u. s. paid parental leave - benefits.vmware.com file\爀屲all leaves under such laws...

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Confidential │ ©2018 VMware, Inc.

U. S. Paid Parental LeaveClaim Payment Process

August, 2018

Presenter

Presentation Notes

Hello – this presentation is an overview of how an employee receives pay during an approved Paid Parental Leave of absence. Let’s get started.

U.S. Paid Parental Leave Overview

Paid Parental Leave Policy (PPL)Receive up to 18 weeks of leave with 100% base pay or, for commissioned employees, On Target Earnings (OTE)

- Take up to 18 weeks of time away before, during and/or after the birth, adoption of a child

- Time off must be taken within twelve months of the birth/adoption of a child

- Time off may be taken in two-week increments or more

- VMware will comply with all applicable local, state and federal leave laws. All leaves under such laws will run concurrent except as mandated by law (see Glossary)

US Benefits website https://benefits.vmware.com/

2

Presenter

Presentation Notes

VMware supports employees and their families in one of the most important times in life – the birth, adoption, or surrogacy of children and bonding with those new children. Under our program, parents (mothers and fathers) can take time off from work for pregnancy disability, childbirth, placement of children for adoption, and to bond with their new children while receiving up to eighteen (18) weeks full pay. The time off program can be tailored to you / your families need – taking time of in 2 week increments or, all at once. The program complies with all federal and state leave programs. All leaves under such laws run CONCURRENTLY meaning, at the same time as the PPL. To learn more out paid time away, log into the US Benefits portal, url provided here.

https://source.vmware.com/policies/Pages/Home.aspx

https://benefits.vmware.com/worklife/leaves-of-absence/paid-parental-leave/

Compensation100% Base Salary or On Target Earnings (OTE)

All deductions, benefit premiums and applicable taxes apply

Pay sources:

- Maternity Short Term Disability- Processed by Sedgwick, VMware’s Disability & Leave administrator - Maternity: Typically a total of six (6) weeks immediately before and after a regular delivery, or eight (8) weeks for

cesarean section, subject to medical certification. In some cases, women may be eligible for longer periods of short term disability before or after the birth for medical reasons.

- VMware Payroll - Transactions include all benefit premiums and payroll deductions

- State mandated Paid Family Leave (PFL) as applicable - Residents of: California, New Jersey, New York- PFL, weekly claim maximums apply

3https://benefits.vmware.com/

Presenter

Presentation Notes

Compensation – PPL provides parents with 100% of their base pay or, for commissioned employees, On Target Earnings (“OTE”), for up to eighteen (18) weeks of time off, taking into account amounts the parent receives from other payment sources. This integration of pay may include amounts from different sources, depending on the state in which the employee works and includes coordination of benefits from pay sources such as SDI paid during PDL or Paid Family Leave (PFL). Employees will not, under any circumstance be entitled to receive more than 100% of their wages during PPL. Employees are required to promptly apply for and obtain these other benefits. VMware is not obligated to pay 100% of base pay or OTE if the employee fails to apply for available benefits; VMware will reduce the amount paid to the employee as if the benefits were obtained.

4Confidential │ ©2018 VMware, Inc.

Processed and paid by Sedgwick

Pay source: Direct deposit to employee bank account on file

Deposit name: VMware

Claim detail viewable on Sedgwick web portal

Separate W-2 applies

California: processed and paid by Sedgwick

Pay Source: Direct deposit to employee bank account on file

Deposit name: VMware __________________________

New York & New Jersey - filed by employee, paid by state

Pay source: transacted by state via check or debit card

Processed by Sedgwick, paid by VMW Payroll

All benefit premiums and applicable taxes applied

Pay source: Direct deposit to employee bank account on file

Deposit name: VMware

Viewable on ADP/Payroll site

Pay SourcesTypes of pay sources that may transact during PPL

Maternity

Short Term Disability

Maternity or Paternity

State Paid Family Leave

Maternity or Paternity PPL

VMware Pay

https://benefits.vmware.com/

Presenter

Presentation Notes

Maternity Pregnancy must be certified by a health care provider and is typically a period before the due date plus six (6) weeks for regular delivery and eight (8) weeks for delivery by caesarean section. Sedgwick, our Disability and Leave Administrator, processes and pays all maternity PPL. The payments are made thru direct deposit, deposit name in your bank account is: VMware. Maternity or Paternity PPL - processed by Sedgwick but paid by VMware. The payments are made thru direct deposit, deposit name in your bank account is: VMware. State Paid Family Leave There are three states today that provide wage replacement under their Paid Family Leave. Sedgwick process and pays all CA PFL Residents of NY and NJ will be instructed to contact their state PFL resource to transact payment.


