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Can I take FMLA leave if I am on a leave of absence for a work-related injury or illness?

Yes. Either you or the university may choose to have the your FMLA 12-week leave entitlement run concurrently with a Workers’ Compensation absence when your injury is one that meets the criteria for a serious health condition. However, if you have elected to receive worker’s compensation benefits, the university cannot require you to substitute any paid vacation or other leave.

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Can I take intermittent FMLA leave?

Yes. You can take intermittent leave in blocks of time or by reducing your weekly or daily schedule. FMLA leave may be taken intermittently whenever it is medically necessary to care for a seriously ill family member or because you are seriously ill and unable to work a full schedule. Intermittent leave may also be taken for a qualifying exigency or for covered service member leave. If you take such leave, you must make a reasonable effort to schedule such leave so as not to unduly disrupt university operations.

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Do I have to prove the necessity of medical leave?

In the case of general FMLA leave, the university requires the health care provider to certify the necessity. In the case of covered service member FMLA leave, the university requires medical certification from the military to certify that the service member is recovering from a serious illness or injury sustained in the line of duty on active duty and is actively receiving medical treatment. Medical leave will be limited to the duration of the serious health condition, as defined by FMLA.

The university may, with a HIPAA compliant authorization, contact your health care provider* to clarify information provided, but not to seek additional information beyond the inquiries permitted on the form. However, your direct supervisor may not contact the health care provider. If the university has reason to doubt the validity of a physician's certification, the university may require you to obtain a second medical opinion at the university’s expense.

* FMLA defines "health care provider" as a doctor of medicine or osteopathy who is authorized to practice medicine or surgery by the state in which the doctor practices; or any other person determined by the Secretary of Labor to be capable of providing health care services.

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Is leave under the FMLA paid or unpaid?

Both. Accrued vacation and personal days must be used when appropriate for any FMLA qualifying purpose. In addition, family sick leave (up to 12 days per year) must be used for a seriously ill immediate family member or service member and accrued sick leave must be used for the employee's own serious health condition. Once this time is exhausted, the employee reverts to unpaid status for the remainder of the FMLA leave. Employees with accrued compensatory leave may not be required to substitute such leave for FMLA leave.

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Will I still receive benefits and accrue vacation and sick leave while on FMLA leave?

The university will continue benefit programs in which you were enrolled at the time of your leave. However, you are responsible for your portion of the cost. 

Vacation and sick leave continue to accrue during any paid leave status of at least 75 percent FTE, but you are not eligible to use accrual until you return to work. Personal days accumulate regardless of paid or unpaid leave status, and are lost at the anniversary date if you are on a leave of absence at that time.

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If I go on FMLA leave, do I have to continue to contribute to my retirement?

No. Your contributions to the university’s plan will not be required for periods for which no salary is paid. However, contributions will be required if your leave of absence is recognized as service credit under the plan for which partial or full salary is paid.

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What happens when I return to work from FMLA leave?

Your department will return you to the same position you had before the leave (or an equivalent position). You’ll receive the same level of benefits and seniority as you had before you went on FMLA leave.

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What if I don’t return to work after FMLA leave?

If you don’t return to work, or if you don’t remain at work for at least 30 days, you will have to reimburse the university for the cost of benefits coverage during the leave. If you don’t return due to a continuing serious health condition (your own or a family member’s), or because of other circumstances beyond your control, the reimbursement clause does not apply to you.

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How do I apply for FMLA leave?

If you are interested in applying for Family and Medical Leave, visit the FMLA page. Please note that the university requires a 30-day notice if the leave is foreseeable. For unforeseen circumstances, the university requires as much notice as is practicable.

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If I miss work due to work-related illness/injury, will my leave be unpaid?

If you accrue an absence due to work-related illness or injury, on the day of the accident or first medical attention, you will be excused from work without loss of pay. This time will not count against vacation time or sick leave. If you are able to return to work, you will continue to be paid during the period of time required to obtain medical attention related to the injury or illness. If unable to return to work, a regular administrative, service, and support staff employee will be granted an unpaid leave of absence.

If attending a Worker’s Compensation conference or hearing, you will be excused from work without loss of pay, vacation time, or sick leave.

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For an unpaid leave of absence, do I still accumulate seniority, paid leave, and retirement credit?

