Common Knowledge | Wondering something?
6.13 | Leaves of Absence
CTC: Bereavement Leave
As humans, we live through life cycles. At some point, these cycles come to end and CTC wants to support you when an immediate family member or someone close to you passes.
Regular, full time employees qualify for bereavement leave.
In the case of an immediate family member’s death, Common Thread Collective offers up to five (5) consecutive days of paid bereavement leave. An immediate family member is defined as a:
- parent
- guardian
- husband
- wife
- registered domestic partner
- mother
- step mother
- mother in-law
- father
- step father
- father in-law
- brother
- step brother
- brother in-law
- sister
- step sister
- sister in-law
- child
- step child
- grandparents
- family pets
In the case of the death of someone close to an employee who is outside of the immediate family, Common Thread Collective offers three (3) days of paid bereavement leave.
To be eligible for paid bereavement leave, the employee generally must attend the funeral of the deceased.
Bereavement leave will be paid out in accordance with regularly scheduled payroll dates and in accordance to the individual’s salary or base hourly rate.
CTC: Paid Parental Leave
First off, CONGRATS on your new family addition!
Since family is a priority at Common Thread Collective and yours has just expanded, CTC is thrilled to offer you (as a regular, full-time employee) up to 4 weeks (one month) of paid parental leave! Now, whether associated with the birth of your own child or the placement of your child in connection with adoption or foster care, family is family and this time is yours to connect with your little one.
The days taken for CTC’s leave must take place on consecutive days, and cannot be broken up over segmented portions across multiple months (ex. 2 days a week for 6 months).
To be eligible for this benefit, you must provide at least 30 days’ notice (or as much notice as possible, if the leave is not foreseeable) to your department head of the request for leave and complete the necessary forms and filed with the Differentiation Department. Of course, we know things can happen quickly and unexpectedly, but the more of a heads-up we get, the better for everyone.
How To Opt Into The Policy + Additional Benefits:
If you’re taking paid parental leave, you must also apply for State Disability Insurance (SDI) and/or Paid Family Leave (PFL).
These important state benefits provide partial pay replacement to you when taking certain qualifying family and medical leaves, especially if your leave extends beyond the 4 or 8 weeks of paid leave.
Afterwards, CTC will take care of coordinating your pay through the VP of Differentiation and the Director of Finance during paid parental leave with any SDI or PFL benefits, meaning that CTC will pay the difference between the SDI and/or PFL benefits received and your full base pay. That way, you can focus on your family. More information is available from the Differentiation Department.
Provided that you’ve been part of CTC for one full year, you will still be provided health insurance benefits during the paid parental leave under this policy. It will be provided to you at the same rate as was in effect before the leave was taken regardless of your length of service.
To be eligible for this benefit, you must provide at least 30 days’ notice (or as much notice as possible, if the leave is not foreseeable) to your department head of the request for leave and complete the necessary forms and filed with the Differentiation Department. Of course, we know things can happen quickly and unexpectedly, but the more of a heads-up we get, the better for everyone.
Once the up to 8 weeks of parental and disability leave is up, you may take additional and subsequent leave covered under appropriate policies (see below), though it’ll most likely be unpaid. You can, however, charge your vacation leave, if the paid parental/disability leaves has been exhausted.
If both parents are employees, only one of you may access the paid benefits of this policy. Also, all paid leave benefits run concurrently with statutory laws.
Temporary employees are not eligible for parental leave. If you have any questions, please ask the Differentiation Department.
State: Paid Family Leave
Despite the misleading name, this isn’t another leave; this is a CA State Wage Replacement program. Since FMLA and CFRA guarantee job security, PFL is a state-specific policy that provides you compensation during the same time, if eligible, with partial pay replacement available for new parents, for up to 6 weeks, in first 12 months after the birth of a child.
Under PFL, you can receive up to 6 weeks of partial pay replacement (60-70%) when taking time off from work to care for a seriously ill family member (child, parent, parent-in-law, grandparent, grandchild, sibling, spouse, or registered domestic partner) or to bond with a new child entering the family through birth, adoption, or foster care placement.
To be eligible, you must:
- Have 12 months of service with CTC, have at least 1,250 hours of service with the CTC during the previous 12-month period, and work at a worksite in which CTC employs at least 20 employees within 75 miles.
