Parental Leave: Non-represented Employees

 

For more specific information, please refer to

Management Directive 505.7 - Personnel Rules, page 84/Extended Sick, Parental and Family Care Absence 

Management Directive 530.7 - Absence Program

Management Directive 530.30 – Sick, Parental and Family Care Absence Policy

Management Directive 530.2 - Sick, Family, Parental Leaves without Pay

What is Parental Leave?

Parental Leave is an extended period of time away from work with benefits (with or without pay) to those employees who become parents through childbirth, adoption, or foster care placement, provided the employee has been employed at least one year and has been paid for at least 1,250 hours during the previous 12-month period.

How do I request a Parental Leave for a pregnancy and/or the birth of a child?

Because pregnancy is a serious health condition, employees should request parental leave as soon as it is known it will be used.

  1. Review the PASSHE FMLA Notice to Employees and Employee Rights and Responsibilities under FMLA.
  2. Complete the Request for FMLA Leave form. Please indicate plans for extended leave following the birth/adoption/foster care placement of the child, including amount of Annual Leave or Unpaid Leave to be used.
  3. Have your healthcare provider complete the FMLA Employee Serious Health Condition Certification formNote: Healthcare providers may charge a fee to complete forms necessary for FMLA certification.
  4. Return both completed forms to the Office of Human Resources c/o Benefits Manager for review at least 30 days prior to your due date. A designation notice will be sent to you with approval determination and further instructions on leave continuation.
  5. Submit a Release to Return to Work form from your healthcare provider to your supervisor and the Office of Human Resources upon release to return to work by your physician.
  6. Entry into ESS is not required by the employee.

How do I request a Parental Leave for adoption or foster care?

For adoption or foster care placement, Parental Leave begins once custody/placement begins, except when required for prior legal proceedings.

  1. Review the PASSHE FMLA Notice to Employees and Employee Rights and Responsibilities under FMLA.
  2. Complete the Request for FMLA Leave form. Please indicate plans for extended leave following the birth/adoption/foster care placement of the child, including amount of Annual Leave or Unpaid Leave to be used.
  3. Return the completed form to the Office of Human Resources c/o Benefits Manager for review at least 30 days prior to adoption/placement. A designation notice will be sent to you with approval determination and further instructions on leave continuation.
  4. Entry into ESS is not required by the employee.

Can I take time off work prior to the birth/adoption/foster care placement?

Yes if approved by your supervisor and HRAnnual Leave can be used. This will not be covered by FMLA.

However, if your doctor finds it medically necessary for you to stop working prior to childbirth, this is considered Sick Leave and will be counted against your FMLA entitlement. Medical documentation supporting the request will need provided and should be submitted to the Benefits Services department in the Office of Human Resources.

  • Employees with less than one (1) year of service may only request to useSick Leave that has been earned to date.
  • Employees with more than one (1) year of service may request to useSick Leave that is expected to be earned in the current leave calendar year.

For adoption or foster care placement, leave begins once custody/placement begins, except when required for prior legal proceedings.

What do I need to do once my child is born/legally adopted/placed in my care?

  1. If adding the child to your healthcare, the employee should complete the Medical Enrollment Change Form and bring it to the Office of Human Resources with the original birth certificate/adoption papers/foster care papers within 60 days of birth.
  2. To add voluntary group life coverage for your new child, complete the VGLI Enrollment form on the PASSHE VGLIP website.
  3. For childbirth, submit updated medical documentation to the Office of Human Resources regarding your post-partum recovery period and expected release to return to full-time work date.

Remember:You may want to also update your beneficiary information for your basic group life insurance policy, voluntary group life insurance policy, and/or retirement accounts.

Can I take a longer leave than what my doctor ordered after the birth of my child?

Yes if approved by your supervisor and HRAnnual Leave can be used. Once allAnnual Leave is exhausted, the remaining time off work will be unpaid leave. Any remaining FMLA entitlement will apply.

Please refer to the FMLA Notice to Non-Represented Managers section titled "Absences After 12 Weeks of FMLA Absence."

The following are the only absence reasons that will be considered for approval beyond 12 weeks.
Full-Time Absences:

  • Employees are entitled up to nine (9) months of extended leave without pay (LWOP) absence (except for military exigency and military caregiver absences) when the absence is full-time and contiguous to the expiration of the FMLA absence or any additional paid leave elected to be used in excess of the 12 weeks FMLA absence.
  • Employees must request the extended LWOP in writing, and for sick or family care reasons, proof of the need for continuing absence must be provided on the Serious Health Condition Certification form. Note: Only one occasion within a rolling year will be approved.
  • Intermittent or Reduced Time Military Caregiver Absences
    Requests for military caregiver absence shall be approved on a full-time, intermittent, or reduced-time basis when needed to attend to the medical needs of a service member with a serious injury or illness during the single 12-month period.

Please refer to the FMLA Notice to Non-Represented Managers section titled "Benefits Continuation Information."

  • Annual, sick, and personal leave continue to accrue based on regular hours paid.
  • Holidays will be earned provided the employee is in a paid status the half day before and half day after the holiday.
  • Medical, dental, vision and group life insurance benefits through the State System will continueduring the 12 weeks of an FMLA absence and the first 14 weeksof extended leave without pay, as long as the employee continues to pay any applicable employee share of premiums. Missed premiums will be billed by the central office of the State System. Employees must contact their University Human Resource office to add any new dependents to the medical and/or dental and vision benefits within 60 days of birth or assuming custody of a child.
  • In accordance with the Affordable Care Act, you may be eligible to enroll in the State System's ACA health planupon the expiration of the 14 week benefit eligible period of extended leave without pay and during the 13 week LWOPfor employees with less than one year of employment. The ACA health plan is the Highmark PPO plan, which includes prescription drug coverage. The cost of the ACA PPO plan is not subsidized by the State System; if you elect coverage in this plan you will be paying the full plan cost.