1. Support and enforce your employee's reporting and adherence to the leave process.
When an employee is requesting time off as specified below, you must advise and inform your employee of the leave absence process and requirements.
- Your employee makes you aware of a possible serious health condition for themselves or a family member relating to an absence or future time off needs—could be for any length of time.
- Your employee has an illness or injury that prevents them from working and is unsure whether it qualifies as a serious health condition.
- Your management, administrative and technical (A&T), security (non-union represented) or ESC-represented employee is absent for seven consecutive calendar days or longer, a short-term disability claim must be filed with the leave and disability administrator, Sedgwick. Periods of absence of less than seven days may also qualify under the STD policy and should also be filed with Sedgwick (e.g., hospital confinement).
- Your employee has been called to Military service.
- Your employee will become a parent—could be through the birth, adoption or foster placement of a new child.
- Your employee will be absent for more than two weeks unpaid.
- Your employee will be absent for reasons covered under a state or federal leave or company policy.
Click here for more information on the types of leaves.This means you:
- Remind your employee to report their leave by calling Sedgwick at 1-855-732-8217 or by using the mySedgwick website.
- Sedgwick customer service representatives and leave/disability specialists are available Monday through Friday 5 a.m. - 5 p.m. Pacific time.
- A new leave can be requested any time.
- If your employee cannot initiate their leave request on their own or has been off of work due to a possible serious health condition and has not initiated their leave, you need to report the absence on their behalf by contacting Sedgwick at 1-855-732-8217.
- You are not able to submit a new leave request for your employee through the mySedgwick website.
- A family member can also request a new leave on your employee's behalf.
- Remind your employee of their responsibilities under the leave of absence process—including reporting any intermittent absences in advance, if applicable.
- Stay in contact with your employee throughout their absence.
Important: Do not ask your employee for details surrounding his or her medical condition, the medical condition of his or her family member or for any specific medical information or underlying condition or diagnosis.
- If you are unsure if the condition, as offered by your employee, qualifies him/her to take a leave, please have your employee contact Sedgwick for a leave package and notice of their rights under any federal or state leave to be sent out. Sedgwick will make the determination on your employee’s eligibility for leave, Voluntary Plan benefits and STD/PFL benefits.
- See the Frequently Asked Questions below for additional information on STD, PFL and serious health conditions under the Family and Medical Leave Act (FMLA) or California Family Rights Act (CFRA). (note: eligibility and approval for Voluntary Plan benefits alone is NOT an approval for a leave of absence and does not provide for job protection or return rights).
2. Prepare for your employee's leave.
Discuss with your employee their leave request and estimated duration of absence. This will help you determine what, if any, additional support you may need in the office during their absence. If your employee is taking pregnancy leave, please review the Mothers’ Rooms at Work page for leaders which details your legal obligation in regards to your employee’s right to express milk at work.
Contact your HR Business Partner (note that you must be logged into the PG&E network in order to view this information) if you need further guidance on the above or below (Performance and Pay Planning).
When your employee is on a Leave of Absence (including short term disability or paid family leave) your employee’s electronic access permissions will be disabled (including Citrix, VPN and mobile mail), as required by PG&E. They will not have access to check work emails while on leave. The employee will continue to have access to PG&E@WorkforMe to view pay statements, benefits and other information through myportal.pge.com. When your employee returns from Leave of Absence, their electronic access permissions will be re-enabled following the completed PCR process (see step 12).
If your employee is on a leave of absence other than STD or PFL and continues to be recorded with any pay time codes (including Sick, Sick Relative, Vacation, Floating Holiday), you must contact the TSC to request that all unnecessary electronic access be removed while your employee is on leave.
3. Performance and Pay Planning.
Performance Actions During an LOA
If an employee on an LOA (which includes PG&E’s PFL and STD leaves) has three (3) months or more service during the calendar year and is STIP-eligible:
- A year-end performance evaluation is required.
