The State of Oregon has mandated a new program called Paid Leave Oregon, which will provide paid leave for the birth or adoption of a child, an employee or family member’s serious illness or injury, or for employees experiencing sexual assault, domestic violence, harassment, or stalking. The University of Oregon’s Paid Leave Oregon program will be administered by The Standard and will be called Oregon Paid Family and Medical Leave.
What You Need to Know Now
- Contributions will begin in September of 2023 through payroll deduction.
Employees will see their first payroll deduction for this program on their September paycheck.
The contribution rate matches the State plan as a percentage of wages and is set at 1 percent for 2023 up to a maximum. The rate is jointly funded by the employee and the university. The employee pays 60% of the tax and the UO pays 40% on their behalf. For example, if an employee's gross pay totals $1,000 dollars, then the tax is 1% of the $1,000, which means the employee pays $6, or 60% of the tax rate, and the UO pays $4, or 40%.
- The Standard, our contracted provider, will be the first point of contact for claims processing.
Employees initiate the claims process by contacting The Standard directly to initiate a claim. Once eligibility and qualifying claims status are confirmed, The Standard will notify the UO Benefits Office for further processing. Refer to the claims section for more information.
As a reminder, The Standard is our disability insurance provider with experience managing similar plans. They are well positioned to provide accurate and timely service and claims processing support for our employees.
- All employees working in the state of Oregon are eligible as of their date of hire.
Employees working and residing out-of-state are ineligible. Job protection is available for employees employed by their employer for at least 90 days before taking leave.
By contracting with The Standard as a third-party administrator, contributions are not required until benefits become available in September 2023. The university and employees share the cost of the paid leave program.
Rate and Payroll Deduction
The contribution rate matches the State plan as a percentage of wages and withheld through payroll up to a wage maximum.
- The rate for 2023 is 1% of total wages.
- The rate is jointly funded by the employee and the university. The employee pays 60% of the tax and the UO pays 40% on their behalf.
For example, if an employee's gross pay totals $1,000 dollars, then the tax is 1% of the $1,000, which means the employee pays $6, or 60% of the tax rate, and the UO pays $4, or 40%.
- At this time, the maximum employee wages subject to contributions is set at $132,900.
Employees work directly with The Standard to initiate a claim and throughout the claims process. Employees should not file a claim with the State of Oregonas this creates delay in notifications and processing.
Steps to initiating a claim:
- Notify supervisor of time off as soon as possible. Thirty days prior to leave beginning is preferred.
- Contact The Standard to initiate the claims process by calling 1-800-242-1888. The following information will be requested:
- Employer Name: University of Oregon
- Group Policy Number: 762384-Z
- Name & Social Security Number
- Last day you were at work or plan to work
- Reason for leave
- Estimated duration of your leave
- The Standard's claims representative will spend 10-15 minutes collecting information and setting up a claim.
- Employee will have one single point of contact for all their PFML activity.
- Employees will receive requests for information and certification of the leave request from The Standard by mail.
- Complete packet and return to The Standard as instructed by the intake agent within 30 days.
The Standard will notify the UO Benefits Office when a claim is initiated, and the Leave Coordinator will provide employment verification and other information as requested by The Standard representatives to facilitate the claims process.
- Complete requests from Leaves Coordinator related to the confirmation of PFML leave in a timely manner. Request for information will include:
- Employee information
- Employee department information
- Employee leave information
- Top-off designation to utilize accrued leave (I.e. vacation or sick)
- If top-off designation is elected, ensure that the top-off information is recorded in timecard or monthly leave reporting
- If an employee does not choose to “top-off” their PFML benefit, employee will be sent a self-pay notice for benefits continuation. Employees are required to submit payment to UO Benefits Office each month to maintain benefits continuation.
- Communicate return to work status to The Standard and to supervisor throughout the life of the claim.
- Contact firstname.lastname@example.org for questions regarding a specific PFML claim.
After reviewing this information if you have further questions, please contact the Leaves Coordinator in Human Resources for more information at email@example.com.
Once an employee files a claim, there is a coordinated process involving The Standard, the UO Benefits Office, Payroll Department, and the employee's department representatives and supervisor. The following outlines the role and responsibilities of each office.
- Request employment and wage verification from UO Benefits Office.
- Determine employee’s eligibility and benefit payment amount.
- Collect required supporting documentation from the employee and healthcare provider.
- Notify UO Benefits Office of approval or denial decision for claims and provide updates to UO Benefits Office for any active PFML claims.
UO Benefits Office
- Notify units of claim submission.
- Review eligibility for FMLA (Family and Medical Leave Act), OFLA (Oregon Family Leave Act), or other UO leave programs.
- Request additional information from employee or unit, when necessary.
- Notify employee, units, and payroll of claim information.
- Employee Name and UO ID
- Leave begins and leave end dates
- Claim frequency (intermittent or continuous)
- Provide claim updates as appropriate
- Claim closure notification
- Additional leave resources, if needed (ADA, LWOP (Leave without Pay), etc.)
UO Payroll Office
- Process leave status in Banner to include leave begin, leave modification and leave end date.
- Reduce FTE, if necessary, in Banner to prevent overpayment.
- Process leaves balance reduction in Banner per employee top-off authorization.
- Process adjustments to pay if necessary.
- Respond to requests from, and provide information to, UO Benefits Office.
- Ensure employee completes and submits accurate monthly timesheet.
- Direct employees to firstname.lastname@example.org if they have questions.
- Important: departments do not need to submit PRFs for PFML. The PFML process is being handled between the UO Benefits and Payroll office.
The employer is required to post the Oregon Paid Family and Medical Leave poster in the workplace: