Intermittent Leave Usage Form Guide (Effective October 1, 2016)

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Randolf Copeland
5 years ago
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1 Intermittent Leave Usage Form Guide (Effective October 1, 2016) The new online Intermittent Leave Usage Form is submitted through our Online Leave Management System called LeaveLink. This will replace all other methods of intermittent leave notification to a Hawai i Pacific Health Human Resources Leave of Absence Administrator. You must already have an established leave to submit this online form. If this form is not submitted as required, your absence from work may not be protected under FMLA and/or HFL. In addition to submitting this form, you must also follow your normal departmental notification procedure and indicate that your absence is FMLA/HFLL related. Intermittent leave notification for appointments should be made to both HR and your department as soon as the appointment is set. For unforeseeable absences, notification should be provided to HR and your department on that day or no later than 2 days from the date you return to work. Failure to submit this form may result in your absence from work being documented as an unscheduled absence or unauthorized leave, and may be subject to disciplinary action. You can access LeaveLink from home or work. From work, you may access the LeaveLink log in page through Employee s HERO. From home, you may access the LeaveLink log in page directly at When you go online to submit your Intermittent Leave Usage Form, if you run into any problems, you can contact us at the HPH HR Department by: 1. Calling (808) and ask to be connected to an HPH HR LOA Administrator. 2. Or, hphleaveadministrator@hawaiipacifichealth.org Section One: Accessing LeaveLink from Employees HERO Step 1: Log in to Employees HERO and select Forms and Reports. EMPLOYEES HERO PAGE Step 1 Hawai i Pacific Health 55 Merchant Street, 25 th Floor Honolulu, Hawai i 96813

2 Intermittent Leave Usage Form Guide (continued) Page 2 Step 2: Select Leave of Absence Information and Forms. Step 2 Step 3: Select Intermittent Leave Usage Form. Step 3 Step 4: Finally, click HERE. Step 4 Step 5: Proceed to Page 3, Step 2

Intermittent Leave Usage Form Guide (continued) Page 3 Section Two: Accessing LeaveLink from Home Step 1: To access LeaveLink from home, go to https://leavelink.com/hph_selfservice.

3 Intermittent Leave Usage Form Guide (continued) Page 3 Section Two: Accessing LeaveLink from Home Step 1: To access LeaveLink from home, go to Step 2: Log In: Username: 6-digit HPH Employee Number + Last 4-digits of your SSN Initial Login Password: password (Note: This will get you in to the system so that you can create your own personal password in Step 3.) For any future log ins, you may click on Forgot Password to reset your password. Information will be sent to your work to reset your password. Step 2 Step 3: To use LeaveLink, you must create your own personal password. If you have previously created your own personal password, proceed to Step 6. If this is the first time you are logging in, you are required to create your own personal password. (If you ever forget it, you can click on Forgot Password.) Your password must contain at least 8 characters and 3 of the 4 following criteria: Lower Case, Upper Case, Number, & Special Character. Step 4: Submit your information. Step 3 Step 4

4 Intermittent Leave Usage Form Guide (continued) Page 4 Step 5: You will get a password change confirmation. After that, click on MY HISTORY. Step 5 Step 6: Select the appropriate leave request by referencing the Leave No. on your Approval letter. Intermittent field must have a Y indicated. HPH Employee Step 6

5 Intermittent Leave Usage Form Guide (continued) Page 5 Step 7: This screen shows some details of your leave. Click on Intermittent Leave Usage form at the top or bottom of the screen. HPH Employee HPH Employee Manager Step 7

Intermittent Leave Usage Form Guide (continued) Page 6 Step 8: Completing the online Intermittent Leave Usage Form. This is the online Intermittent Leave Usage Form.

6 Intermittent Leave Usage Form Guide (continued) Page 6 Step 8: Completing the online Intermittent Leave Usage Form. This is the online Intermittent Leave Usage Form. This online form will be used to notify an HPH HR LOA Administrator of the intermittent time you plan to take (or have taken) under FMLA/HFLL. Intermittent leave notification for appointments should be made to both a LOA Administrator and your department as soon as the appointment is set. For unforeseeable absences, notification should be provided to HR and your department on that day or no later than 2 days from the date you return to work. A. Absence Date: Day(s) you will be missing your scheduled work shift. B. Hours Missed: Number of hours you will miss in each shift. Please input your hours of missed work as follows: Smallest increment is 15 minutes. Input as The next increment is 30 minutes. Input as 0.5. The next increment is 45 minutes. Input as The final increment is 1 hours. Input as 1. Example: You will miss 3 hours and 30 minutes of work. Input as 3.5 You will miss 7 hours and 45 minutes of work. Input as 7.75 C. Due To: Drop down and select the most appropriate reason for your absence. Step 9: Click on the Acknowledgement box & Submit your information. HPH Employee Step 8 Previously approved dates for this specific Leave Request. Step 9

Intermittent Leave Usage Form Guide (continued) Page 7 Step 10: Confirmation Page This screen confirms that your request was submitted to the HPH HR LOA Administrators.

7 Intermittent Leave Usage Form Guide (continued) Page 7 Step 10: Confirmation Page This screen confirms that your request was submitted to the HPH HR LOA Administrators. Following review, you and your manager will be notified via work of the status of your request after review within a few business days, however, you must discuss your leave of absence dates with your manager(s) and follow your normal department notification procedure. The HPH HR LOA Administrator will update our payroll system (Kronos) to either reflect your future missed hours or request a payroll adjustment. If your frequency and/or duration of your absence exceeds what is indicated on your current Health care Provider Certification, an HPH HR LOA Administrator will contact you to request an updated WH380 Certification you need to obtain from your physician. If this step is not taken, your request will be denied. If you have exhausted your FMLA and/or HFLL time allowed for your benefit year, your request will be denied. You and your manager will be notified via and your absence may be considered an unscheduled/unauthorized leave. HPH Employee 12345

8 Intermittent Leave Usage Form Guide (continued) Page 8 Step 11: Pending status for an Intermittent Leave Usage Form submitted. If you receive this message, you already have an Intermittent Leave Usage form pending for a specific leave request. Please allow a few days for a HPH HR LOA Administrator to review your request, OR you can send an to hphleaveadministrator@hawaiipacifichealth.org. Please include the following information on the 1. Your full name and employee number 2. Your contact phone number 3. Your leave number 4. What you would like to change or add. Please indicate dates and hours of scheduled work missed. You currently have an Intermittent Leave Usage Form pending. If you need to submit another form, please send an to hphleaveadministrator@hawaiipacifichealth.org to inform an HPH HR LOA Administrator. Once the pending notification is reviewed, you will receive a reply to your from an HPH HR LOA Administrator to let you know you are now able to submit a new Intermittent Leave usage Form on LeaveLink. Please allow a few business days to fulfill this request. Click CONTACT HUMAN RESOURCES to send an to an HPH HR LOA Administrator. # # #

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