HHR Solutions Center FAQs

Compensation FAQ

Q. Content Pending

 

Employment FAQ

Q. Content Pending

 

Family Medical Leave Act (FMLA) FAQ

Q. What eligibility requirements are there for FMLA?

An employee, must be employed for at least 12 months (does not have to be consecutive may be up to 7 years prior to leave begin date) PLUS

An exempt (monthly paid) employee: The employee is beyond their probationary period, and has at least 50 percent (20 hours per week or more) appointment when the absence from work begins.

A non-exempt (bi-weekly paid) employee: The employee is beyond their probationary period,  must have worked a minimum of 1250 hours the previous 12 months prior to the first day off for a qualifying event (the HR Solutions Center can run a report to determine if an employee qualifies).

Time worked as a temp directly for the University or through a temporary agency counts toward FMLA entitlement both the 12 (not necessarily consecutive) months and 1,250hrs worked during the 12-month period immediately preceding the start of FMLA leave.

Q. What is a benefit year?

A benefit year is the 52 week (12 month) period that an employee has to use their FMLA time.

Non-Bargained for and AFSCME employees re-new annually on their anniversary date.

UMPNC employees: benefit year begins with the first day of usage and will renew the following year, same date or the first date of usage after that date, whichever is applicable.

Q.What are FMLA qualifying events?

The birth of a child, and care of the newborn child (within one year of birth). Must be continuous unless the department and employee agree on intermittent use ahead of time.

Placement of a child with the staff member for adoption or foster care (within one year of placement). The child must be under the age of 18, or 18 years of age or older and incapable of self-care due to a physical or mental disability. Must be continuous unless the department and employee agree on intermittent use ahead of time.
Your own serious health condition.

Serious health condition of a qualified family member with a serious health condition.
Absences due to Military Family Leave as defined by Family Medical Leave Act regulations.

Q. What is a serious health condition?

Chronic condition:

  • Requires visits for treatment by a health care provider at least twice a year.
  • Continues over an extended period of time, including recurring episodes of a single underlying condition; and
    May cause episodic rather than a continuing period of incapacity (e.g., asthma, diabetes, epilepsy, etc.)
  • A period of incapacity which is permanent or long-term due to a condition for which treatment may not be effective. Must be under the continuing supervision of, but need not be receiving  active treatment by, a health care provider. Examples: Alzheimer's, severe stroke, or terminal stages of a disease.
  • Any period of absence to receive multiple treatments (including recovery from) by a health care provider, either for restorative surgery after an accident or other injury, or for a condition that would likely result in a period of incapacity of more than three (3) consecutive calendar days in the absence of medical intervention or treatment, such as cancer (chemotherapy, radiation therapy, etc.), severe arthritis (physical therapy), and kidney disease (dialysis).

Q. What is not considered a serious health condition?

Please note these conditions can lead to a serious health condition.

  • Common cold
  • Flu
  • Upset stomachs
  • Earaches
  • Minor ulcers
  • Headaches other than migraines
  • Routine dental, eye, or doctor appointments
  • Periodontal disease

Q. What are examples of a qualified serious health condition for oneself?

A serious health condition means an illness, injury, impairment, or physical or mental condition. Some examples include:

  • Overnight stay in a hospital.
  • Surgery requiring you to be out of work for more than three days (out patient surgery may or may not qualify).
  • Incapacity due to pregnancy.
  • Incapacity that is permanent or long-term due to a condition for which treatment may not be effective (e.g. Alzheimer’s disease, stroke, terminal diseases, etc.).
  • Absences to receive multiple treatments by or a referral by a health care provider for a condition that will likely result in incapacity of more than five consecutive days if left untreated (e.g. chemotherapy, physical therapy, dialysis, etc.).
  • Incapacity that is due to permanent or long-term chronic condition (e.g. asthma, diabetes, epilepsy, etc.).

Q. How often can I request medical documentation?

When an employee's absence is to care for a family member with a serious health condition or for the employee's own serious health condition, medical documentation may not be requested more often than every 6 months unless:

  • The employee requests an extension of the absence
  • Circumstances described by the previous medical documentation have significantly changed
  • New information casts doubt on the validity of the employee's medical documentation.

Q. How long does an employee have to return documentation?

The employee has up to 15 calendar days to return completed certification forms from the physician.

If more information is required, the employee has an additional 7 calendar days to return an updated certification form.

Q. Can FLMA be retro active?

Yes, depending on the circumstances and if approved by your HR representative.

Normally no greater than 30 days.

Q. How do I get paid by FMLA?

FMLA does not pay an employee

FMLA runs congruent with paid/unpaid time

Employee could be paid by a combination of: PTO, Sick, Vacation, Extended Sick time

If an employee has no paid time, an unpaid leave of absence could be an option

Family Care event has the option to use paid or unpaid time

Q. Do you have an overview of FMLA that I can read?

Follow this link for an overview document with examples

Leave of Absences (LOA) FAQ

Q. What is Work Connections?

Integrated disability management program to assist staff members, supervisors, and human resources through recovery and helps facilitate a staff member’s return to work.

Acts as a liaison with other programs and services at the University and can be a liaison for you and your department.

The program is meant to help staff members with a serious condition for which the staff member will be out of work OVER 10 days.

Handles all work related injuries.