- Have welcomed a new child into the family in the past 12 months either through a partner’s pregnancy, adoption, or foster care.
- Have paid into State Disability Insurance (noted as “CASDI” on paystubs) in the past 5 to 18 months.
- Not have taken the maximum six weeks of PFL in the past 12 months.
- Fun fact: You can break up your six weeks of leave. You don’t have to take it all at once!
How To Get PFL Benefits:
Beginning nine days after you welcome your new child, you can file a claim for PFL on the state’s dedicated website or by mail: http://www.edd.ca.gov/Disability/Paid_Family_Leave.htm.
You’ll need to provide proof that you’re eligible—usually you’ll upload a birth certificate or adoption papers—and a Physician/Practitioner’s Certification form completed by your healthcare provider. Your benefits will usually issue within two weeks of your filing.
Pay Replacement Details:
If eligible, you can receive approximately 60 to 70 percent (depending on income) of wages earned 5 to 18 months prior to your claim start date (maximum wage replacement rate is $1,216 per week) for up to six weeks within any 12-month period.
CTC can coordinate benefits with the state’s Employment Development Department (EDD); the EDD will pay you the partial salary provided for under California law, and your employer can pay the remaining difference between your full salary and the amount of the Paid Family Leave benefit. Your employer is not required by law to do so. If they don’t cover the difference, then you’ll be paid according to whichever plan is more generous—your employer’s or PFL.
Some Notes:
- You can’t take PFL during your pregnancy and you’re not covered under PFL if you’re ill yourself.
- PFL also allows you to break up your leave, but you may be required to do so in two-week increments. Or you and your spouse might just decide to take turns; maybe you’ll take four weeks, they’ll take four weeks, and then you’ll switch back.
- If you do decide to go back to work before you’ve used all of your leave time, you can still hold the rest in reserve until 12 months after your baby is born or your adoption takes place.
- PFL applies to women and men, for both straight and same-sex households.
- The State of California will pay you part of your salary, if you add to your family through pregnancy, adoption, surrogacy or foster parenting. You just have to provide appropriate documentation (think birth certificate or adoption papers, for example).
Estimate Your Benefits with Disability Insurance + Paid Family Leave Calculator:
Find the calculator here: https://www.edd.ca.gov/Disability/PFL_Calculator.htm
Use this calculator to get an idea of what your Disability Insurance (DI) or Paid Family Leave (PFL) benefits might be. The calculator is intended to provide only an estimate. Your actual weekly benefit amount will be confirmed once your claim has been approved.
Paid Family Leave Program Brochure (DE 2511) – https://www.edd.ca.gov/pdf_pub_ctr/de2511.pdf
For more information on Paid Family Leave, here’s the CA State’s website: https://edd.ca.gov/Disability/Paid_Family_Leave.htm
How to File a Claim Online:
The fastest and easiest way to file a Paid Family Leave (PFL) claim is online, using SDI Online. (https://edd.ca.gov/Disability/SDI_Online.htm)
1. Gather Required Information.
You must provide the following information to file a PFL claim:
- First and last name.
- Social Security number.
- California Driver License number.
- Most current employer’s business name, phone number, and mailing address (as stated on your W-2 or paystub).
Provide the information below ONLY if it applies to you:
- Any wages you received or expect to receive from your employer (sick leave, paid-time-off [PTO], vacation pay, annual leave, and wages earned after your stopped working).
- Any workers’ compensation claim information.
2. Register.
Visit Benefit Programs Online (BPO) to complete a one-time registration. ( https://edd.ca.gov/Benefit_Programs_Online.htm)
- From the BPO login page, select Register to create an account. (To change the language of all pages to Spanish, select En español on the BPO login page.)
- Accept the Terms and Conditions.
- Provide a personal email address that is current and is used only by you.
- Set up a password that is between 8 and 20 characters. The password is case sensitive and must contain at least:
- One uppercase letter
- One lowercase letter
- One number
- One special character from this list: !@#$%^&*( )
- Create the Security Profile with security questions and answers and a personal image and caption.
- Once you submit your registration information, an email with a link will be sent to you. Select the unique link within 48 hours to complete your registration.
BPO registration is available 24 hours a day, 7 days a week.