Under the Corporate Bonus Plan, when a

bonus eligible employee is on an

approved leave of absence, the

employee’s target bonus will be prorated,

subject to the funding of the bonus pool

and all other terms and conditions of the

Corporate Bonus Plan.

Bonus or Commission eligible employeeEmployee is on an approved leave of absence

Bonus eligible employeeVariable Compensation

On Target Earnings OTE

An audit of your PPL claim is conducted after your return to work

A review of all pay sources received during PPL includes your:

- Medical Short Term Disability

- State Paid Family Leave

- VMware Pay

VMW Payroll will transact a one-time, OTE payment coded in your pay statement under: Miscellaneous


Presenter

Presentation Notes

Bonus and Commission (Variable Compensation) eligible employees Under the Corporate Bonus Plan, when a bonus eligible employee is on an approved leave of absence, the employee’s target bonus will be prorated, subject to the funding of the bonus pool and all other terms and conditions of the Corporate Bonus Plan.  Commission / Variable Compensation - OTE An audit of your PPL claim is conducted after your return to work A review of all pay sources received during PPL includes your: - Medical Short Term Disability - State Paid Family Leave VMware Pay VMW Payroll will transact a one-time, OTE payment coded in your pay statement under: Miscellaneous

https://source.vmware.com/hr/mrc/Pages/Corporate-Bonus.aspx


FMLA begins 12 weeks

Example: Maternity PPLEmployee resides outside of California Begins claim on date of disability, delivery or adoption

August 07:Bonding/Family Leave begins

Pay Source remainder of leave

100% VMW

July 1:Medical Short Term Disability (STD) begins

6 weeks normal delivery or

8* weeks C-Section

Pay Source

70% Sedgwick

30% VMW

August 6:STD ends

October 30:PPL ends

FMLA ends

July August September October

2-8 9-15 16-22 23-29 30-5 6-12 13-19 20-26 27-2 3-9 10-16 17-23 24-30 1-7 8-14 15-21 22-28 29-4

Medical Disability weeks 1 thru 6* Bonding / Family Leave weeks 7 thru 18

VMware will comply with all applicable local, state and federal leave laws. All leaves under such laws will run concurrent except as mandated by law.

Presenter

Presentation Notes

The next few slides provide a visual timeline of how and when each of the pay sources transact during your approved PPL. Maternity for employees who reside outside of CA. (NY and NJ residents must apply for Paid Family Leave)

7Confidential │ ©2018 VMware, Inc.VMware will comply with all applicable local, state and federal leave laws. All leaves under such laws will run concurrent except as mandated by law.

October 30:PPL ends

FMLA & CFRA begins

12 weeks

Example: Maternity PPL Employee resides in California Begins PPL claim on date of disability, delivery or adoption

August 07:CA Paid Family Leave begins

6 weeks

Pay Source

70% Sedgwick

30% VMW

July 1:Short Term Disability (STD) begins

6 weeks normal delivery or

8* weeks C-Section

Pay Source

70% Sedgwick

30% VMW

August 6:STD ends

FMLA & CFRA ends

July August September October

2-8 9-15 16-22 23-29 30-5 6-12 13-19 20-26 27-2 3-9 10-16 17-23 24-30 1-7 8-14 15-21 22-28 29-4

Medical Disability weeks 1 thru 6* Bonding Family Leave weeks 7 thru 18

Sept 11:PPL bonding for remainder of leave

Pay Source remainder of leave

100% VMW

Sept 10:CA PFL ends

Presenter

Presentation Notes

Maternity for employees who reside in CA. Notice after disability is completed, CA PFL is processed to the maximum allowed limit.


July 1:PPL Begins

Pay Source

100% VMW

Example: Paternity PPLEmployee resides outside of California, starts claim on date of delivery or adoptionRequests full 18 weeks of time off

FMLA begins

12 weeks

October 30:PPL ends

FMLA

ends


Presenter

Presentation Notes

Paternity for employees who reside outside of CA. (NY and NJ residents must apply for Paid Family Leave)


Aug 6:CA PFL ends

August 07:PPL begins

Pay Source for remainder of leave

100% VMW

Example: Paternity PPL Employee resides in California, starts claim on date of delivery or adoptionRequests full 18 weeks of time off

FMLA & CFRA begins

12 weeks

July 1:CA Paid Family Leave Begins

Pay Source

70% Sedgwick

30% VMW

October 30:PPL ends

FMLA & CRFA

ends


Presenter

Presentation Notes

Paternity for employees who reside in CA. The first portion of payment is processed by Sedgwick under CA PFL, followed by VMware pay.

