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Short Term Disability

Overview

Define details around policy and process for short-term disability for employees when a personal condition requires them to be away from work for an extended period.

Definitions

Short-term disability (STD): benefit provided to employees (per eligibility rules) that provides income replacement in the case where personal medical conditions prevent the employee from working.

Disability: a medical condition that renders the employee continuously unable to perform the essential functions of the employee’s job.

Restriction: a limitation in work that can be completed by the employee who is certified by their treating physician.

Calendar days: refer to consecutive days (not work days)

Base salary: regular base wages exclusive of overtime, overloads, or any other special pay.

Responsibilities

Employee: must notify their supervisor if a need for short-term disability is needed and will need to ensure proper documentation is completed to certify the medical absence to determine if qualification for the benefit is met

Supervisor: responsible for monitoring attendance and possible needs of their employees for STD and to advise them to contact TEEO for direction and assistance.

Talent Equity and Engagement Office (TEEO): Administer STD benefits and communicate with employees and supervisors regarding steps in the process.

Policy Details

1.Eligibility:

    1. Employees that are considered .50 FTE or above are eligible for STD after 1 year of employment.
    2. Employees under .50 FTE, are temporary, flex or an intern are not eligible for STD benefits
    3. Employees can become eligible for STD benefits after an absence from work for more than 5 consecutive work days or 7 consecutive calendar days, whichever is first.

2. If a personal medical condition qualifies for coverage under the FMLA policy, short-term disability will run concurrently with the leave time allotted under FMLA. This policy incorporates the relevant provisions of FMLA.

3. Application process

    1. When an employee is aware of a planned medical procedure or anticipates an upcoming need to be off work for personal medical reasons beyond the 5 consecutive days (or 7 consecutive calendar days), the employee should immediately contact the Talent, Equity, and Engagement Office.
    2. Paperwork will be provided to the employee to complete and obtain medical certification from their physician.
    3. Whenever possible, the employee should submit paperwork in advance of the start of the leave.  If the leave is unexpected, efforts should be made to submit paperwork within 5 days of the first day of the leave.

4. Pay schedule: After an employee qualifies for STD, the college will continue to pay the employee’s salary based on the following:

    1. 6-42 calendar days – 100% salary continuation of base salary
    2. 43-90 calendar days – 80% salary continuation of base salary
    3. 91+days – may be eligible for long-term disability (see Long Term Disability policy)

5. Payments and benefit status while on leave

    1. STD benefits will be paid out per the normal payroll cycle.
    2. STD benefits will not be paid until the employee’s claim is reviewed and approved.
    3. An employee will be required to use any paid sick/vacation leave in the initial 5-day “waiting period,” pending approval of the claim.  If no time is available, it can be unpaid.
    4. If the employee’s claim is approved, any sick/vacation hours used beyond the initial five-day “waiting period” will be reinstated to the employee’s sick/vacation bank.
    5. Failure to provide the appropriate documentation may result in a delay or denial of STD benefit payment.
    6. While on leave, regular employee benefit contributions will continue to be automatically deducted from their paycheck(s).
    7. Benefits that do not require employee contributions will continue to be provided by the college.
    8. If a dependent of the employee on short-term disability is receiving benefits under the tuition reduction or tuition exchange program, the recipient will be allowed to complete the coursework and continue in the program. Employees on short-term disability cannot attend classes under the tuition reduction program.

6. Return to work process

    1. The employee must secure a return to work release from their physician and provide that to TEEO before returning to work.
    2. If the employee is released to full duty, a fit-for-duty assessment may be requested to be completed before their return to ensure a safe return to work.
    3. An employee may be given return-to-work restrictions or an abbreviated schedule by their physician to support a safe transition back to work.
      1. If an employee qualifies for short-term disability benefits and subsequently returns to work on an abbreviated schedule anytime within the 90 days, the employee will be paid for actual time worked, and the employee will receive short-term disability pay at the appropriate percentage for the remainder of the pay of their regular schedule.

Last Revision Date: 4/10/2024

Policy Owner: Talent, Equity and Engagement Office