After you have registered for and logged in to BPO, select SDI Online which will direct you to the SDI Online Registration Options. An Employment Development Department (EDD) Customer Account Number will be provided upon completion of the registration process. A notification of registration will also be sent to you via email and US Postal Service. You will now use BPO to log in to SDI Online to file a claim.
3. Log In to File a New Claim.
Follow these directions to file a new claim through SDI Online:
- On the BPO login page, enter your email, and select Log In.
- Verify your Personal Image and Personal Caption are correct, then provide your password and select Log In.
- Select the SDI Online button.
- Select File a New Claim under the Main Menu on your SDI Online Home page.
- Select either Paid Family Leave Bonding or Paid Family Leave Care and follow the steps in each section to fill out the form. Note: If you are a new mother transitioning from a disability-related pregnancy claim, the form you need to complete, Claim for Paid Family Leave (PFL) Benefits – New Mother (DE 2501FP) will be located in your inbox once your Disability Insurance claim ends.
- Review your completed form information for accuracy.
- Select Submit to send the completed SDI Online Part A to the EDD.
- On the confirmation page, be sure to write down the Form Receipt Number. If this is a PFL care claim, you will need to provide this number to the care recipient’s physician/practitioner.
Note: It may be necessary to send some documents via U.S. mail.Important:
- When to submit a claim: Submit your claim no earlier than the first day your family leave begins, but no later than 41 days after your family leave begins or you may lose benefits.
- Duplicate claims: Do not submit duplicates of the same claim. This will delay claim processing.
4. Attach Additional Documentation Required.
Bonding – New Mother: No additional documents needed.
Bonding – Other: For mothers without a prior pregnancy disability claim, new fathers, and foster or adoptive parents, you will need to provide a Proof of Relationship document with your claim. You may mail it as a paper document to be matched to your claim or scan and upload it to your computer to submit with your claim using SDI Online. Select File a New Claim under the Main Menu on your home page and select Submit Electronic Paid Family Leave Bonding Attachment.
Care Claims: Along with your Part A Statement of Claimant, you must also provide the Care Recipient’s Authorization for Disclosure of Personal Health Information and Part C – Statement of Care Recipient signed by the care recipient or their authorized representative. These additional forms may be downloaded from the confirmation page when Part A is submitted online. You may scan and upload it to your computer to submit with your claim using SDI Online. Select File a New Claim under the Main Menu on your home page and select Submit Electronic Paid Family Leave Care Attachment. If using the paper claim form, it can be mailed to the EDD in the envelope provided.
You also need Part D – Physician/Practitioner’s Certification of the Claim for Paid Family Leave (PFL) Benefits (DE 2501F) completed and signed by the care recipient’s physician/practitioner. Provide your Form Receipt Number to the physician/practitioner so they can submit the medical certification. The physician/practitioner may submit the certification using SDI Online or you can have them complete and sign a paper version.
Be sure to talk to the physician/practitioner about their process for submitting a PFL claim; they do not all follow the same process.
It is your responsibility to have the physician/practitioner complete and sign the form and submit it to the EDD within 41 days from the date your family leave begins or you may lose benefits.
5. Completion of Your PFL Claim Filing
Your claim will not be processed until all the required sections (as explained in previous steps) of the application are received. The EDD will contact you with the status of your claim. If you want additional information on how to file a claim online through SDI Online, review the SDI Online Claimant Tutorial.
Your employer will be notified that you have submitted a PFL claim. However, medical information is confidential and will not be shared with your employer.
Key Points:
- Not an actual leave – it’s CA State Wage replacement program for new parents
- Up to 6 wks, in first 12 months after the birth of a child
- Benefits are about 55% of employee’s salary
- Employees file a claim via the EDD website after their Short Term Disability benefit has been exhausted.
- There is no waiting period, since they already served it for SDI
- Concurrent with CTC Policies, FMLA/CFRA, and CA New Parent Leave
For more information, visit After You File for PFL: Claim Processing (https://edd.ca.gov/Disability/Claim_Processing_for_PFL.htm)
State: California Family Rights Act
a.k.a. “Baby Bonding Leave.” At the conclusion of an employee’s pregnancy disability leave, she has the option to take up to an additional 12 weeks of “CFRA” leave to bond with her newly born child. This is commonly referred to as “baby bonding leave.” There is no requirement that either the employee or child have a serious health condition in order to take baby bonding leave, nor is there a requirement that the employee no longer be disabled by her pregnancy, childbirth, or related medical condition before taking CFRA leave for reason of the birth of her child. No medical certification is required to take this leave. We do ask the employee let us know up front, prior to her taking off work, whether she plans on using all or part of CFRA, so her department can plan for coverage, if necessary.
