Please note: You are viewing the unstyled version of this website. Either your browser does not support CSS (cascading style sheets) or it has been disabled. Skip navigation.

Short -Term Disability

  Email    Print  PDF  Change text to small (default) Change text to medium Change text to large

Policy Information
  • Issue Date: January 1, 2008
  • Revision Date: April 13, 2009
  • Primary Contact: Director of Human Resources
  • Responsible Member of Directorate: Vice President for Finance & Administration
  • Responsible Office: Human Resources
Policy Statement
The Woods Hole Oceanographic Institution provides disability income protection to regular employees and benefit-eligible temporary employees who are not able to work due to a non-occupational illness or injury.  This coverage consists of Occasional Illness, Short-Term Disability (STD), and Long-Term Disability (LTD).  Work related illnesses or injuries are covered under Workers Compensation.  Masters and Crew Members of research vessels are covered under the Institution's Seamen's Protection and Indemnity plan.

Reason for Policy
The Institution wants employees to fully understand their rights to paid time away from work while, at the same time, placing reasonable limits to ensure that business needs are met and that all eligible employees are treated equitably.

Contents
Policy Information
Policy Statement
Reason for Policy
Who Should Be Familiar With This Policy
Related Documents
Contacts
Definitions
   Benefits-Eligible Temporary Employee
   Health Care Provider
   Long-Term Disability
   Regular Employee
Overview
   Purpose
   Salary Continuation
   Effects on FMLA
   How to Initiate a Claim
   Intermittent Short-Term Disability
   Return to Work
   Restricted Duty
   Status of Benefits While on Short-Term Disability
Approval


Who Should Be Familiar With This Policy
  • Eligible Employees
  • Managers, Supervisors, and Administrators
  • Human Resources Staff
  • Payroll Staff


Related Documents
 
 Institution Policies
 Other Documents
 Paid Absences
 CIGNA's "How to Report a Disability Claim"
 Long-Term Disability
 
 Marine Crew Member Procedures
 


Contacts

If you have questions about specific issues or need assistance with the interpretation of this policy, contact:

Benefits Specialist ................. x3743 or x3763

Benefits Manager .................. x2217



Definitions
These definitions apply to these terms as they are used in this policy.

Benefits-Eligible Temporary Employee A temporary employee expected to work at least forty (40) hours per pay period with an appointment for twelve (12) or more consecutive months.  Benefits-eligible temporary employees are eligible for the same full benefits as regular employees.
Health Care Provider A primary care physician or other healthcare professional that helps in identifying, preventing, and/or treating illness or disability
Long-Term Disability Salary continuation at 60% for qualified employees whose illness or injury prevents them from working beyond six (6) months
Regular Employee An employee expected to work at least forty (40) hours per pay period for an indefinite period of time that may continue for twelve (12) consecutive months or more. 

Overview
Purpose

The purpose of Short-Term Disability (STD) is to protect the income of regular employees or benefits-eligible temporary employees during periods of prolonged (more than 7 calendar days) illness or injury that is not work related. 

Salary Continuation

The amount of salary continuation is based on an employee’s status and length of service to the Institution and can last for as long as twenty-six (26) weeks.  The first seven (7) calendar days are covered by the Institution’s Occasional Illness benefit. 

STD Income:

 Years of Service
 100% of Pay
 60% of Pay
 Less than 5
 Weeks 2 through 6
 Weeks 7 through 26
 5 to 10
 Weeks 2 through 8
 Weeks 9 through 26
 10 to 15
 Weeks 2 through 13
 Weeks 14 through 26
 More than 15
 Weeks 2 through 26
 

 

 

 

 

Pay is calculated based on hours associated with status (4 hours/day for half-time employees, 6 hours/day for ¾-time employees, and 8 hours/day for full-time employees).

An employee receiving less than 100% of his/her normal salary may coordinate the STD income with accrued vacation time. 

Effects on FMLA

An illness or injury that qualifies for Short-Term Disability will also be a qualifying event under the Family Medical Leave Act (FMLA).  Short-Term Disability will run concurrently with the time period allotted under the FMLA. 

How to Initiate a Claim

Once an employee has determined that he/she will be out of work for more than seven (7) calendar days, he/she should:

  • Call his/her supervisor to report how long he/she expects to be absent.
  • Call the CIGNA hotline at 1-800-362-4462 to begin the claim process.  Please see the CIGNA brochure for complete details on how to report a disability claim over the telephone or via the CIGNA website. 
Intermittent Short-Term Disability

If an employee has an illness or injury that requires him/her to take approved intermittent time off for the same illness, the time taken is accumulated and charged against the total period allowed under the Short-Term Disability plan (26 weeks).  If the employee returns to work on his/her regular schedule for a period of less than thirty (30) calendar days and then goes out again for the same illness or injury, the absence will be considered to be part of the same Short-Term Disability period.  Therefore, no new waiting period will apply and no new claim must be filed.  If an employee returns to work on his/her regular schedule for a period of thirty (30) days or more, any subsequent absence will not be considered to be part of the same Short-Term disability.  In that case, a new waiting period of seven (7) consecutive calendar days will apply and a new claim must be filed and approved.

Return to Work

Employees are responsible for informing the Institution of his/her plans to return to work.

Employees who cannot return to work after their STD benefit is exhausted may be eligible for benefits under the Institution’s Long-Term Disability plan

Restricted Duty

A basic principle of any disability plan is to return the employee to active employment as quickly as possible, if appropriate.  Studies show that individuals’ health improves when normal routines resume and they are involved in meaningful work on a regular basis.  As such, an employee may be placed on a light duty restriction and/or an abbreviated schedule by his/her physician.  Light duty work assignments and/or abbreviated schedules will be reviewed on a case by case basis by the employee’s supervisor, Human Resources, and CIGNA and may only be available if reasonable accommodations can be made.  Light duty work assignments and/or abbreviated schedules must be temporary and cannot exceed thirty (30) calendar days.

Status of Benefits While on Short-Term Disability

While on STD, the employee will continue to receive his/her pay through regular payroll checks. Therefore, contributions towards elected benefits will continue to be automatically deducted from his/her paycheck.

Benefits that do not require employee contributions will continue to be provided by the Institution.

Vacation leave will continue to accrue while on STD.

Employees on STD are not entitled to Holiday pay.


Approval
Approved by:  Susan K. Avery

Date:  April 13, 2009


Last updated: May 7, 2008
 


whoi logo

Copyright ©2008 Woods Hole Oceanographic Institution, All Rights Reserved, Privacy Policy.
Problems or questions about the site, please contact webdev@whoi.edu
Contact Us | Site Map | WHOI.edu External | WHOI.edu Internal
WHOI Facebook WHOI You TubeWHOI TwitterRead our BlogsWHOI RSS feeds