Leave of Absence Home

Company Personal, Educational and Political Service Leaves

At PG&E, we realize that our employees may need time off from work for personal reasons. Whether it’s to further your education or if you're appointed to a position in a governmental agency, our company Personal, Educational or Political Service leaves provide you with the time off you need to focus on you for urgent or substantial reasons. Review the LOA process checklist below for more information.

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
Company, Personal, Educational and Political Service Leave Checklist
Topics Instructions

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.

Note: You must provide reasonable and advanced notice of your need for leave, when it’s foreseeable. As soon as you know of your need for a leave, notify your supervisor.

What You Need to Do How You Get It Done

Understand your leave options, pay, impacts to recurring deductions and benefits during your leave

Recurring deductions impacted by leave:

Campaign for the Community
Contributions end the day prior to your unpaid leave start date and will not resume automatically.

Commuter Transit
You may choose to stop your Commuter Transit Program benefit deductions during your leave.

Union Dues
Your monthly payroll deduction for union dues end the day prior to your unpaid leave start date and will resume automatically when you return.

Fidelity Investment (401(k) Plan)
Contributions to your 401(k) Plan will end when your unpaid leave starts, including loan payments.

  • Review the types of leave document for more information on Company, Personal, Educational and/or Political Service.
  • For more information on your eligibility for health benefits, the cost of those benefits during your leave, and your options to pay for those benefits, see the benefits during your leave information or call the PG&E Benefits Service Center at 1-866-271-8144

Work with your supervisor directly on your request for a company Personal, Educational and Political Service Leave.

NOTE: Personal Leaves must be for urgent and/or substantial reasons.

Examples:

  • Employee has exhausted FMLA/CFRA to care for a family member
  • Natural disaster/catastrophic events – causing significant damage to personal home/property.
  • For immediate family member that has been impacted by a catastrophic event (case by case) causing significant damage to home/property needing assistance
  • Settle estate affairs for immediate family members passing
  • Divorce (case by case)
  • Visa expiring

Examples of what would not be approved under a personal leave of absence:

  • Bridging the gap to retirement
  • Employment decision making (thinking about taking another job or leaving the company)
  • Extend vacation after exhausting all paid vacation hours
  • Travel/hiatus

Please note: To review exceptions to this policy, please have HR contact the PGE Leave Team: PGELeaveTeam@pge.com.

Initial steps to take:

  1. Set up time to meet with your supervisor to discuss your leave request and to determine any documentation needed.
  2. Provide a copy of the Company Leave Request form to your supervisor.
  3. Your supervisor will then engage your HR or Labor Rep to help make a determination (if you've requested a personal leave, it needs to be for an urgent and/or substantial reason).
  4. Personal leave form must be signed by employee, supervisor and HR Representative. If not signed off and submitted to Sedgwick, Personal leave will not be approved.

If your leave request is granted:

  1. Discuss transition of duties and back-up support, if applicable.
  2. Review your department’s guidelines for out of office notifications.
  3. Make sure to provide your contacts with a personal email address, for any non-work related emails you need to receive while on a leave of absence.

Electronic access permissions will be disabled

When on a full time Leave of Absence (LOA) your electronic access permissions will be disabled (including Citrix, VPN and mobile mail), as required by PG&E. You will not have access to check work emails while on leave. When you return from leave, your electronic access permissions will be re-enabled after your Supervisor completes your Personnel Change Request (PCR).

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

Provide a copy of the Company Leave Request form to your supervisor (a HRBP or HR Labor Representative must review and sign form as well for approval of a Personal Leave).

Company Leave Request form must be signed by employee, supervisor and HR Representative. If the form is not signed and submitted to Sedgwick, the leave will not be approved.

If your supervisor approves your leave request, your supervisor will need to call Sedgwick to complete the request process.

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

Educational Leaves: Educational leaves beyond your current quarter or semester will be conditionally approved, pending ongoing receipt of satisfactory evidence of continued enrollment on a quarterly or semester basis.

Note: To avoid delays in processing your leave, your supervisor should be prepared to provide your personnel number, start and estimated duration of leave, preferences for receiving leave claim related emails or text messages, and work schedule.

Your supervisor calls Sedgwick at 1-855-732-8217.

Sedgwick will send a leave package to your mailing address. Carefully review and understand your leave package, approval letter, length of job protection and any paperwork required.

If you have questions please call Sedgwick at 1-855-732-8217. You can view the package sent to you, online with viaOne Express.

Company leaves are unpaid. If you are taking a Personal Leave to care for an eligible family member (i.e. you are not eligible for leave under FMLA, CFRA or PG&E's Paid Family Leave wage continuation policy), you must notify the PG&E Leave Team.

If applying for a Personal Leave to care for a family member, please visit the PG&E Voluntary Plan.

If you have opted out of the Voluntary Plan, send an email to PGELeaveteam@pge.com in advance of your approved leave start date to advise if you are applying for Paid Family Leave (PFL) benefits.

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

Communicate with your supervisor.

Educational leaves: You need to provide Sedgwick with continued and satisfactory evidence of continued enrollment is required on a quarterly or semester basis in order to remain on an approved leave.

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

You can mail or fax forms to Sedgwick or upload to viaOne Express.

Note: If required documentation is not received, your continued leave will be denied.

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, your leave needs to be canceled, or you need to extend your leave), you must contact Sedgwick immediately and in advance of your current estimated/approved leave end date and notify your supervisor

Discuss your leave date change with your supervisor. Your supervisor needs to approve any requests to change your leave dates.

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

Contact Sedgwick by:

Educational leaves: follow the instructions under “Step 3: During Your Leave” in order to extend your leave each quarter or semester.

Provide your evidence of continued enrollment to Sedgwick. You can upload the documentation in your file online at viaOne Express.

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.

Important:

  • Unless a leave extension has been approved, you must return from leave on your expected return to work date if there is a position for you to return to. Failure to return to work may be subject to disciplinary action up to and including termination.
  • If the position you held prior to your leave is no longer available, you are required to find a new position prior to the end of your approved leave of absence.
  • 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 work with your supervisor to complete a pre-duty testing prior to your return to work.

If you will be absent longer than your job protection covers: Call your supervisor well in advance of your return to discuss whether your position has been filled. If you no longer have a position to return to, submit your applications for positions for which you may be interested and qualified. You will need to secure a new position prior to your approved leave end date to avoid being separated from the company.

If you have a position to return to, two weeks prior to your return call your supervisor to:

  1. Confirm your return;
  2. Arrange for DOT testing (if applicable) and;
  3. Discuss any system and building access restoration. Your supervisor will need to complete a Return from Leave PCR to restore your network access. This should be done two-three days prior to your return to ensure processing is completed by your return date. If you have questions about returning with restrictions, please call the Stay-At-Work/Return-to-Work Team at 925-459-7270. If you have questions about arranging a DOT test, please contact the DOT Drug Screen Scheduler via email at DOTDrugScreenSchedul@pge.com or phone (925) 415-6400 and please leave a message.

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

Log into 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 not already completed, work with your supervisor to submit a Return from Leave Personnel Change Request (PCR) to restore all network access.

Review MyElectronicAccess for system access questions (i.e., SAP) and for building access questions go to MyPhysicalAccess. For any issues, contact the TSC at 415-973-9000.

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