Additional Notes

Transaction of PPL is currently a manual process. There is a current project underway to automate disability and leave payments. Targeted release Q4 FY2019.

All PPL leave requests that are submitted during bi-monthly payroll “black-out” periods will be corrected as soon as administratively possible.

Sedgwick provides employees access to their claims portal, Viaone. Employees may track disability and California Paid Family Leave history. Login and password instructions are provided in the initial Leave Claim package.

ADP pay statements will only reflect pay processed by VMware.

W-2 will be provided by Sedgwick for any pay they process.

10https://benefits.vmware.com/

Presenter

Presentation Notes

Transaction of PPL is currently a manual process. There is a current project underway to automate disability and leave payments, targeted release Q4 FY 2019. All PPL leave requests that are submitted during bi-monthly payroll black out periods will be corrected as soon as administratively possible. Sedgwick claims portal, Viaone, displays your disability and California Paid Family Leave History Login and password instructions provided at start of Leave ADP pay statements will only reflect pay processed by VMware. Please log into the Sedgwick claims portal to view and download your payment history transacted by Sedgwick. For those employees who have pay processed by Sedgwick, you will receive a W-2 from Sedgwick. To learn more out paid time away, log into the US Benefits portal, url provided here.


Phone: 1-866-251-1749

Login: Viaone

California

New York

New Jersey

Log into your state disability and leave website for contact information

Phone: 1-888-VMWARE8, option US Benefits

[email protected]

Log a HelpNow ticket > select Finance > Payroll

Questions?Regarding PPL

Sedgwick Disability & Leave Administrator State Paid Family LeaveHR Source / US Payroll


Presenter

Presentation Notes

Maternity Pregnancy must be certified by a health care provider and is typically a period before the due date plus six (6) weeks for regular delivery and eight (8) weeks for delivery by caesarean section. Sedgwick, our Disability and Leave Administrator, processes and pays all maternity PPL. The payments are made thru direct deposit, deposit name in your bank account is: VMware. Maternity or Paternity PPL - processed by Sedgwick but paid by VMware. The payments are made thru direct deposit, deposit name in your bank account is: VMware. State Paid Family Leave There are three states today that provide wage replacement under their Paid Family Leave. Sedgwick process and pays all CA PFL Residents of NY and NJ will be instructed to contact their state PFL resource to transact payment.

mailto:[email protected]

Confidential │ ©2018 VMware, Inc.

Appendix

Presenter

Presentation Notes

Thank you for your time – we hope this information is helpful.


Glossary

Concurrent Leaves: PPL time off will run concurrently with other leave time available, if any, under the federal Family Medical Leave Act (FMLA), California Family Rights Act (CFRA), California Pregnancy Disability Leave (PDL), and any other state family leave or disability leave laws (State Disability Insurance; SDI) providing time off for (1) disability as the result of pregnancy, childbirth or related medical conditions; and/or (2) care for or bonding with a newborn or, newly adopted child and/or local paid parental leave laws.

Family Medical Leave Act (FMLA)The Family and Medical Leave Act (FMLA) entitles eligible employees of covered employers to take unpaid, job-protected leave for specified family and medical reasons. This fact sheet provides general information about which employers are covered by the FMLA, when employees are eligible and entitled to take FMLA leave, and what rules apply when employees take FMLA leave.

California Family Rights ActUnder the California Family Rights Act of 1993 (CFRA), if you have more than 12 months of service with us and have worked at least 1,250 hours in the 12-month period before the date you want to begin your leave, you may have a right to family care or medical leave (CFRA leave). This leave may be up to 12 workweeks in a 12-month period for the birth, adoption, or foster care placement of your child or for your own serious health condition or that of your child, parent or spouse. While the law provides only unpaid leave, employees may choose or employers may require use of accrued paid leave while taking CFRA leave under certain circumstances

California Paid Family LeaveCalifornia Paid Family Leave (PFL) provides up to six weeks of partial pay to workers who take time off from work to care for a seriously ill family memberor to bond with a new child (including newly fostered and adopted children).

13

https://source.vmware.com/policies/Pages/Home.aspx

https://www.dol.gov/whd/regs/compliance/whdfs28.htm

https://benefits.vmware.com/wp-content/uploads/2016/06/CA-Family-Care-and-Medical-Leave-and-Pregnancy-Disability-Leave_5.2.1_5.2.2.pdf

https://www.edd.ca.gov/pdf_pub_ctr/de8714cf.pdf

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