Eligibility:
You must have 12 months of service with CTC, have at least 1,250 hours of service with CTC during the previous 12-month period, and work at a worksite in which CTC employs at least 20 employees within 75 miles.
Leave taken under these laws is unpaid, job-secured leave to be taken concurrently with (or at the same time as) Paid Family Leave (PFL).
Key Points:
- State-required, unpaid, job-secured leave to spend time bonding with a new child, to care for an ailing relative, or to be removed from daily tasks due to your own medical needs.
- Unpaid
- Up to 12 wks
- Additional to PDL (this would kick in after your PDL time)
- Concurrent to PFL, CTC Policies
PDL, CFRA, NPLA, and FMLA Requirements and Obligations
Family and Medical Leave Act
We hope you never need to use this policy for anything other than baby bonding time, but if tragedy strikes and you require time away from the office because you are suffering from a serious health condition, you may be eligible to take a leave of absence as a reasonable accommodation by CTC, where such a leave would not pose an undue hardship for the business.
This time away will be unpaid, but you must use any accrued paid vacation or sick leave time. You may also be eligible to receive partial pay replacement benefits through the State Disability Insurance Program (SDI).
If you need a medical leave of absence, please reach out to the Differentiation Department.
Where feasible, Common Thread Collective will also allow reasonable time away from work to care for an immediate family member with a serious health condition. This time away will also be unpaid, but you can use accrued paid vacation leave and sick leave time. Under this policy, you may also be eligible to receive partial pay replacement benefits through the Paid Family Leave Program (PFL).
If you have any questions, please ask the Differentiation Department.
Eligibility:
You must have 12 months of service with CTC, have at least 1,250 hours of service with CTC during the previous 12-month period, and work at a worksite in which CTC employs at least 20 employees within 75 miles.
Leave taken under these laws is unpaid, job-secured leave to be taken concurrently with (or at the same time as) Paid Family Leave (PFL).
Key Points:
- Federally-required, unpaid, job-secured leave to spend time bonding with a new child, to care for an ailing relative, or to be removed from daily tasks due to your own medical needs.
- Unpaid
- Up to 12 wks
- Additional to PDL
- Maximum amount of combined FMLA + PDL available to eligible employees is up to 17-1/3 weeks for pregnancy, childbirth, or related medical conditions
- Concurrent to PFL, CTC Policies
PDL, CFRA, NPLA, and FMLA Requirements and Obligations
Pregnancy Disability Leave Law
CTC is also covered by California’s pregnancy disability leave (PDL) law. So ladies, you will be granted time off for necessary medical care or for the time you are actually disabled due to pregnancy, childbirth, or related medical conditions, up to a total of 17.33 weeks (four months) of PDL per pregnancy.
But since we’re SO EXCITED for your growing family, the first four weeks of your PDL will be paid for by CTC! Combined with our CTC Parental Leave, that will give you a grand total of 8 weeks paid leave to recover and spend quality time with your new bundle of joy.
You may take Pregnancy Disability Leave (PDL) for reasons including:
- prenatal care
- severe morning sickness
- doctor-ordered bed rest
- childbirth
- recovery from childbirth
- or any related medical conditions
When it’s medically advised by your healthcare provider, you may take PDL intermittently, or work a reduced work schedule.
Note: The actual length of your PDL leave will be determined by your healthcare provider and will depend on the length of time that you are actually disabled by your pregnancy.
While on PDL:
PDL is unpaid, although you must use any accrued sick leave and may choose to use accrued vacation leave during PDL. You may, however, be eligible for partial pay replacement through the State Disability Insurance (SDI) program.
Please reach out to the Differentiation Department for more details, and for information on how PDL coordinates with CTC’s Parental Leave policies.
