Leave of Absence Home

Additional California Leaves

At PG&E, we realize that some situations and changes in life may require that you take time off from work. Whether you need to take time to donate your organs or bone marrow to another or participate in your child’s school or child care activities, PG&E offers a number of leave of absence policies, including for:

  • Organ and Bone Marrow Donor
  • School activities under the Family School Partnership Act (FSPA)
  • School Conferences Leave
  • Civil Air Patrol
  • Emergency Duty Leave and Volunteer Firefighter Training
  • Victims of crime, domestic violence, sexual assault or stalking (VCA or VDVA)

While pay benefits and types of leaves employees may be eligible for vary between employee type, the steps to take to prepare for and apply for leave are applicable to all employees.

Pay Benefits

Pay benefits for which you may be eligible during your leave and the process to apply for paid benefits is depended on your type of leave. Review the types of leave document and if applicable, the organ and bone marrow FAQ's for additional details.

PG&E’s LOA is administered by Sedgwick Claims Management Services, Inc., a global leader that specializes in disability and leave of absence services. For assistance with your LOA – including requesting a new leave or for help processing an existing leave – contact Sedgwick at 1-855-732-8217. Representatives are available Monday through Friday from 5 a.m.–5 p.m. Pacific time. Leave specialists are available Monday through Friday from 8 a.m.–5 p.m. Pacific time.

Additionally, you can access your leave request status anytime through viaOne® voice, Sedgwick's interactive voice response system by calling 1-855-732-8217 or online through viaOne Express.

Contact us

Sedgwick — PG&E's leave of absence and disability service center.
1-855-732-8217
Monday-Friday,
5 a.m.-5 p.m. PT

PG&E Benefits Service Center — For questions about the Health Account Plan (HAP), billing and more.
1-866-271-8144
Monday-Friday,
7:30 a.m.–5 p.m. PT

PG&E Leave Team — Provides leave of absence support to employees, leaders and timekeepers.
PGELeaveteam@pge.com

STEP 1: PREPARING FOR LEAVE
California State Leaves Checklist
Topics Instructions

Understand your leave options, pay and impacts to health care benefits during your leave.

As soon as you know of your need for a leave, notify your supervisor and Sedgwick.

Advise your supervisor of the estimated duration of leave and follow your department’s absence procedures.

Note: You must provide reasonable and advance notice of your need for leave, when it’s foreseeable.

If you do not follow the process and complete the steps to report and certify your absence in a timely manner, you may disqualify yourself from being eligible to receive benefits under PG&E’s leave provisions and job protection under federal or state leaves.

Work with your supervisor on any work to be transitioned during your leave. Update your email and voicemail messages, as applicable, with an out of office notification.

Non-union and salaried Union-represented employees: Determine if you need to complete a self-evaluation prior to starting your leave.

If you have 3 months or more of performance history during the calendar year and will be on a leave that will extend over the Mid-year or Year-end evaluation period, performance to date should be documented in iConnect Performance. If possible, you should provide your manager with names of feedback providers prior to leaving on a planned LOA.

STEP 2: APPLYING FOR LEAVE
What You Need to Do How You Get It Done

Request your leave by contacting Sedgwick. You, or someone acting on your behalf (e.g., spouse, supervisor, etc.), can request a leave by calling Sedgwick.

You will be required to provide Medical Certification if your request for is for medical reasons. You may also want to review the medical leave page for additional details and process steps that may be applicable to your leave.

Contact Sedgwick by:

Note: To avoid delays in processing your leave, be prepared to provide your personnel number, leave start date and estimated duration of leave.

If the leave dates you request changes, contact Sedgwick immediately.

After you apply for a leave, Sedgwick will send a Leave package to your mailing address, if applicable (FPSA and certain other leave types will not be accompanied by a package). Review all materials in your letter or this package.

Return all applicable documentation.

Certify your absence by returning any required documentation within the timeframe provided. You can mail or fax forms to Sedgwick or upload to viaOne Express.

If you will be out for a continuous period of time, complete your Pay Information and Designation form:

  • Return the form to your manager for approval and signature.
  • Ensure a signed copy is provided to your timekeeper and the PG&E Leave Team.

Approval of leave due to medical reasons is based on information your Health Care Provider (HCP) provides and if your condition qualifies under federal, state or company leave.

Sedgwick will notify you and your manager of the final determination (i.e., approved or denied) or if additional documentation or clarification is needed prior to a final determination.

If you are denied, and have taken, or need time away from work, contact your supervisor to discuss your next steps.

Ensure any absence(s) reported to your supervisor and/or timekeeper is correctly coded.

Provide Sedgwick with any needed clarification, if requested.

STEP 3: DURING YOUR LEAVE
What You Need to Do How You Get It Done

Communicate with your supervisor.

Call your supervisor to provide your status and intent to return to work.

If you apply for an intermittent1 or reduced workweek2 leave (e.g. under VDVA), you must report your intermittent or reduced workweek absences.

1 An occasional absence where you are certified by your Health Care Provider (HCP) to miss a few hours or day or two of work. Absences could be planned in the case of an appointment or scheduled treatment or unplanned or unscheduled absences in the case of an exacerbation of your medical condition

2 When you are certified by your HCP to work fewer hours or days you are scheduled

An unplanned absence for illness or care must be reported to Sedgwick the same day the absence occurs.

