Contact Information
HR Connection
HR Connection Portal:
HRConnection.osu.edu
Phone: 614-247-myHR (6947)
Email:
HRConnection@osu.edu
Human Resources, Integrated Absence Management and Vocational Services (IAMVS)
1590 North High Street, Suite 300, Columbus, Ohio 43201-2190
HR Connection
Coordinates benefits and leaves for employees who have had occupational (work-related) and non-
occupational injuries and illnesses.
Manages employee FML claims and consults on FML and leave policies. leaveadministrator@osu.edu
Human Resources, Employee and Labor Relations
1590 North High Street, Suite 300, Columbus, Ohio 43201-2190
HR Connection
Consults on a wide variety of human resource topics including leave policies and alternative work arrangements.
Ohio State University
Wexner Medical Center Employee Relations
660 Ackerman Road, Columbus, Ohio 43202
HR Connection
Consults on a wide variety of human resource topics including leave policies and alternative work arrangements.
Academic Affairs
Bricker Hall, 190 North Oval Mall, Columbus, Ohio 43210
614
-292-5881
Fa
x: 614-292-3658
Consults and advises on faculty issues.
The Ohio State University Health Plan, Inc.
700 Ackerman Road, Suite 580, Columbus, Ohio 43202
614-292-4700 or 800-678-6269
Fax: 614-292-1166
Provides medical case management, pre-certification for medical services, health coaching, care coordination,
and behavioral health referrals.
Ohio State Employee Assistance Program (EAP)
700 Ackerman Road, Suite 580, Columbus, Ohio 43202
614-292-4472 or 800-678-6265
Fax: 614-292-1166
Provides 24/7/365 confidential counseling services for faculty, staff and members of their household experiencing
personal distress that may interrupt or cause deterioration in work performance. Services are voluntary, free, and
confidential.
The Ohio State University Office of Human Resources
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Table of Contents
Parental Care Guidebook .......................................................................................................................................................... 1
Contact Information .................................................................................................................................................................. 2
Tabl
e of Contents ...................................................................................................................................................................... 3
Leav
e and Time off for New Parents ......................................................................................................................................... 4
Fa
mily and Medical Leave ........................................................................................................................................................ 4
Unpa
id Medical Leave ............................................................................................................................................................... 4
“I am a
new birthing parent.” ..................................................................................................................................................... 5
“I am a new parent (non-birthing parent, domestic partner, adoptive parent,
or foster parent).” ............................................ 7
ClassifiedCivil Service Staff –Example Using Leave Time ....................................................................................................... 9
Unclassified Staff – Example Using Leave Time .....................................................................................................................10
Unclassified Staff – Example Using Leave Time .....................................................................................................................10
Faculty – Example Using Leave Time ....................................................................................................................................10
Health Benefits ...................................................................................................................................................................... 11
Health Plan Benefits .......................................................................................................................................................... 11
Precertification for Birth ................................................................................................................................................ 11
Medical Benefits ........................................................................................................................................................... 11
Prenatal Care ................................................................................................................................................................. 11
Lactation Support .......................................................................................................................................................... 11
OSU Health Plan Buckeye Babies ............................................................................................................ 11
Home Visit .................................................................................................................................................................... 12
Adding a Child to your
Health Plan ................................................................................................................................ 12
Tax Considerations........................................................................................................................................................ 12
Well-Child Care ............................................................................................................................................................. 12
Benefits Available While on a Leave of
Absence ................................................................................................................ 12
Family and Medical Leave (FML) (Utilizing paid time off for the duration of your leave) ............................................... 12
Family and Medical Leave (FML) (If you are not utilizing paid time off for the duration of your leave) ........................... 12
Unpaid Medical Leave
................................................................................................................................................... 1
2
Unpaid Personal Leave .................................................................................................................................................. 12
Other Benefits ........................................................................................................................................................................ 13
Adoption Assistance .......................................................................................................................................................... 13
Eligibility ...................................................................................................................................................................... 13
How to Receive the Benefit ........................................................................................................................................... 13
Reimbursable Services .................................................................................................................................................. 13
Tax Implications ........................................................................................................................................................... 13
Infertility ........................................................................................................................................................................... 14
Flexible Spending Accounts (FSA) ..................................................................................................................................... 14
Dependent Care FSA ..................................................................................................................................................... 14
Health Care FSA ........................................................................................................................................................... 14
Reimbursement ............................................................................................................................................................. 15
Short-Term Disability Insurance ......................................................................................................................................... 15
Eligibility ...................................................................................................................................................................... 15
Benefit .......................................................................................................................................................................... 15
Voluntary Group Term Life Insurance (VGTLI) ................................................................................................................. 16
Eligibility ...................................................................................................................................................................... 16
Cost ............................................................................................................................................................................... 16
Issues Specific to Faculty ....................................................................................................................................................... 16
Modifying Your Schedule .................................................................................................................................................. 16
Stopping the Tenure Clock ................................................................................................................................................. 17
Issues Specific to Staff............................................................................................................................................................ 17
Resources .............................................................................................................................................................................. 18
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Introduction
The Ohio State University is committed to providing a work environment that is healthy, supportive and
considerate of employees' work and personal obligations. The university's work/life effort entails providing
programs, policies and services to assist faculty and staff with better integration of their professional and personal
lives to help employees feel more productive, engaged and satisfied in their work environment.
The Parental Care Guidebook supports the university’s interest in recruiting and retaining the best employees
and is designed to help faculty and staff better understand university policies, procedures and philosophy as they
relate to pregnancy, childbirth, adoption, foster care and child care issues. The information contained in this
guidebook is to support those who face the joy and challenges of parental responsibilities, is meant to be
explanatory and does not replace current policies, which are found at the Human Resources website at
hr.osu.edu.