If you require PDL, please submit a written request and a doctor’s note stating the expected beginning and ending dates of such leave. If your need for leave is foreseeable, please make sure to provide CTC at least 30 days’ advance notice. Written updates may be requested from time to time thereafter.
Upon Return From PDL:
CTC will provide reasonable accommodation when, based on the advice of a healthcare provider, you are affected by pregnancy and a change in job duties is medically advisable.
If you require reasonable accommodation due to your pregnancy, please contact the Differentiation Department, so that we can make the appropriate arrangements for you.
Common Thread Collective will use its best efforts to return you to the same position you held prior to your leave of absence. If this position is not available, a comparable position will be provided. Health insurance benefits will continue to be provided during PDL at the same rate as before the leave was taken.
If you have any questions, please ask the Differentiation Department.
PDL, CFRA, NPLA, and FMLA Requirements and Obligations
FMLA and CFRA Differences
Differences between FMLA and CFRA: How pregnancy is handled
- FMLA (Family and Medical Leave Act): Pregnancy is considered a “serious health condition.”
- CFRA (the California Family Rights Act): Pregnancy is excluded under the definition of serious health condition. Instead, in California it is covered by the Pregnancy Disability Leave (PDL) law.
- Impact: “The result of course is that, potentially, a woman has a lot longer time off from work if she’s disabled due to pregnancy and then wants to bond with the baby.” Michelle Barrett explained in a recent CER webinar. This is because women disabled by pregnancy will be covered by FMLA and PDL and will still have CFRA time left to take for baby bonding.
Differences between FMLA and CFRA: Definition of spouse
- FMLA: Registered domestic partners are not covered under the definition of “spouse.”
- CFRA: Registered domestic partners are given equal treatment to other spouses.
- Impact: “Someone with a registered domestic partner in California could theoretically take more than 12 weeks of leave in a year if the leave for the registered domestic partner is taken first.” Barrett told us. If the CFRA – but not FMLA – was exhausted first, that would still leave the 12 weeks of FMLA to take for a serious health condition later in the year. It could total up to 24 weeks off.
Differences between FMLA and CFRA: Covering military leave
- FMLA: Qualifying exigencies because of the employee’s or spouse’s military duty qualifies for leave.
- CFRA: Military-related leaves are not covered. CFRA does not cover military-related issues or needs for time off.
- Impact: “Someone taking military exigency leave could also have a total of 24 weeks of leave in a year if the military exigency leave was taken first.” Barrett confirmed.
Differences between FMLA and CFRA: Caring for a family member who is a service member or veteran
- FMLA: The employee may take time off to care for an ill or injured family member who is a service member or a veteran – for up to 26 weeks. This is beyond (but not in addition to) the regular 12 weeks of leave.
- CFRA: Employee may take up 12 weeks off for the serious health condition of a family member, but there is no special consideration (or additional time) given for family members who are military service members or veterans.
- Impact: “Someone who takes leave to care for an injured or ill military member (or a veteran) could potentially argue that CFRA is not exhausted for taking the time off for that family member, and they could be given up to 38 weeks off in a year.” Barrett warned. This could be a tough argument, however, and would not be nearly as likely as the other scenarios.
Adding Your New Member to ADP Workforce Now
Yay for new family members! If you’d like to add your little
Yay for new family members! If you’d like to add your little one to your insurance, here’s the step-by-step guide to adjusting things in your ADP Workforce Now account.
Please be aware that this is something you will have to do to add them to your benefits. In the event you have questions or need additional assistance, please reach out to the Differentiation Department.
Adding your new dependents/beneficiaries to your ADP Workforce Now benefits
If you have a qualifying life event that allows you to change your benefits, follow these steps to add your new dependent/beneficiary:
- Log into ADP Workforce Now.
- Click the Myself tab.
- Click Dependents & Beneficiaries under the Personal Information section.
- Click +Add dependent or beneficiary.
- Select the reason from the options provided then click Continue.
- Enter the necessary information, including their SSN under Tax ID Type if applicable. Click Continue.
Once the dependent(s) have been added, you will be able to work with the Differentiation Department to ensure the Qualifying Life Event (QLE) has been launched and the dependent(s) added to your benefit plan(s).