A planned absence for treatment or appointments must be reported to your supervisor and Sedgwick 30 days in advance or as soon as the timing is known.

Report any absence (date and hours missed) incurred during a regular workday or mandatory overtime shift by:

Note:

  • You must also follow your department guidelines for reporting all absences.
  • You must make a reasonable effort and work with your supervisor to schedule these absences around business needs (for example, during non-peak work days/hours, before or after work, etc.).
  • If you fail to follow these steps, the time you are away may not be considered for protection under FMLA/CFRA/other state leaves.

STEP 4: CHANGING, EXTENDING OR CANCELING A LEAVE
What You Need to Do How You Get It Done

If there are any changes to your leave dates (e.g., your start or return to work date changes, or your leave needs to be canceled), you must contact Sedgwick immediately and in advance of your current estimated/approved leave end date and notify your supervisor.

  1. Contact Sedgwick by:
  2. Notify your supervisor.
  3. If returning from a leave for medical reasons, follow the instructions outlined on the Release to Return to Work form and provide to Sedgwick

If you need to extend your leave, you must contact Sedgwick immediately and your supervisor and in advance of your current estimated or approved leave end date.

If taking leave for medical reasons, you will need to provide an updated Medical Certification form to re-certify your leave extension in advance of your current estimated or approved leave end date.

  1. Contact Sedgwick by:
  2. Notify your supervisor.
  3. Provide your Health Care Provider (HCP) with the necessary paperwork to complete and return to Sedgwick. If you need another Medical Certification form, contact Sedgwick immediately or access the form in your file online at viaOne Express.

Sedgwick will notify you and your supervisor of the final determination of your leave extension (i.e., approved or denied) or if additional documentation or clarification is needed prior to a final determination.

If you are denied, and have taken, or need time away from work, contact your supervisor to discuss your next steps.

STEP 5: RETURNING FROM CONTINUOUS LEAVE AND YOUR FIRST DAY BACK AT WORK
What You Need to Do How You Get It Done

Begin the return to work process.

If you are returning to work following a leave for medical reasons, contact your physician (prior to your return to work date) so he or she can complete and sign the Release to Return to Work form.

This form must be completed, signed, and returned to Sedgwick before you can start work or have your regular pay reinstated.

Important: Unless a leave extension has been approved, you must return from leave on your expected return to work date. Failure to return to work may be subject to disciplinary action up to and including termination.

Please be advised if your classification of work falls under the Department of Transportation (DOT) requirements and you have been on a leave of absence greater than 30 days unpaid, you will be required to complete a pre-duty testing prior to your return to work. Please work with your supervisor for these arrangements.

Provide your completed Release to Return to Work form.

The form is included in your leave package and is available in your leave file in viaOne Express. Sedgwick will also mail a copy to you approximately two weeks before your return to work date.

One week prior to your return:

  1. Call your supervisor to:
    1. Confirm your return and discuss any restrictions or accommodations needed for your return;
    2. Arrange for DOT testing (if applicable) and;
    3. Discuss any system and building access restoration. Your supervisor needs to complete a Return from Leave PCR to restore your network access if you’ve been on a full time leave. This should be done two-three days prior to your return to ensure processing is completed by your return date.
  2. If you have questions about returning with restrictions, please call the Stay-At-Work/Return-to-Work Team at 925-459-7270. Two days prior to your return, provide a copy of the Release to Return to Work form (provide sooner, if able).

Determine if there are any benefit changes you may need or want to make upon your return to work.

Log into your Mercer BenefitsCentral account or call the PG&E Benefits Service Center at 1-866-271-8144.

Determine if you need to reinstate any recurring deductions. Action may be needed if you had any of the following prior to your unpaid leave starting:

Campaign for the Community

Commuter Transit

Union Dues

Fidelity Investment (401(k) Plan)

Campaign for the Community
If you would like to resume your contributions, please contact the Campaign Customer Service Line at 1-888-973-4438 5 a.m. to 5 p.m. Pacific time.

Commuter Transit
If you suspended your commuter transit deductions during your leave and want to reinstate the deductions, review the Commuter Transit Program information.

Union Dues
Your contributions will automatically resume when your unpaid leave ends. Please contact your local Union with questions on your union dues during your unpaid leave.

Fidelity Investment (401(k) Plan)
Your contributions will automatically resume when your unpaid leave ends. If you have questions relating your 401(k), please contact Fidelity Investments by calling at 1-877-743-4015 or at 401k.com.

ON YOUR FIRST DAY BACK AT WORK
What You Need to Do How You Get It Done

Complete any office related steps (e.g., update your email and voicemail message(s)) when you return to work.

Determine what system (i.e., SAP access) and/or building access may still need to be restored.

On your first day back meet with your supervisor to discuss instructions to prepare your office when you return to work.

If you were on a full time leave, work with your supervisor to submit a Return from Leave Personnel Change Request (PCR) to restore all network access.

Discuss any system and building access restoration. Review MyElectronicAccess for system questions (i.e., SAP) and for building access go to MyPhysicalAccess self-service. Note that you must be logged into the PG&E network in order to view this information. For any issues, contact the TSC at 415-973-9000.

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