Leave and Time Off for New Parents
Ohio State provides leave and time off to faculty and staff who become new parents. Whether you are off for
maternity, paternity or adoption, our time off policies provide you several options for paid time off. Leave (job
protected time away from work) and paid time off (the way you are paid while you are off work for a birth or
adoption event) will both be utilized during your time away from work, depending on your needs and leave and
time off balances. Understanding your leave options begins with the Family and Medical Leave policy 6.05.
Family and Medical Leave
Family and Medical Leave (FML) allows you to take time off for childbirth, adoption or foster care placement.
You are eligible for Family and Medical Leave if you:
• have been employed with Ohio State for at least 12 months, and
• have worked 1,250 hours in the previous 12 months, and
• are having a baby or having a child placed in your home for adoption or foster care.
For elig
ible employees, FML entitles you to take 12 weeks of job-protected leave within a rolling 12-month period.
If you have already used FML time in the previous 12-month period, you will be eligible for only the remainder of
the 12-week balance that you have not used. Part-time employees are eligible for 12 prorated weeks, based on
the number of hours regularly worked each week.
FML is unpaid time away from work. To receive pay during an FML leave, you must enter your accrued sick
time, parental and/or vacation time off, in addition to your FML leave in Workday (campus) or Kronos
(health system), as appropriate.
Non FML Medical Leave
Unpaid medical leave is available to employees who require time away from work due to a medical condition,
but who are not eligible for FML. Birthing parents may be eligible for medical leave during the time they are
recovering from the birth event. The amount of leave available will be dependent on the specific medical
situation and will be evaluated on a case-by-case basis pursuant to the Unpaid Leave Policy.
To receive pay
during an unpaid medical leave, you must enter your accrued sick time, parental and/or vacation time off
in addition to your Medical Leave in Workday, as appropriate. Please note, all requests for leave should be
submitted in Workday as Family and Medical Leave. The leave type will be updated if ineligible for FML.
To better understand how to use your paid time off with FML or Non FML Medical Leave, the following pages
outline specific situations in a question and answer format. This section is organized based on an individual’s
The Ohio State University Office of Human Resources
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specific situation, such as birth as a birthing parent or an adoptive parent. Locate the example that most
closely matches your situation to find details related to your leave and time off. At the end of the section, you
will find a chart of several examples to further detail how FML or Non FML Medical Leave is used concurrently
with your accrued time off options.
“I am a new birthing parent.”
1. How much leave time am I entitled to and how will I be compensated?
Birthing parents, who are employed in a position with a full-time equivalency (FTE) of 75% or
greater
m
ay receive up to six weeks of full pay under Ohio State’s Parental section of the
Paid Time Off policy
6.27.
In addition, as a birthing parent you may also use up to 6 weeks of your sick time for your medical
recuperation if you are eligible for FML. FML will run concurrently with parental time off and sick time.
You may be able to use your vacation or comp time, or unpaid leave per policy requirements during
your leave if you do not qualify for parental time off or do not have enough sick time. Refer to the chart
of examples at the end of this section to illustrate how these leaves and time offs work together. Any
non-medical leave beyond the twelve weeks of FML is approved at your supervisor’s discretion.
2. What if I don’t have enough time to be paid for the twelve weeks of FML?
A birthing parent who qualifies for FML and parental time off may receive up to 6 weeks of parental
time off during their FML leave. The remaining 6 weeks of FML may be paid with a combination of sick
time (up to 6 weeks), accrued vacation or compensatory time. If the birthing parent elected Short Term
Disability (STD), they must use parental time off during the STD elimination period (30 calendar days)
and may receive STD benefits for the duration of the eligible STD period (e.g. generally 2 weeks for a
vaginal delivery and 4 weeks for a cesarean section). The employee can then use the remaining
portion of parental time off and sick, then vacation time following the termination of STD benefits. If
sufficient accrued time is not available, the remaining weeks of the 12 week FML time may be taken as
unpaid time off. Information on how an unpaid leave status will affect your benefits is located in the
Benefits Available While on a Leave of Absence section.
3. Can I take time off beyond the 12 weeks?
You may take time off beyond the 12 weeks with approval from your supervisor. The following chart
outlines your options, depending on the reason for the leave.
You are taking leave
beyond twelve
weeks due to
Example
You will continue to receive
compensation by using
You do not have enough accrued time
1
PERSONAL
Reasons
You have decided
to spend more tim
e
with your newborn
Accrued vacation or comp time You may request an unpaid personal leave of
absence, approval is at the discretion of your
supervisor
MEDICAL
Reasons for yourself
You are unable to
return to work due
to your medical
condition
Accrued sick time should be
used first and then vacation or
comp time.
Short-term (STD) or long-term
disability (LTD) may be options.
You may request an unpaid medical leave
of absence once all FMLA time is
exhausted or if you have an approved STD
or LTD claim. You must provide medical
documentation.
MEDICAL
Reasons for
immediate family
member
Your baby has
developed a
serious heal
th
condition
Accrued sick time should be
used first and then vacation or
comp time.
You may request an unpaid personal leave of
absence and must provide medical
documentation; approval is at the discretion of
your supervisor.
1
Approval of unpaid personal leave is at the discretion of the supervisor based on departmental needs.
Any unpaid personal leave may have significant impact on your benefits (see the Benefits section of this
guidebook for additional information). Contact your unit human resource consultant or HR Connection
before your leave begins (see contact information on page 2).
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4. Can I still take 12 weeks of leave if I don’t qualify for FML?
