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County of Los AngelesCounty of Los AngelesDepartment of Human ResourcesDepartment of Human Resources

September 24, 2009September 24, 2009

Long Term Leave Long Term Leave Management ProgramManagement Program

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TopicsTopics

• Long Term Leave Management Program OverviewLong Term Leave Management Program Overview

• Long Term Leave Absence Report & Departmental Long Term Leave Absence Report & Departmental Management Summary ReportManagement Summary Report

• Interdepartmental Placement of Employees Returning Interdepartmental Placement of Employees Returning to Work Following Approved Leave – PPG 621to Work Following Approved Leave – PPG 621

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Long Term Leave Management Program

Partnership

The Chief Executive Office/Risk Management Branch and the Department of Human Resources are responsible for the development and implementation of the Long Term Leave Program.

Intent of the ProgramIntent of the Program

Improve the management of employees on long term leave

Reduce the number of employees on long term leave

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Components of the Program

Provide updated information and guidelines to facilitate departments’ Provide updated information and guidelines to facilitate departments’ follow-up with employees on long-term leavefollow-up with employees on long-term leave

Provide additional training for departmental Return-to-Work Coordinators Provide additional training for departmental Return-to-Work Coordinators on long term leave and return to work procedureson long term leave and return to work procedures

Work with departments to facilitate employee’s return to safe and Work with departments to facilitate employee’s return to safe and productive work compatible with work restrictions and essential functionsproductive work compatible with work restrictions and essential functions

Assist with job placement in another department if reasonable Assist with job placement in another department if reasonable accommodation is not possible with the current department.accommodation is not possible with the current department.

Work with departments to facilitate retirement, medical release, or Work with departments to facilitate retirement, medical release, or termination of employment when appropriatetermination of employment when appropriate

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Monthly LTL Absence ReportMonthly LTL Absence Report

GoalsGoals

To monitor RTW progress and activitiesTo monitor RTW progress and activities

To provide monthly progress report to the Board of Supervisors and the To provide monthly progress report to the Board of Supervisors and the Chief Executive OfficeChief Executive Office

To provide county departments a working tool to develop strategies and To provide county departments a working tool to develop strategies and action plansaction plans

Definition of Long Term LeaveDefinition of Long Term Leave

6 Months/180 Days or more of continuous leave6 Months/180 Days or more of continuous leave

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AUGUST 15, 2008 LTL ABSENCE REPORT FOR THE MONTH OF JULY

LAST NAME

FIRST NAME

EMP #

PAYROLL TITLE

LEAVE TYPE/ CODE

LEAVE START DATE

JOB ACCOM./ OFFERED

(Y/N)

MED. CERT.

"CURRENT" (Y/N)

EST.RTW DATE

RET.PLAN

(A-D/E)

REASONS FOR NOT RETURNING TO WORK

ACTIVE CASES IN JULY 2008

      Senior Typist Clerk

82 11/08/05 N Y None E LTD approved until 9/14/2014, age 65, potential medical release

      DATA CONTROL CLERK

73 08/07/08 N Y None E LTD approved through 4/30/08, pending extension.

      Senior Clerk 76 07/16/03 N Y None E Temporarily disabled. Pending 2 AME exams. In 6/2008 & 1/2009 respectively.

      Supvr. Payroll Clerk III

76 1/16/08 N Y 07/28/08 E Pending RTW on part-time work schedule & work restrictions;

                     

NEW CASES IN JULY 2008

      Senior Typist Clerk

76 02/02/08 N Y None D Unable to perform U&C duties.

      Payroll Clerk II 73 07/20/08 N Y 07/25/08 E Temporarily disabled.

                     

PROCESSED/CLEARED CASES IN JULY 2008

      Admin Assistant III

73 12/15/07 N Y None E RTW7/18/08

LTL Absence ReportLTL Absence Report(Example)(Example)

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Codes Conversion TableCodes Conversion Table

CWPAY Earnings/Absence CodesCWPAY Earnings/Absence Codes CWTAPPS Leave CodesCWTAPPS Leave Codes

009 Pre-86 Special Sick 1005009 Pre-86 Special Sick 1005

011 Sick 100%011 Sick 100%

112 Sick Personal (Sick leave used for absence for personal 112 Sick Personal (Sick leave used for absence for personal reason)reason)