Military Leave
At CTC we believe we are the land of the free because of the brave. CTC entrepreneurs who are required to attend annual military reserve training or other active military duty may take the time as either regular vacation or unpaid leave in accordance with the Uniformed Services Employment and Reemployment Rights Act (“USERRA”) and applicable state laws. If an Entrepreneur takes military leave, they are entitled to return to work/reinstatement as provided under federal and state laws. CTC entrepreneurs requiring military leave should contact Human Resources in the Differentiation Department for additional information.
CTC entrepreneurs will be granted unpaid time off to serve as volunteer firefighters, reserve peace officers, or other emergency rescue personnel as required by law. These entrepreneurs may request to substitute any vacation time accrued for any unpaid portion of leave to perform these emergency duties. A CTC Entrepreneur who requires time off under this policy should notify Human Resources in the Differentiation Department and provide appropriate documentation as soon as possible so that arrangements to accommodate the absence may be made.
Leave for Victims of Domestic Violence
CTC entrepreneurs who have suffered domestic violence, sexual assault, and/or stalking may take leave off from work or use any available [vacation time, personal leave, consolidated annual leave, compensatory time or unpaid leave] to take time off from work in the following circumstances:
- To seek medical attention for injuries caused by domestic violence, sexual assault, or stalking;
- To obtain services from a domestic violence shelter, program, or rape crisis center as a result of domestic violence, sexual assault, or stalking;
- To obtain psychological counseling related to an experience of domestic violence, sexual assault, or stalking;
- To participate in safety planning and other actions to increase safety from future domestic violence, sexual assault, or stalking (including relocation); and
- To take time off work to obtain legal relief (including an injunction or temporary restraining order) to ensure the health, safety, or welfare of the Entrepreneur and/or his/her child.
CTC entrepreneurs must provide written notice as soon as practicable for the need for such leave. If an unscheduled or emergency court appearance is required for the health, safety, or welfare of the victim or the victim’s child, the Entrepreneur should notify his or her supervisor at the earliest possible opportunity.
If an entrepreneurs takes leave to appear in court to protect a victim of domestic violence, sexual assault, and/or stalking without giving notice, the Entrepreneur must provide CTC with proof that the Entrepreneur appeared in court.
CTC entrepreneurs who have suffered domestic violence, sexual assault, and/or stalking and require reasonable accommodations to ensure their safety while at work should contact Human Resources in the Differentiation Department .
Leave for Victims of Crime
A CTC Entrepreneur who is a victim of certain crimes, including a serious or violent felony, sexual assault, or a felony involving theft or embezzlement, or whose spouse, registered domestic partner, child, registered domestic partner’s child, stepchild, sibling, step sibling, parent, stepparent, or guardian is a victim of such a crime, may take time off to attend judicial proceedings related to the crime.
A CTC Entrepreneur who requires time off under this policy should notify Human Resources in the Differentiation Department and provide a copy of the notice of the proceeding as soon as possible so that arrangements to accommodate the absence may be made. If advance notice is not possible, entrepreneurs must provide appropriate written certification of the reason for the absence upon return to work.
CTC will make reasonable efforts to maintain the confidentiality of any Entrepreneur requesting time off under this policy.
Bone Marrow Transplant & Organ Donation Leave
A CTC Entrepreneur who is donating bone marrow may take up to five (5) business days of paid time off. An Entrepreneur who is donating an organ may take up to thirty (30) business days of paid time off. However, CTC entrepreneurs must first use five (5) business days of available paid sick or vacation time for bone marrow donation, and ten (10) business days for organ donation. Entrepreneur s who do not have sufficient paid sick or vacation time to cover their leaves will be paid by CTC for up to five (5) business days for bone marrow donations or thirty (30) business days for organ donations. Any continued absence thereafter will be unpaid.
All CTC entrepreneurs who require time off to donate an organ or bone marrow should notify Human Resources in the Differentiation Department as soon as possible so that arrangements to accommodate the absence can be made. CTC entrepreneurs may be asked to provide supporting medical documentation.
At the conclusion of leave under this policy, the Entrepreneur will return to their position or an equivalent one, and the leave will not be considered a break in service for the purposes of benefits accrual or salary adjustments.
Other Leaves Under Applicable Law
Common Thread Collective will also grant requests for leave required under any other applicable local, state, or federal law. Entrepreneurs should contact Human Resources in the Differentiation Department for details.