If you do not qualify for FML, as a birthing parent, you may be eligible to take unpaid medical leave of
absence for recovery from the birth event (based on the type of delivery and the number of weeks that a
physician deems appropriate, typically 6-8 weeks). You may utilize paid time off pursuant the
university’s Paid Time Off policy during your approved medical leave. Additional leave beyond what is
medically necessary can be requested as a personal leave of absence and is approved at the discretion
of your supervisor. Sick time may not be used beyond the approved medical leave of absence period.
5. If I qualify for FML, can I divide up my 12 weeks of leave?
For example, I want to take six weeks right after the birth of the child and then take six additional weeks
several months later.
If you qualify for FML, you may divide up your total 12 weeks within the first year after the birth of your
child. If you would like to take your remaining FML allotment beyond the first 12 weeks, plan ahead and
negotiate this with your supervisor as early as possible.
6. If I qualify for FML, can I choose not to use my leave time as FML?
Having a baby is one of the qualifying events under FML. Leave time taken for this event, by an
employee who meets the eligibility criteria, must be designated as FML, pursuant to federal regulations
and university policy.
7. How do I request my leave and paid time off?
Once you know your projected due date, you should notify your supervisor of approximately when you
will be off work and for how long. Then you should:
• Request your Family and Medical Leave (FML) leave via Workday.
o If you are ineligible for FML, IAMVS will update your leave type to Medical Leave Non-FML.
• Enter your paid time off requests via Workday to run concurrently with your FML or Medical Leave.
• Provide other necessary documentation with appropriate signatures to your assigned leave
administrator:
• A Medi
cal Certification of Healthcare Provider for Employee’s Serious Health Condition form
is needed for FML and the medical conditions for yourself and/or child. This form is available
via the provided link or through your assigned Leave administrator. Once your completed
forms are returned, your Leave administrator will provide information about your FML
eligibility and FML rights.
• Plan on providing status reports to your supervisor, including your expected return to work
date.
• If you have Short Term Disability, contact Unum or Integrated Absence Management and
Vocational Services to apply for disability benefits.
8. What must I do to return to work from leave?
The amount of leave to be taken should be discussed and agreed upon with your supervisor before the
event. Following the birth, confirm with your supervisor the exact date of your return. If you were on an
extended leave due to your medical condition, be sure to acquire a medical statement indicating your
return to work date and any request for accommodations from your physician. It is recommended that
you provide your supervisor with at least two weeks’ notice before returning to work.
You must also request your return from leave in Workday.
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“I am a new parent (non-birthing parent, domestic partner, adoptive parent, or foster
parent).”
1. How much leave time am I entitled to and how will I be compensated?
New parents who are a non-birthing parent, domestic partner or adoptive parent and are employed in a
position with a full-time equivalency (FTE) of 75% or greater are eligible for six weeks of parental time off. The
time off may be used at any time during the FML eligibility period. Foster parents are not eligible for the
parental time off benefit. New parents (non-birthing parents, domestic partner, adoptive parent and foster
parent) who meet the criteria for FML, may also use any of their accumulated vacation or compensatory time
to be paid and extend their leave up to the full 12 weeks of FML. Refer to the chart of examples at the end of
this section to illustrate how these leaves and time off’s work together.
2. What if I don’t have enough paid time off to be paid during my twelve weeks of FML?
If you qualify for FML, but do not have enough vacation or compensatory time off balances available for
the remaining six weeks of FML after your parental time off is exhausted, you may take the remainder
of the FML qualifying time as unpaid time off. Information on how an unpaid time off will affect your
benefits is located in the Benefits Available While on a Leave of Absence section of this guidebook.
3. Can I take time off beyond the 12 weeks?
You may take time off beyond the 12 weeks with approval from your supervisor. The following chart
outlines your options, depending on the reason for the leave.
You are taking
leave beyond
twelve weeks due
to
Example
You will continue to
receive compensation by
using
You do not have enough accrued time
1
PERSONAL
Reasons
You have decided to
spend more t
ime
with your newborn.
Accrued vacation or
comp time
You may request an unpaid personal leave
of absence, approval is at the discretion of
your supervisor.
MEDICAL
Reasons for
immediate family
member
Your baby has
developed a serious
health condition.
Accrued sick time should
be used first and then
vacation or comp time
You may request an unpaid personal leave
of absence and must provide medical
documentation; approval is at the discretion
of your supervisor.
Any unpaid time off may have a significant effect on your benefits (see the Benefits section of this
guidebook for additional information). It is recommended that you contact your unit human resources
professional or HR Connection before your leave begins (see contact information on page 2).
4. Can I take 12 weeks of leave even if I don’t qualify for FML? How will I be compensated?
You may be eligible for medical leave or personal leave, depending on your situation.
To be compensated during an approved leave, you may qualify for parental time off. You may also
qualify for sick time if a medical situation exists. If you do not qualify for parental time off or sick time,
then you may request vacation and/or compensatory time then you may request unpaid time off, subject
to approval by your supervisor.
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5. If I qualify for FML, can I divide up my 12 weeks of leave?
For example, I would like to take one week right after the birth/adoption and then take two additional
weeks several months later.
If you qualify for FML, you may divide up your total 12 weeks within the first year after the birth, adoption
or foster care placement of your child. If you would like to take your remaining FML allotment after the
first 12 weeks, you should negotiate this with your supervisor in a timely manner.
6. If I qualify for FML, can I choose not to use my leave time as FML?
Having a baby is one of the qualifying events under FML. Leave time taken for this event, by an
employee who meets the eligibility criteria, must be designated as FML, pursuant to federal regulations
and university policy.