116 Part Pay Sick 65%116 Part Pay Sick 65%

118 Continuous Sick 86%118 Continuous Sick 86%

120 Part Pay Sick 50%120 Part Pay Sick 50%

122 Continuous Sick 50%122 Continuous Sick 50%

124 Authorized Sick without Pay124 Authorized Sick without Pay

125 Unauthorized Sick without Pay (for an alleged illness)125 Unauthorized Sick without Pay (for an alleged illness)

73 Illness73 Illness

151 Industrial Accident 100%151 Industrial Accident 100%

152 Industrial Accident 100% RDO152 Industrial Accident 100% RDO

153 Industrial Accident 70%153 Industrial Accident 70%

154 Industrial Accident RDO154 Industrial Accident RDO

157 Industrial Accident – Absence without Pay157 Industrial Accident – Absence without Pay

76 Industrial Accident/ 76 Industrial Accident/ Worker’s CompensationWorker’s Compensation

013 Long Term Leave of Absence without Pay 013 Long Term Leave of Absence without Pay

Note: This code is designated for employees receiving pay Note: This code is designated for employees receiving pay through the State. Do not use this code if it is a LT Disability through the State. Do not use this code if it is a LT Disability or Worker’s Compensation caseor Worker’s Compensation case

13 Long Term Leave of 13 Long Term Leave of Absence without PayAbsence without Pay

019 Exempt Leave019 Exempt Leave 79/19 Other79/19 Other

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Pay / Earnings CodePay / Earnings Code CWTAPPS Leave CodesCWTAPPS Leave Codes

027 Authorized Leave without Pay (reasons other than 027 Authorized Leave without Pay (reasons other than sickness)sickness)

79/27 Other79/27 Other

028 Unauthorized Leave without Pay (reasons other than 028 Unauthorized Leave without Pay (reasons other than sickness)sickness)

79/28 Other79/28 Other

033 Order Absence Leave (pending investigation)033 Order Absence Leave (pending investigation) 83 Suspension83 Suspension

70 Military Leave70 Military Leave

71 Education Leave71 Education Leave

72 Maternity Leave72 Maternity Leave

74 Sabbatical74 Sabbatical

75 Unclassified Appointment75 Unclassified Appointment

77 Labor Union77 Labor Union

80 Family Rights (FMLA/CFRA)80 Family Rights (FMLA/CFRA)

81/82 Long Term Disability81/82 Long Term Disability

Codes Conversion TableCodes Conversion Table

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Medical Certificate

Responses to the following conditions should be: Responses to the following conditions should be: “Yes”“Yes”

P & S – Permanent & StationaryP & S – Permanent & Stationary

C & R – Compromise & ReleaseC & R – Compromise & Release

Pending AMEPending AME

Filed for Disability RetirementFiled for Disability Retirement

Medical ReleaseMedical Release

Placement in Permanent or Transitional Placement in Permanent or Transitional AssignmentAssignment

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Comment Section

Keep in mind the following when providing comments for an employee that has not returned to work:

Where is the case in the Return-to-Work process; when did you last take action?

what is preventing the Return-to-Work process from moving forward?

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Examples of Status CommentsExamples of Status Comments

• EE TTD to EE TTD to datedate• AME/QME scheduled for AME/QME scheduled for datedate• EE receiving LTD throughEE receiving LTD through date date• IPM scheduled for IPM scheduled for datedate• IPM held IPM held datedate/outcome/outcome• Second IPM scheduled for Second IPM scheduled for datedate• WAY (where are you) letter sent WAY (where are you) letter sent datedate• Medical release approval requested Medical release approval requested datedate• Skelly meeting scheduled for Skelly meeting scheduled for datedate• Intent to discharge/medically separate letter sent Intent to discharge/medically separate letter sent datedate• Discharge letter sent Discharge letter sent datedate• Medical release letter sent Medical release letter sent datedate• RTW RTW datedate• Out of service (retired, resigned, discharged, deceased, medical separation) Out of service (retired, resigned, discharged, deceased, medical separation) datedate• RTW on transitional assignment RTW on transitional assignment datedate• Waiting for AME/QME report of Waiting for AME/QME report of datedate

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The Active Cases SectionThe Active Cases Section

• Active cases are “carryover” cases that were active in previous Active cases are “carryover” cases that were active in previous month and remained active in the reporting month. Active cases that month and remained active in the reporting month. Active cases that are 6 months or 180 days or moreare 6 months or 180 days or more

NOTESNOTES: Light Duty Assignments and Transitional Assignments, : Light Duty Assignments and Transitional Assignments, should be closely monitored and reported as “Work Hardening should be closely monitored and reported as “Work Hardening Assignment.” Keep in Active Cases unless they are over 30 days. Assignment.” Keep in Active Cases unless they are over 30 days.