- If an employee is planning an LOA over the year-end review period, you should ask for a list of potential feedback providers before they leave so multiple perspectives can be considered in their performance evaluation.
- Merit: You will not plan merit changes for eligible employees who are on an LOA during the annual pay planning cycle. They are not included in the Merit budget in Rewards Connect. Instead, you will need to update the employee’s pay for any warranted merit pay change when s/he returns from leave after the Return from LOA PCR has been processed.
- STIP/LTIP: If employees are eligible for STIP/LTIP during the pay planning cycle, the award(s) will be paid according to the regular annual pay planning schedule, even while on LOA. If the employee on leave has a year-end performance evaluation and rating in iConnect prior to annual pay planning cycle go-live, the Leader will plan award(s) per guidelines. Employees with less than 3 months of performance history or no year-end performance evaluation and rating will default to a predetermined company-wide individual modifier to determine the STIP award.
4. Review and verify your employee's request for leave of absence.
After your employee requests a new leave by calling Sedgwick, you'll receive an email with details and specific action for you to take. You are responsible for reviewing and verifying the information in the email is correct and to take any action required.
If you receive a doctor's note or other medical documentation relating to your employee's absence, please contact Sedgwick at 1-855-732-8217 and follow their instructions on how to send the documentation to their attention.
If your employee voluntary discloses personal information about his or her health or the health of a family member and you feel they need additional support during the leave of absence process, contact the PG&E leave team at PGELeaveTeam@pge.com and we will reach out to the employee. Remember that for privacy reasons, you should not ask employees about their medical condition or the condition of their family. If they choose to share information with you, let them know that PG&E has resources that may assist them through challenging times.
5. Notify your timekeeper(s) of all leave of absence time taken.
You are responsible for notifying your timekeeper(s) of all time off taken under PG&E leave of absence provisions. If time is not recorded accurately and in a timely fashion, it could result in overpayment or underpayment of wages and benefits, as well as additional time off the employee is not entitled to under these provisions.
There are certain company requirements for use of pay and time entries during an absence. See the time coding job aid (under Checklists for your specific employee group) for the company pay policies you need to follow for medical and family care leaves.
Medical Leave/Short-term Disability:
- You are responsible for notifying Sedgwick once sick pay has ended (capped sick time or regular sick pay).
- Management, A&T, security and ESC-represented employees: Sedgwick will complete a Start STD or Start VP Disability Leave action in SAP, effective the first day of absence. The Start STD action will be completed during period of STD leave in which capped sick time is being used. The Start VP Disability Leave action will be completed when the employee is eligible to receive STD Wage Continuation and Voluntary Plan Disability benefits.
- IBEW- and SEIU-represented employees: Sedgwick will complete a Start VP Disability Leave action in SAP, effective the first day of absence after sick pay has ended, and when the employee is eligible to receive Voluntary Plan Disability benefits.
Family Care/Paid Family Leave:
- Sedgwick will complete a Start PFL action in SAP effective the first day of absence for periods of PFL leave of more than one week.
*Important! For leaves not covered under PG&E’s STD and PFL Wage Continuation policies (under Employee Wellness-2100) and for leaves in which an employee is not also receiving Voluntary Plan benefits, Sedgwick will complete a Start Leave without Pay action in SAP when the absence is more than two weeks (reminder: the Voluntary Plan provides for wage replacement only and is NOT a type of leave of absence).
6. Provide notification of the start of your employee's unpaid leave.
You are responsible for forwarding the completed Pay Information and Designation of Pay Form to Sedgwick at: STD Wage Continuation and specifying your employee's first full unpaid day of absence. This form is NOT needed while your employee is eligible for PG&E’s STD or PFL benefits or Voluntary Plan benefits.
- In your email, please indicate if your employee has requested, is eligible and has been approved to use another pay type (i.e., vacation pay) prior to being unpaid.
- For unpaid absences more than two weeks, a Start Leave Without Pay action in SAP is needed.
- For Sedgwick to process this SAP action in a timely manner, notice of your employee's first unpaid day of absence by you is required.