Gateway to the use of Extended Sick Time (ESF).

All information is kept confidential.

Q. What eligibility requirements are there for LOAs?

Applies to: Non-probationary, Regular Staff with the exception of those represented by a bargaining unit (refer to appropriate contract).

The University offers unpaid leaves of absence to provide continuity of service during an extended period of absence. Leaves of absence are without compensation by the University. Twelve months of continuous service is required between any two of these leaves: personal, educational, government service, or for a child care leave lasting greater than six months.

A leave of absence may affect the continuation of an employee’s benefit coverage, and an employee’s contributions to maintain benefit coverage. The University will continue its contribution to maintain an employee’s health, dental and vision coverage for the period of time that an employee’s absence is covered by the Family and Medical Leave Act of 1993 (FMLA). An employee’s absence may be partially or completely covered by the FMLA during the following leaves of absence: medical, child care, medical/child care, family care, care of a covered service member, and qualifying exigency.

For Information regarding a specific type of leave, requirements and coverage please visit http://spg.umich.edu/policy/201.30  

Solution Center General Inquiries FAQ

 

Q. How do I learn more about the HR Solutions Center?

Follow this link for an explaination

Q. Who can use the HR Solutions Center?

The HR Solutions Center supports all UMHS staff.

Q. Can I call the HR Solutions Center related to my benefits?

Benefits are handled by the Share Services Center (734-615-2000). The HR Solutions Center does not have access to Benefit Panels, and unfortunately therefore can not answer benefits related questions.

Web Forms FAQ

Q. How do I find my case #?

Any case submitted into the Remedy system will have a case number. The case number is sent to the Initiator via email when the case is submitted. This email also includes: the focuse area (Employment, Compensation, General Inquiry, FMLA/LOA) and is sent by ARSystem7604. You can search Outlook for emails sent from ARSystem7604.

Q. How can I submit a case?

There are two ways to submit a case to the HRSC. 1) Call 734-647-5538. 2) or fill out this web form

Q. Who is the "Initiator" on the case?

The initiator is the person that will receive emails on status updates and the person that will be contacted by the HR Specialist.

Q. Who is the "Customer" on the case?

The customer is the person that the case is about. Customers WILL NOT receive any notifications from the system and will not be contacted by the HR Specialist. (This is to protect privacy).

Q. How does the process work?

The process, at a high-level is simple: 1) Initiator contacts HRSC via phone (734-647-5538) or via a web form. 2) A ticket is entered into the remedy system. 3) The ticket is assigned to an HR Specialist. 4) The HR Specialist and the Initiator collaborate on the case until it is resolved. Note: The initiator receives automated emails when the case is entered into the Remedy system and when the case is resolved. Soon the initiator will also receive an email when the ticket/case is assigned to an HR Specialist.

Q. Can I attach documents to my case?

Yes! Up to 10 documents (of just about any file type) can be attached to the case. When submitting a case online, enter the relevant initiator and customer information first. Then scroll down to the bottom of the page and click the add button to add attachments.

Q. How do I check the status of my case?

When a case is submitted, assigned, and resolved an automated email will be sent to the end user by the system. After a case has been assigned to an HR Specialist you will have the name of an HR Specialist that will work through the duration of the case with you. The HR Specialist can provide you with the status of your case at any time, after they are assigned. For questions related to how the process works, please search for the "How does the process work" question in the FAQ

Q. How do I fill out a web form?

Follow this link to the quide

Q. Where is the web form located?

Follow this link to the web form

Q. How do I know the person assigned to support me on my case?

Currently, once a case is assigned to an HR Solutions Center Specialist, they will reach out to you. At this point, you will have the name of the Specialist that will support you throughout the duration of your case.

Q. Can I access my case online?

Unfortunately due to system limitations, cases can only be accessed by your HR Solutions Center Specialist or your Business Partner in the system. However, once an HR Solutions Center Specialist is assigned to your case, they will be happy to provide you with information related to your case upon request.

Q. I've submitted a lot of cases. How do I know which case relates to which request?

Each time a case is submitted, the initiator will receive an email stating the case #, customer name, and focus area (compensation, employment, FMLA/LOA, or General Inquiry. The email will arrive from 'ARSystem7604@prodremedy.med.umich.edu'. Searching your Outlook for 'ARSystem' will usually return all emails that you have received.

Q. The font is too small, how do I fix this?

If you are using Internet Explorer, hold down the CTRL key and use the roller wheel on your mouse to increase the font size. This is a feature within Internet Explorer that will work on any web page.

Q. How do I indicate the priority or urgency of a ticket on the web form?

People filling out the web form should use the description field to provide as much information as possible. This will assist the HRSC in prioritizing tickets, which is done in the console by the HRSC when tickets are submitted. Unfortunately past experience with customers adding priority has led to almost all tickets marked as 'urgent' or 'high' priority which has meant that some truly high priority tickets have been delayed.

Q. Why can't I see more information in the emails I receive from Remedy (Case Management System)?

Currently the emails sent include the case #, customer name, contact phone #, and the bucket (Comp, Emp, FMLA/LOA, or Gen Inq). We would love to be able to add the Description information however this is not possible due to sensitive information added to some cases that would violate confidentiality (FMLA medical condition information, etc). We are working to try and add the initial case description on the first email sent out by the system (prior to sensitive informatio being added).