7. How do I request a leave and what forms do I need to complete?
Once you know that you will need to take time off for the birth of your child or placement of your
adoptive or foster child you will need to:
• Notify your supervisor of approximately when you will be off work and for how long.
• Request your Family and Medical Leave (FML) via Workday.
• Enter your paid time off requests via Workday to run concurrently with your FML or Medical Leave.
• Provide necessary documentation to your assigned Human Resources Leave administrator:
• Medical Certification of Healthcare Provider for Family Member’s Serious Health Condition
form is needed for FML and the medical conditions for your spouse/partner and/or child.
This form is available via the provided link or through your assigned Leave administrator.
Once your completed forms are returned, your Leave administrator will provide information
about your FML eligibility and FML rights.
• Adoption Decree if adopting.
• Individual Child Care Agreement if becoming a foster parent.
• Plan on providing status reports to your supervisor, including your expected return to work
date.
• If you have Short Term Disability, contact Integrated Absence Management and Vocational
Services to apply for disability benefits.
8. What must I do to return to work from leave?
Negotiate your leave time with your supervisor before the event. As soon as possible, following the
birth or child event, notify your supervisor of the exact date of your return. You must also request
your return from leave via Workday.
Specific calculations for exact balance upon return to work include this formula:
Current Balance
– Sick, Vacation, Compensatory Time Used for Leave
Total
+ Time Earned during Leave
Balance upon Return
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Example
• Sally, a full-time custodial worker is pregnant.
• During the course of their pregnancy, Sally had many pre-natal visits. Most of the visits were
scheduled during their off-hours; however, at the time of delivery, they had used a total of 8
hours of FML for pre-natal visits.
• Sally would like to take the rest of their 12 weeks off after delivery.
Current Time Off and Leave
Balances
Sick – 9 weeks Vacation – 4 weeks Comp Time – 1 week FML – 11 weeks and 4 days
How Employee Will Manage
Leave
According to Sally’s current time off balances, from their delivery date they will first take
6 weeks of parental time off. Sally will then take 5 weeks and 4 days of sick time to
complete their 12 weeks of FML.
Approximate Balances
Upon Return to Work
Sick – 3 weeks
Vacation – 4 weeks Comp Time – 1 week FML - exhausted
Sally will be utilizing paid time off during their entire leave and therefore will continue to accrue
sick and vacation time while on leave just as if they were working. If Sally had elected Short
Term Disability (STD) coverage before their pregnancy, filed a claim and been approved, they
could have saved some of their sick time and their sick time balance upon return to work would be
greater. See “Other Benefits” section of this guidebook for more information.
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Classified Civil Service Staff - Example Using Leave Time
Unclassified Staff – Example Using Leave Time
Example
•
Ahmed is a full-time accountant.
• Ahmed had a difficult year because their aging mother needed help after a major surgery and Ahmed missed
2 weeks of work for this.
• Ahmed’s partner is expecting their first baby and Ahmed would like to take 12 weeks off from work once
the baby is born.
CurrentTime Off and Leave
Balances
Sick – 4 weeks
Vacation – 1 week
Comp – 0
FML – 10 weeks
HowEmployee willManage
Leave
Because Ahmed has already used 2 weeks of their 12-week FML allotment they are only entitled to 10 more
weeks of FML. Ahmed may receive up to 6 weeks of parental time off which will run concurrently with their
remaining 10 weeks of FML allotment. After the 6 weeks of parental time off and FML, Ahmed will have 4
weeks of FML remaining. Ahmed may utilize paid time off during the 4 remaining weeks of FML by using
vacation or compensatory time and then using unpaid time off. Any time taken after the FML allotment is at
the supervisor’s discretion.
ApproximateBalances
Upon Return to Work
Sick – 4 weeks
Vacation – 0
Comp Time – 0
FML - exhausted
Ahmed will continue to accrue sick and vacation time while utilizing paid time off, but will not accrue time off during
the unpaid time off.
Unclassified Staff – Example Using Leave Time
Example
•
Margaret is a part-time systems specialist, working 35 hours a week.
•
Margaret and their partner are adopting a baby. Margaret would like to take 8 weeks off to be with the new baby.
CurrentTime Off and Leave
Balances
Sick - 13 weeks Vacation – 2 weeks Comp Time – N/A FML – 12 weeks
How Employee Will Manage
Leave
Margaret may receive up to 210 hours (six 35-hour weeks) of parental time off. They will also be able to
use 2 weeks (35 hours each) of vacation, thereby giving 8 weeks of paid time off while on FML.
Note: If Margaret desired more time off, they are entitled to the remaining 4 weeks of FML off as unpaid
leave, for a total of 12 weeks of FML.
ApproximateBalances Upon
Return to Work
Sick – 13 weeks
Vacation – 0
Comp Time – N/A
FML – 4 weeks
Margaret will continue to accrue sick and vacation time while utilizing paid time off, but will not
accrue time off during unpaid leave if they choose to remain off work beyond 8 weeks.
Faculty – Example Using Leave Time
Example
•
Jackie is a 9 month faculty member, who is having a baby during fall semester.
•
Jackie would like to take the rest of fall semester off, which would be about 2 weeks and all of spring semester
CurrentTime Off and Leave
Balances
Sick – 5 weeks
Vacation – N/A
Comp Time – N/A
FML - 12 weeks
How Employee Will Manage
Leave
Since Jackie is teaching fall semester, they have arranged with their unit chair to have another faculty member cover
the last 2 weeks of classes for fall semester when they are due to deliver. This time will be designated as FML and
they may use 2 weeks of parental time off to be paid for this time. To avoid using leave time, Jackie has arranged with
the chair to modify duties from classroom teaching obligations in the spring and instead focus on developing new
curricula and course materials for course(s) to be taught in the fall. Time spent working on developing new curricula
and course materials either at home or in the office will not be designated as FML time. If Jackie choses to not modify
duties from classroom teaching obligations and instead remain on a continuous leave they may do so for the
remainder of their FML eligibility which is 10 weeks.
