Reference – To Do List

As soon as your illness or injury occurs:

Notify your manager and notify the Reed Group (1-866-302-2378) of leave plans
Follow instructions and complete required paperwork provided by Reed.

During absence

Maintain contact with your manager and the Reed Group (1-866-302-2378)
Pay benefit premiums (if applicable)
Notify your manager and the Reed Group (1-866-302-2378) of plans to extend leave if needed. Follow instructions provided by the Reed Group and complete any paper work required.

One week prior to return

Contact manager and The Reed Group (1-866-302-2378) and inform them of your plans to return to work and the expected date of return. Follow instructions provided by the Reed Group and complete any paper work required.