Yes. While on an unpaid leave of absence, you will continue to accumulate seniority, retirement credit, vacation, personal days, and sick leave (for a period of one year).

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How long does an unpaid leave of absence due to work-related injury or illness last?

Unpaid leaves of absence due to work-related injury or illness can last up to, but will not exceed, one year.

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Who is eligible to receive paid time off to vote?

Any employee who is eligible to vote in an election (local, state, or national) held within the state of Missouri can receive paid time off to vote. However, if your working hours are such that you are not on duty for three successive hours between the opening and closing of the polls, you are not eligible for any paid time off for the purpose of voting.

If you commute from another state, you will receive the same considerations as a Missouri voter for national elections and the proceeding primaries, but you will not be granted time to vote in local or state elections. If you commute, you should arrange to cast an absentee ballot if you are unable to reach and return from your voting place within the three successive hours granted.

You must request your absence prior to Election Day. It is within a supervisor's right to specify the time an employee may be absent to vote. 

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How much paid time off is available for the purpose of voting?

Three successive hours time off with pay may be granted for the purpose of voting.

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What can funeral leave be used for?

Funeral leave may be taken for the loss of an employee's husband/wife, parent (including stepparent), grandparent/great grandparent, grandchildren, son/daughter, stepchild, brother/sister, mother-in-law/father-in-law, Sponsored Adult Dependent, and/or foster children who have become members of the family.

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Who is eligible to take funeral leave?

All regular administrative, service, and support staff are eligible to receive pay for funeral leave. Employees with primary titles that are administrative, service, and support staff who are exempt from classification because their positions are primarily directing instructional or research activities are not subject to this policy.

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How much time can I be granted for funeral leave?

You will receive a maximim of three days leave without loss of pay or vacation during the period starting on the date of death and ending on the tenth calendar day after the funeral or memorial service. The days do not have to be consecutive.

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Will I receive time off if I am involved in legal proceedings?

Yes. Employees who are involved in legal proceedings may receive time off to attend the proceedings depending on the nature of employee involvement.

If you are called as a(n): You may:

Witness under subpoena*

  • be excused from duties for the reasonable time required to answer the subpoena.
  • retain all compensation received as a witness and no deduction will be made from regular compensation for a reasonable absence.

Expert witness with* or without subpoena

  • retain all compensation received. No deduction will be made from regular compensation. However, the employee must report the compensation to an immediate superior to report to the appropriate dean or director.

Jury member*

  • be excused from duties for the reasonable time required for jury service.
  • retain all compensation received, and no deduction will be made from regular compensation.

Party in any legal proceeding*

  • be excused from duties for the reasonable time required to attend the legal proceedings.
Note: Any regular administrative, service, and support employee who is a party in a legal proceeding and is required to be absent from duty is permitted time off with such time charged against accumulated vacation time. Any other administrative, service, and support employee who is absent from duty for any legal proceeding is permitted time off without compensation. Any full-time or part-time academic employee who is a party to a legal proceeding and is required to be absent from duty is permitted time off without loss of pay.

*Employee must promptly advise their supervisor of the date and probable length of the absence.

Learn more about leave for legal proceedings.

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What is administrative leave?

Administrative leave is paid time off for an employee’s absence from work when the employee is absent from the worksite at the direction of the university. This leave does not result in loss of vacation, sick days, or personal days.

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Who is eligible for administrative leave?

Regular administrative, service, and support employees are eligible for administrative leave, but this leave must be authorized by the President, Vice President, Chancellor, or designee. Learn more on the administrative leave page.

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What is Form 1095-C?

The 1095-C is titled “Employer-Provided Health Insurance Offer and Coverage.” It is a form you will receive from any employer required to offer health insurance coverage to you, your spouse, and/or other dependents for all or a portion of the tax year, whether you enrolled in the employer’s coverage or not. UM will mail the 1095-C to the home address of employees, retirees, and others who were offered medical insurance during the tax year. It is important that you share it with any listed covered dependents who are filing a tax return separately from you.

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Who should receive Form 1095-C?

Form 1095-C is mailed to benefit-eligible (i.e., average of 30 hours or more per week) faculty and staff who worked all or part of the tax year, to non-Medicare Advantage retirees, to non-Medicare dependents of Medicare Advantage retirees and to recipients of COBRA or Long Term Disability.

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When should I receive Form 1095-C?