ApproximateBalances
Upon Return to Work
Sick - 5 weeks
Vacation – N/A
Comp Time – N/A
FML – 10 weeks
Jackie will continue to accrue sick time during their entire leave.
NOTE: If a newborn, adoptive, or foster child has a medical condition supported by medical documentation, sick time may be used for the
amount of time specified by the physician, instead of vacation or compensatory time.
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Accommodations for Pregnant Workers
In accordance with federal law, Ohio State University is committed to providing reasonable accommodations to
pregnant workers with limitations related to pregnancy, childbirth, or related medical conditions. If you require
an accommodation due to pregnancy, please submit a Workplace Accommodations Request via HR
Connection.
Health Benefits
Health Plan Benefits
If you are enrolled in university health coverage, there are several items to remember. You must enroll your
child in health coverage within 30 days of the birth, adoption or placement. You should review the out-of-
pocket expenses that you will be responsible to pay. Consider enrolling in Buckeye Babies for support (see
below).
Precerti
fication for Birth
Regardless of which university-sponsored health plan you are enrolled in, you or your physician must contact
OSU Health Plan, Inc
. (see contact information via lin
k provided or on page 2 of this publication) to obtain pre-
certification prior to delivery. Your physician may provide paperwork at the first office visit to take care of this
process. Completing the necessary paperwork beforehand will ensure a smoother admission process at the
time of delivery.
Medical Benef
its
Depending on y
our medical plan, you may be responsible for a copay, deductible or coinsurance. It is important
to understand the guidelines of your particular plan prior to the birth. If you are enrolled in an Ohio State medical
plan, please refer to your Medical Plans – Specific Plan Details for plan guidelines or visit hr.osu.edu.
Prenatal Care
It is important to begin your prenatal visits and care early in your pregnancy. All of the university’s health plans
provide prenatal coverage. Some plans have a copay that is paid upon the first doctor’s visit and others have a
deductible and coinsurance. Please refer to your Medical Plans – Specific Plan Details for plan guidelines or
visit hr.osu.edu.
Lactation Support
You will have access to a lactation consultant during your hospital stay regardless of what health plan you are
enrolled in or where you deliver your baby. The consultant will help with questions or concerns regarding
nursing and can be a valuable resource even after you return home from your hospital stay. Additionally, the
hospital will provide instructions on how to care for yourself and baby, including bathing, changing and feeding
your little one. Your pediatrician and OBGYN will continue to be great resources for questions about care and
development of your baby and your recovery.
Lactation
sites are available around campus and the medical center to aid in a birthing parents desire to
continue nursing upon their return to work. Consult Human Resources for the nearest lactation site or for
information on pumping at work if a formal lactation site is not located near your worksite.
OSU Health Plan Buckeye Babies
The Buckeye Babies program from OSU Health Plan and Your Pla
n for Health (YP4H) offers free support to
expectant birthing parents from early pregnancy through delivery and post-partum. All services are
complimentary and confidential. When you participate in Buckeye Babies, a licensed nurse well-versed in
maternal-child health care will be with you every step of the way. They will answer any questions you have,
guide you through the initial stages of breastfeeding and infant care, and even help post-partum. Special
support is available to birthing parents with complicated pregnancies. Buckeye Babies also offers a variety of
classes to help you and your family prepare for your new addition.
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Home Visit
You may have an option for a home visit from a registered post-partum nurse. At this visit, the nurse will
assess mother and baby for general health, care, feeding, questions and concerns.
Adding a Child to your Health Plan
You have 30 days following the birth, adoption or placement to add the child to your medical, dental, and life
insurance plans. It is your responsibility to enroll your child through Workday. Once the completed enrollment
and other necessary documentation of the family status change have been received by Human Resources,
medical expenses as per plan guidelines will be covered back to the qualifying event date.
Tax Considerations
You may want to consider changing the exemptions on your tax form (W-4 Form). Changes can be made
through Workday.
Well-Child Care
All of the university health plans provide coverage for well-child care including physical examinations,
immunizations and vaccinations. The number of well care visits is determined by the child’s age. Refer to
your Medical Plans – Specific Plan Details document at
hr.osu.edu.
Benefits Available While on a Leave of Absence
When planning a leave of absence, you should consider your health coverage for the time period you will not
be working. The manner in which your health care premium and/or coverage are paid will depend upon the
type of leave you are taking and if you are utilizing paid time off during your leave. Please refer to the
following list to better understand this process.
Family and Medical Leave (FML) (Utilizing paid time off for the duration of your leave)
If you are eligible for FML and enrolled in a university-sponsored health plan prior to your leave and you use
accumulated parental time off, sick time, compensatory time and/or vacation time, your benefits continue as
if you were working. (See FML section of this guidebook for further information regarding FML eligibility.)
Fam
ily and Medical Leave (FML) (If you are not utilizing paid time off for the duration of your leave)
If you are eligible for FML and are not utilizing paid time off while on leave, you will need to pay the
applicable employee contribution rates to continue to receive the same elected university benefits (e.g.
medical, dental, vision) as when you were actively working. You will be responsible for the cost of any
voluntary benefits in which you are enrolled at the time of your leave.
1
You will be billed for the premiums.
(See FML section of this guidebook for further information regarding FML eligibility.)