7. During your employee's leave.
Connect with your employee periodically to check in on their status, how they're doing and intent to return to work.
Important: do not ask your employee to perform work activities during their leave or ask them to return prior to their being ready and safe to do so.
8. Maintain confidentiality.
Remember to keep confidentiality in mind at all times. Do not ask for details about an illness, diagnosis or injury. Do not share any confidential information your employee has disclosed to you with anyone else, except on a need to know basis. If you are unsure, please contact your HR Business Partner (note that you must be logged into the PG&E network in order to view this information).
9. Provide Sedgwick with all pertinent information if re-certification of an absence is requested or required.
If your employee's condition changes and additional time off is needed, a re-certification of the leave or disability is required. If your employee's Sedgwick case specialist requires additional information relating to absences taken, past or current that relate to the employee's current leave, you'll be responsible for providing information requested.
10. Verify your employee is able to return from leave on or before the expiration date of their approved leave.
If your employee has not contacted you about returning to work or the need for additional time off prior to the expiration of their current approved leave, please reach out to your employee five business days prior to their scheduled return date to verify your employee is ready and able to return to work.
Employees must contact you and Sedgwick to request an extension prior to the expiration of their current leave. If you are unable to reach your employee, please contact the PG&E Leave Team, your HR Business Partner or Labor Relation Specialist and/or your employee's Sedgwick case specialist for possible alternative contact information.
11. Help return your employee to work safely.
- If your employee falls under a DOT classification and has been off work for greater than 30 days, you must email DOT & Regulatory Compliance one week prior to your employee's scheduled return to work date in order to make the appropriate and required arrangements for a pre-duty testing.
- If your employee was absent for their own medical condition lasting longer than two weeks, they are required to provide Sedgwick with a release to return to work form prior to returning to work.
- Please note that your employee may be asked to provide a release to return to work form for an absence of less than two weeks, if the condition merits.
- It is your employee’s responsibility to provide this form before they start any work. If the release is not provided, their return may be delayed until it is provided (they are no longer on an approved leave at this point).
- If restrictions or a reasonable accommodation are required to remain at work or return to work and you have questions, please email the Stay At Work/Return to Work Team or call 925-459-7270 to discuss possible reasonable accommodations.
12. Initiating a Personnel Change Request (PCR) at the end of your employee's leave.
You are responsible for initiating the appropriate Return from Leave PCR when your employee returns to work.
- Please ensure you reference the work schedule your employee will be returning to (even if it is the same schedule your employee had prior to his/her absence).
- The Return from Leave PCR is found via PG&E@Work for Me > My Staff > Personnel Change Requests. This should be completed two days prior to their return to work.
- Until you complete this action, your employee:
- Will not have their electronic access permissions re-enabled
- Will not receive a regular paycheck
Please also work with your employee prior to their return and/or go to MyPhysicalAccess upon their return to update their physical access.
13. Performance and pay planning upon return from LOA (which includes PG&E's PFL and STD leaves).
Performance Actions Following an LOA
- If three (3) months or more of service in the calendar year: The employee will generally require a performance evaluation; however, if attendance has been intermittent with 3 or 4 months of work interrupted by one more leave periods, it may not be appropriate for them to receive a rating.
- If less than three (3) months of service in the calendar year: Employees should not receive a year-end performance evaluation. Having a goal setting and performance feedback discussion is still important.
Pay Planning Actions Following an LOA
For employees returning from LOA, leaders may submit an off-cycle increase (if warranted) after the Return from Leave PCR has been processed. Off-cycle increases are not part of the annual rewards budget.
Please contact your HR Business Partner if you need further guidance (note: that you must be logged into the PG&E network in order to view this information).
14. Employer Verification form from the California Employee Development Department (EDD)
If you receive an Employer Verification form from EDD, please place it in a secure envelope and mail to:
PG&E Leave Team
1850 Gateway Blvd, 7th Floor
Concord, CA 94520