All employees have the option of receiving an electronic Form 1095-C. If an employee opts for an electronic form by December 31, that person will be able to view and print it from myHR around the middle of January. The University will postmark paper forms by the end of January (or early February if the end of January falls on a weekend) to employees who opt for a paper form. Please allow 10 business days for delivery. Those who opt for an electronic form will not have a paper form generated.

You may not need to wait until Form 1095-C arrives to complete your taxes. UM cannot provide tax advice. To learn more, we recommend you consult a tax advisor or read the IRS' FAQs about this form and whether it is necessary to wait.

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How do I opt for an electronic Form 1095-C?

If you have not already opted into receiving electronic 1095-C forms, the University will send you an end-of-the-year email asking you to choose to receive Form 1095-C electronically. Instructions for opting in or out will be included in that email. You must choose to opt in or opt out before midnight, December 31. Also, at any time, you may log into myHR to change opt in/opt out status: Select the “Benefits” tile and in the left-hand menu, scroll down and choose “1095-C Consent.” From there, provide or remove electronic consent. The consent status on file as of December 31 will be the status used for 1095-C generation (electronic or paper form).

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I didn’t receive my Form 1095-C. How can I obtain a reprint?

Form 1095-C will be postmarked for delivery by the US Postal Service by the end of January for each previous tax year. Please allow 10 business days for delivery. Also, you can print a copy through myHR. After navigating to myHR, select the “Benefits” tile and in the left-hand menu, scroll down and select “View Form 1095-C.” From there, you’ll select the year you’d like to view. If you have not received your 1095-C form by mid- to late-February, and do not have access to myHR, please contact the HR Service Center to request a reprint.

Note: You may not need to wait until Form 1095-C arrives to complete your taxes. UM cannot provide tax advice. To learn more, we recommend you consult a tax advisor or read the IRS' FAQs about this form and whether it is necessary to wait.

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Why doesn’t the amount on Form 1095-C match the monthly premium I pay for medical insurance?

Box 15 of Form 1095-C indicates the monthly premium for the least costly insurance plan offered by UM, whether you chose that plan or not, so this amount may not match the actual premium amount deducted from your paycheck.

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Why are there X’s for the Social Security numbers listed on Form 1095-C?

The University has masked part of the Social Security number for privacy purposes. The IRS does not require full Social Security number(s) on the Form 1095C.

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My address is incorrect on Form 1095-C. How do I update it?

You can update your address through myHR. The IRS does not consider an incorrect address reason for a correction, so we are unable to issue a new form. Please use the original Form 1095-C you received.

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Personal information is incorrect on my 1095-C form. Who do I contact?

If personal information is incorrect, including name, date of birth or Social Security number, please contact the HR Service Center. The IRS does not consider an incorrect address reason for a correction; please use the original Form 1095-C you received. For other purposes, however, we recommend you update your address in myHR.

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What is the Fair Labor Standards Act (FLSA)?

The Fair Labor Standards Act is a federal law that determines requirements like the minimum wage, overtime pay, recordkeeping, and standards for employing minors. The FLSA affects nonexempt (hourly) and exempt (salaried) faculty and staff at the university in different ways.

On May 18, 2016, the U.S. Department of Labor announced changes to regulations under the FLSA, related to the salary and compensation levels for executive, administrative, and professional employees in order to be considered exempt from overtime, as well as other regulatory provisions of the FLSA.

For details, visit https://umurl.us/flsa.

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How do I opt out of receiving electronic tax forms?

If you consent to receive electronic tax forms and later wish to withdraw your consent, choose one of the methods described here:

  1. Login to myHR (www.myHR.umsystem.edu) and select:
    • Payroll tile >> W2/W-2c Consent in the left-hand menu and/or
    • Benefits tile > 1095-C Consent in the left-hand menu. You may need to scroll down on the menu.
    • Click the checkbox on the screen(s) to withdraw your consent to receive electronic W-2 or 1095-C forms, and click the submit button.
  2. Mail a letter indicating that you wish to withdraw your consent to receive electronic W-2 or 1095-C forms to: Office of Human Resources, HR Service Center, 1000 W. Nifong, Bldg. 7-Suite 210, Columbia, MO  65211. Please allow up to 30 days for processing requests submitted by mail.

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How are employees compensated?

For an overview on employee compensation and performance, learn more on the compensation resources for employees page.

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