Unpaid Medical Leave
If you are not eligible for FML and are not utilizing paid time off while on leave, you will need to pay the
applicable employee contribution rates to continue to receive the same elected university benefits (e.g.
medical, dental, vision) as when you were actively working. You will also be responsible for the cost of any
voluntary benefits in which you are enrolled at the time of your leave.
1
You will be billed for the premiums.
Unpaid Personal Leave
If you are taking an unpaid personal leave you will need to pay the applicable employee contribution rates to
continue to receive the same elected university benefits as when you were actively working.
Refer to Benefits Continuation while on Family Medical or Military Leave of Absence for additional
information.
1
Voluntary benefits = Voluntary Group Term Life Insurance (VGTLI), Short Term Disability (STD)
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Other Benefits
As you think about adding to your family, there are additional Ohio State benefits that may apply to you. The
following section will explain these additional benefits.
Adoption Assistance
If you adopt a child, the university may reimburse a portion of your adoption costs for each adopted child for
eligible adoption-related expenses to eligible faculty and staff. This reimbursement will occur after the child
has been placed in your home.
Eligibility
Faculty or staff (A&P, Sr. A&P, CCS and Associated Faculty) in a position of 50% or greater may use this
benefit immediately upon appointment to an eligible position. The benefit can be used for eligible adoption-
related expenses incurred after your eligible appointment commences. Eligibility ends if you transfer to a non-
eligible position or leave university employment. If two adopting parents of the same adopted child are both
eligible for adoption assistance, the maximum is capped. Adopted children must be under 18 years of age and
may not be biologically related to either parent. Adoptions made through public, private, domestic,
international and independent means are also eligible.
How to Receive the Benefit
Upon placement of the child in your home, complete the Adoption Assistance claim form. This form is
available from HR Connection or can be obtained from the OHR web site at hr.osu.edu. Submit this form along
with a copy of the adoption placement certificate or final adoption decree and all eligible receipts. Receipts
must be in U.S. dollars. Faxed copies of the completed Adoption Assistance claim form are not acceptable.
Reimbursable Services
Most expenses directly related to the adoption are reimbursable, including:
• Agency and placement fees
• Legal fees and court costs
• Required medical expenses for child prior to adoption (including immunizations)
• Immigration fees
• Translation services
• Transportation and lodging expenses
Examples of non-reimbursable expenses include:
• Medical examination fees for adopting parents
• Cost of personal items such as clothing and food for either the parents or the child
• Expenses incurred prior to eligibility for the program
Tax Implications
Reimbursement for adoption related expenses will be included in your regular pay. State tax will be deducted
from this amount. You are responsible for any federal tax implications at the time of annual filing.
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Infertility
The university’s medical benefit plans provide for examinations and procedures for infertility. This coverage is
provided only to individuals who have a medical reason of infertility. It does not cover reversal of elective
sterilization, i.e., tubal ligation or vasectomy. Coverage is provided per medical plan guidelines that are stated in
your Medical Plans – Specific Plan Details
. For further details please contact OSU Health Plan (see contact
information on page 2).
Flexible Spending Accounts (FSA)
The university offers options to use pre-tax dollars to pay for certain health and dependent care expenses
through Flexible Spending Accounts (FSA). This plan allows you to contribute, through pre-tax payroll
deductions, to a Health Care and/or Dependent Care Flexible Spending Account. You may then request
reimbursement from your account with an itemized receipt and an FSA Request for Reimbursement form.
Participating in an FSA can result in significant tax savings. The deductions are taken from your paycheck on a
pre-tax basis. After eligible services are received, you may request a reimbursement from the account(s). For this
program to be financially advantageous, it is necessary that you estimate as accurately as possible your health
care and/or dependent care expenses for the plan year. Any unused funds in the FSA at the end of the plan year
will be forfeited per IRS guidelines.
You must enroll for this option within 30 days of a family status change or during an annual open enrollment
period.
Dependent Care FSA
The Dependent Care FSA is used for dependent care expenses that are incurred during your work hours. This
can apply to a day care facility or in-home care for dependents under age 13, or care for an adult dependent that
is physically/mentally incapable of self-care. The FSA Dependent Care
request for reimbursem
ent process must
be completed.
The childcare provi
der cannot be your child under age 19, or anyone else you or your spouse can claim as a
dependent for tax purposes. You will be required to report the Tax ID number or social security number of your
dependent care provider.
Dependent Care FSA may not be advantageous for all employees. Greater tax savings may be gained by
claiming available tax credits on both the state and federal tax return. To determine which is more advantageous
for you, consult a tax advisor for assistance.
Health Care FSA
The Health Care FSA can be used for eligible health care expenses that have not been paid by your health
coverage. Eligible services must be received and paid during the benefit plan year. Some examples of eligible
expenses for you and your dependents may include:
• Deductibles, copays and coinsurance amounts
• Services with age restrictions, such as orthodontia for adults over age 19
• Services with frequency restrictions, such as dental cleanings, eye glass frames, second pair of eye
glasses and disposable contacts
• Hearing care expenses
• Expense for braille books and magazines
• Costs for specialized telephones and televisions for the hearing-impaired
For a full listing of eligible and ineligible expenses, visit FSA Online at
hr.osu.edu.
The FSA Health Care request for reimbursement process must be completed. The Health Care FSA cannot be
used to reimburse the cost of health contribution rates, which are already a pre-tax deduction for faculty and staff.
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Please refer to the Flexible Spending Accounts – Specific Plan Details online for more information about FSAs.
Reimbursement
If you have a Health Care FSA, your Health Care Flex Card eliminates the need to file a claim. Swipe your
card at the point of service. In most cases, this is all you need to do, but you may be asked for receipts, so be
sure to save them.
