WVU Medicine announces leave of absence administration changes

Changes are coming to how we administer our leaves of absence for most of our hospitals. We’re doing this to make things simpler and easier for you.

At this time, these changes will not extend to Barnesville, Harrison, Uniontown, and Wheeling Hospitals, or our managed hospitals. Here are the details:

What’s changing?

WVU Medicine’s new internal Leave of Absence Team will begin managing all leaves of absence and will use AbsenceTracker as its new administration software platform.

• UNUM will continue to manage any short-term disability leaves of absence that have a date of disability prior to September 1, 2022.

• Lincoln Financial Group will begin to manage all short-term disability leaves of absence that are effective on or after September 1, 2022.

How does this impact you?

• If you need to request a leave of absence for any type of claim, you will have two options:

1. Contact the Leave of Absence Team through HROneSource (1-833-599-2100, option 5), or
2.  Request a leave of absence through the “Request Leave of Absence” option available on CONNECT, under “Applications.” You will be asked to register using your WVU Medicine login credentials the first time; you will be able to use the single sign-on functionality going forward.

What actions do I need to take?

• If you are currently on a leave of absence, we have already notified you by mail that you do not need to take any action.

• We have loaded all non-short-term disability leaves of absence (e.g., FMLA, personal and non-FMLA medical leave) into AbsenceTracker and have assigned them to our Leave Claims Analysts, who will manage the claims. They will be reaching out to those with claims to introduce themselves.

• Please make sure your personal e-mail address is updated in UltiPro, as personal e-mail is the main form of communication when an employee is on leave.

What does this mean for managers?

• Managers will have access to view details regarding their employees’ leave of absence data, such as effective dates of the leave, expected return to work date, and FMLA balances.

• Managers can initiate a leave of absence request on behalf of an employee in the event an employee is unable to make the request.

• Managers will also have direct access to an internal Claims Leave Analyst, who will have oversight of the claim, and run reports for their department.

If you have questions, please call HROneSource at 833-599-2100, Option 5.