The New Cases SectionThe New Cases Section

Cases that reach the 6 months criteria in the reporting monthCases that reach the 6 months criteria in the reporting month Cases that were not listed in prior reportsCases that were not listed in prior reports

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The Processed/Cleared Cases SectionThe Processed/Cleared Cases Section

Cases that Cases that metmet the 6 months/180 days criteria. the 6 months/180 days criteria.

Employees who have returned to work, retired, released, resigned, Employees who have returned to work, retired, released, resigned, discharged, out of service discharged, out of service prior toprior to and and duringduring the reported month. the reported month.

The reasons for all Processed/Clear cases must be stated in the Comment The reasons for all Processed/Clear cases must be stated in the Comment section of the reportsection of the report

NOTE: NOTE:

Do notDo not list Light Duty Assignments and Transitional Assignments as list Light Duty Assignments and Transitional Assignments as Processed/Cleared Cases. Report them as “Work Hardening” under Active Processed/Cleared Cases. Report them as “Work Hardening” under Active Cases until they are over 30 days. Report them as Processed/Cleared Cases Cases until they are over 30 days. Report them as Processed/Cleared Cases after employee has been at work for 30 days.after employee has been at work for 30 days.

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IllustrationIllustration

Active Cases in JuneActive Cases in June

O’NeilO’Neil JackJack

SiskioSiskio BenBen

New Cases in JulyNew Cases in July

ScullyScully DanaDana

Active Cases in JulyActive Cases in July

O’NeilO’Neil JackJack

SiskioSiskio BenBen

Processed/Cleared Cases in JulyProcessed/Cleared Cases in July

JonesJones IndianaIndiana

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Departmental Summary ReportDepartmental Summary Report

LONG-TERM LEAVE ABSENCE REPORT SUMMARY______________, 2008

Reporting Month

Department Name: ___________________ Report Completion Date: ______________Department Number: _________________

Employees reported on Long-Term Leave in

prior month

Employees dropped from Long-Term Absence Report

this month

Employees added to Long-Term Absence report

this month

Net Changefrom

prior month

Total employees on Long-Term Absence

this month

The attached Long-Term Leave Absence Report, for the month of __________________, 2008, has been verified and is an accurate report of employees in this department who have been on long-term leave for over 180 days.

Prepared by: ___________________________________ ___________________________________ Print Name Title

___________________________________ ___________________________________ Preparer Signature DateApproved by:

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Interdepartmental Placement of EmployeesInterdepartmental Placement of Employees

Policy, Procedures and Guidelines - PPG 621 (Handout)Policy, Procedures and Guidelines - PPG 621 (Handout)

Interdepartmental Placement of Employees Returning to Work Interdepartmental Placement of Employees Returning to Work Following Approved LeaveFollowing Approved Leave

Question and Answers on PPG 621Question and Answers on PPG 621

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Who to Call?Who to Call?• RTW AssistanceRTW Assistance

• Worker Compensation Worker Compensation • Jackie Sloniker, CEO 213-738-2116Jackie Sloniker, CEO 213-738-2116• Humphrey Ahaiwe, CEO 213-738-2224Humphrey Ahaiwe, CEO 213-738-2224• Cathy Stein-Ramos, CEO 213-738-2228Cathy Stein-Ramos, CEO 213-738-2228

• Long-Term DisabilityLong-Term Disability• Tammy Usher, CEO 213-738-2143Tammy Usher, CEO 213-738-2143

• LTL Absence Report AssistanceLTL Absence Report Assistance• Teresa Tsang, DHR 213-639-6097Teresa Tsang, DHR 213-639-6097• Hoa Phan, DHR 213-738-2200Hoa Phan, DHR 213-738-2200

• LTL Absence Report Comments AssistanceLTL Absence Report Comments Assistance• Cheryl Turkal, CEO 213-738-2144Cheryl Turkal, CEO 213-738-2144

• Interdepartmental Placement AssistanceInterdepartmental Placement Assistance• Eliza Carrillo, DHR 213-738-2246Eliza Carrillo, DHR 213-738-2246