Please visit HR Connection for additional information.
The money reimbursed from your FSA is paid directly to you. It is your responsibility to pay the service provider
for the incurred expense. Reimbursement from an FSA is currently not subject to taxation.
If you are interested in a Flexible Spending Account refer to the BenefitsOverview for Faculty and Staff document or at
hr.osu.edu.
Short-Term Disability Insurance
The Short-Term Disability (STD) benefit is an optional program that is designed to provide disability income
benefits after a 30-calendar day waiting period. Enrollment for the STD coverage is voluntary and you pay the
after-tax premiums. STD is a non-taxable income benefit.
Eligibility
Your eligible appointment must be 50% full-time equivalent (FTE) or greater. Faculty and staff who are eligible for
the university provided Long-Term Disability (LTD) benefit, are eligible to elect the optional STD coverage.
Note: Faculty and staff of university-affiliated groups are not eligible for STD coverage.
Benefit
You m
ust contact the disability carrier in order to initiate a claim for STD. It is not filed automatically for you. If
your claim is approved and you have met the 30-day waiting period, you will receive 60% of your gross monthly
wage base up to a maximum benefit of $5,000 per month. If you have a Cesarean section, you will be considered
disabled for a minimum period of 8 weeks beginning on the date of your Cesarean section unless you return to
work, as determined by your physician, prior to the end of the 8 weeks. If you have a vaginal delivery, you will be
considered disabled for a minimum period of 6 weeks beginning on the date of your vaginal delivery unless you
return to work, as determined by your physician, prior to the end of the 6 weeks.
Example
Jane is a three-year staff member who is pregnant and has a vaginal delivery. Jane has previously elected
STD coverage. Given Jane’s length of service and hours worked they are also covered under FML and eligible
for Parental time off. Jane chooses to supplement the 60% STD benefit with 25% of their vacation hours
submitted for pay. Jane chooses to stay off work for the full 12 weeks of FML to bond with their baby. The
following describes how Jane will be paid using leave benefits and STD:
Leave Benefit Program Percent Paid
First 4 weeks FML and parental time off 100%
Day 31-42
(approximately
weeks 5 and 6)
Jane will use FML and STD. Jane has a med
ical condition that
qualifies them to apply for STD benefits. Jane will be
considered disabled for 6 weeks from the date of the vaginal
delivery. Jane has chosen to supplement the STD benefit with
available vacation. Deductions for elected benefits will be
taken from their university paycheck.
60% of gross base pay for STD benefit.
Vacation hours paid minus deductions.
Weeks 7-8 FML and parental time off. 100%
Weeks 9-12 FML and sick, vacation, compensatory leave time and/or unpaid
time off.
100% or unpaid
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Note: retirement, health care and other deductions will be withheld from sick time, vacation and/or comp time pay.
If you are currently enrolled in STD coverage, contact Unum at 1-866-245-3013 to initiate the STD Claim.
Contact Integrated Absence Management and Vocational Services (IAMVS) via HR Connection for questions
related to STD coverage and benefit coordination with parental time off to maximize both benefits properly. Refer
to the Short Term and Long Term Disability Specific Plan Details for additional information.
Voluntary Group Term Life Insurance (VGTLI)
Voluntary Group Term Life Insurance is an additional, optional life insurance coverage that provides term life
insurance benefits for you and your dependents. This is in addition to the university-provided group term life
insurance benefit.
Elig
ibility
Y
our eligible appointment must be at least 50% FTE. Refer to the Benefits Overview for Faculty and Staff
document or at hr.osu.edu.
Cost
You are responsible for the premiums on an after-tax basis. The rate is based on your age and will increase as
you reach each qualifying age. It is also based on whether you are a tobacco user. This benefit is subject to the
age reduction formula, meaning that beginning at the age of 65, benefits are reduced. VGTLI after-tax rates are
available at hr.osu.edu/benefits/rates
.
Issues Specific to Faculty
Faculty members are eligible for parental time off. To take formal leave beyond parental time off, you may use
sick time, vacation (applies only to faculty on 12 month appointments) or unpaid leave as described in the Leave
Section of this guidebook. Explanation of unpaid leave is available in the Unpaid Leave policy 6.45. Use of paid
or unpaid leave is generally necessary to be on leave with no assigned duties.
Modifying Your Schedule
The initial time demands of a new addition to your family may in some cases be accommodated by a
rearrangement of your academic duties in place of taking a leave or in conjunction with one.
Any request to modify your schedule must be discussed with and approved by the head (e.g. unit chair, school
director or dean) of your tenure-initiating unit (TIU). Requests are reviewed on a case-by-case basis.
Some colleges, usually those with flexible curricula, have policies for reducing or rearranging teaching load in
response to a faculty member's new parental responsibilities. In other colleges, course schedules and other duties
such as clinical or outreach responsibilities, are determined on the basis of relatively inflexible curricula and staffing
that require specific faculty expertise. In such situations, schedule rearrangement is more difficult and requires as
much advance planning as possible.
During the semester before or after the birth or placement of your child, possibilities for schedule modification
include but are not limited to:
• Reducing to some degree your structured teaching assignment and increasing research or service
responsibilities, thereby leaving your total workload about the same but creating more flexibility with regard to
schedule and work location.
• Shifting courses that cannot be taught by other faculty to another semester or term. In such cases, chairs
should give careful attention to overall workload, with the goal of reducing formal course instruction over the
course of the year in which the leave is taken.
• Shifting your off-duty months (applies only to nine-month faculty). For further guidance on off-duty time, see
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Section III of the FAQ on semester appointments at
oaa.osu.edu/assets/files/documents/SemestersFacultyAppointments.pdf.
If you desire to reduce your appointment but remain in a tenure track position, review Faculty Rule 3335-5-19
(Section A) and discuss your interest in a part-time tenure track faculty position with the head of your TIU. This part-
time status can also lead to an extension of the mandatory promotion and tenure review year; see the section on
part-time faculty below.
Stopping the Tenure Clock
Ohio State’s faculty rules guarantee that all probationary regular tenure-track faculty members are entitled to stop
the tenure clock for one year when they become parents through the birth of a baby or adoption of a child under the
age of six. Faculty who are new parents should notify their chair about the birth or adoption by filling out the form
listed below. Those who wish to decline the extra year should also fill out a form, which is also described below.
These requests are guaranteed to be approved unless a non-renewal of appointment notice has already been
issued or if the request is received after the TIU has initiated the mandatory promotion and tenure review process.
This exclusion of time may be requested in one-year increments for each birth or adoption of a child under age six.
The faculty rule defining this exclusion (3335-6-03 D.1) is available at
http://trustees.osu.edu/rules/university-
rules/chapter-3335-6-rules-of-the-university-faculty-concerning-faculty-appointments-reappointments-promotion-
and-tenure.html.
• This extension is guaranteed to be approved.
• Requests to adjust the tenure clock must be submitted:
- within one year following the birth or adoption;
- prior to the beginning of the year of the scheduled mandatory tenure review;
• To the head of your TIU (unit or college) and then forwarded by the TIU to the dean and the Office of
Academic Affairs on the notification form available at
oaa.osu.edu/assets/files/documents/Form111.pdf.
Further information about all requests for exclusion of time from the probationary period is available in the Office
of
Academic Affairs Policies and Procedures Handbook online at
oaa.osu.edu/handbook.
Under Faculty Rule 3335-06-03 (D) it is also possible to request a stop of the tenure clock due to adverse events
beyond the faculty member's control that seriously impede academic productivity. The maximum amount of time
that may be excluded from the probationary period for any reason is three years.
Issues Specific to Staff
Birthing Parent Using Flexible and Alternative Scheduling
Sally has been at the university for 10 years and is a biweekly paid Office Associate who delivered a baby in
January. Prior to the 12-week FML absence, Sally proposed an alternative work schedule to their supervisor to
be implemented when they returned. Sally and her supervisor worked together to create an alternative work
plan combining part-time, flex time, and alternative work site components to allow more time at home with the
baby.
They agreed to the following plan:
Work schedule: Part-time work – 30 hours a week total. Monday, Wednesday, and Friday 7:30 a.m. – 4 p.m. in
office (30-minute lunch break). Six hours per week at home reconciling accounts and transcription, to be worked at
Sally’s discretion. The plan will be evaluated the first of June for effectiveness; changes will be made if necessary.
Holiday pay will be earned at the prorated amount. Sally will bring all work performed at home to work on
Mondays and will review it with the supervisor. If Sally or her baby is ill and Sally is unable to complete six
hours of work at home, the time will be charged to available sick time. A time sheet will be kept and given to the
supervisor every other Friday. Sally and the supervisor post Sally’s work schedule and how Sally can be
contacted at home. An e-mail is sent to a list of contact people who need notified of the change. Sally’s
benefits, health care premiums and wages are adjusted to reflect part-time appointment.
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Non birthing parent/Other parent Using Intermittent and Compressed Schedule
Stan is a recently hired monthly paid Administrative Associate. Stan's partner is pregnant and expecting their
baby on July 1. Stan has informed their supervisor of the event. Stan plans to take time off after their partner
returns from maternity leave to their job. Stan's partner’s leave ends mid-August. Stan has initiated a leave
request via Workday and provided the proof of birth to IAMVS.
FML is not available to Stan since they have not been employed at Ohio State for one year. Stan is entitled to
utilize 6 weeks of parental time off to bond with their new baby. Stan is entitled to use accrued vacation or
compensatory time or at the discretion of their supervisor.
After s
ix weeks of being on leave, Stan and his partner are scheduled to return to work, however, there is a
problem with daycare on Wednesdays. Stan works with his supervisor to create a compressed workweek for the
following six weeks, during which time it is expected that the daycare issues can be worked out. Stan works four,
10-hour days, Mondays, Tuesdays, Thursdays, and Fridays for the following six weeks. A plan is created that
details many important considerations about the compressed schedule. The plan is agreed upon and signed by
Stan and the supervisor with the understanding that the plan can be reevaluated at any time by Stan and/or the
supervisor. After six weeks the day care issue is resolved, and Stan returns to their normal work schedule.
Adoptive Parents, Both Ohio State Employees Using Reduced Appointment Schedule
Sue and Steve are married, monthly paid staff. They adopted a child and received the Adoption Assistance
benefit. Both are eligible for FML and parental time off, so each may receive six weeks of parental time off.
Sue decides that they would like to alter their schedule for the next twelve weeks to extend their parental time
off. Sue and her supervisor have agreed that Sue will work 20 hours per week and request parental time off for
the remaining 20 hours per week. Under this arrangement, Sue will be able to extend parental time off over
twelve weeks instead of six weeks to allow for additional bonding time with the child and medical appointments
for the child. Sue's health care benefits remain the same.
Resources
Child Care Center, hr.osu.edu/child-care-program/
Flexible Work Policy 6.12, hr.osu.edu/public/documents/policy/policy612.pdf
Office of Academic Affairs, oaa.osu.edu
Human Resources, hr.osu.edu
The Women’s Place, womensplace.osu.edu
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