Leave of Absence Home

Medical Leave (for Work- and Non-Work-Related Conditions)

As part of our commitment to the health and safety of our employees, PG&E offers a leave policy so you can take time off from work and focus on getting well. If you have a work- or non-work- related medical condition that prevents you from working all or some of your regular work schedule, you may need to take a Medical Leave of Absence (LOA). Review the LOA process checklist below for more information. While the types of leaves and pay benefits you may be eligible for are dependent on your employee type, the steps you take to prepare for and apply for leave are applicable to all employees.

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

PAY BENEFITS

Pay benefits for which you may be eligible during your medical leave and the process to apply for paid benefits is depended on: 1) when your leave began; 2) if you are covered under the PG&E Voluntary Plan; and 3) your employee classification.

With the implementation of the Voluntary Disability & Paid Family Leave Benefit Plan (VP) in 2018, for eligible PG&E California Utility employees, the PG&E Short-Term Disability (STD) wage continuation benefits will be a supplement to the Voluntary Plan benefits only. California Utility employees are automatically covered under the PG&E Voluntary Plan, unless you opt out (reject) coverage and remain with the State Plan.

Employees who opt-out of VP coverage will remain eligible for the California State Plan benefits.

Important: approval of Voluntary Plan benefits is not an approval of leave.

Utility Management, Administrative and Technical (A&T), Security and ESC-represented employees:

For qualifying events effective January 1, 2018, you must be covered under the PG&E Voluntary Plan to be eligible for Voluntary Plan Disability benefits (VPDI) and PG&E’s short-term disability (STD) wage continuation benefits.

2018 Benefits-at-a-glance:

Short-Term Disability Voluntary Plan Disability Insurance (VPDI) coverage + PG&E Wage Continuation

  • Weekly net (after-tax) benefit of 70%*, after 7 day waiting period and all capped sick time exhausts: PG&E wage continuation supplements 60% VPDI, no cap
  • STD Leave/benefits for up to 52 weeks of disability

* Interns, Hiring Hall, Temporary Additional and non-regular status intermittent: eligible for 55% VPDI/VPFL benefit; not eligible for wage continuation benefits. At no time will an employee’s weekly benefit amount under the Voluntary Plan be less than what the state would have otherwise provided.

You can find information about PG&E’s short-term disability benefits in the types of leave document. Visit the Wage Continuation Policy documents (under Employee Wellness-2100) for more policy details and information about leaves that begin in 2017 and 2018. (Note: you’ll need PG&E network access to view this information.)

IBEW- and SEIU-represented Employees

For qualifying events beginning on or after January 1, 2018, you must be covered under the PG&E Voluntary Plan to be eligible for benefits under the Plan.

2018 Benefits-at-a-glance:

Medical Leave Voluntary Plan Disability Insurance (VPDI) coverage
  • Weekly VPDI benefit of 60%*, after 7 day waiting period and all sick pay exhausts, no cap
  • Up to 52 weeks of VPDI benefits (receipt of VPDI is not an approval of leave)

* Interns, Hiring Hall, Temporary Additional and non-regular status intermittent: eligible for 55% VPDI/VPFL benefit; not eligible for wage continuation benefits. At no time will an employee’s weekly benefit amount under the Voluntary Plan be less than what the state would have otherwise provided.

You can find information about your pay during your medical leave here and the types of leave for which you may be eligible for here.

Corporation Employees

PG&E Corporation sponsors a disability plan that provides employees of PG&E Corporation with Short-Term and Long-Term Disability benefits. Click here for information about your Short-Term Disability benefits. While many of the process steps apply to you (i.e., preparing for leave, what to do during your leave and preparing for return from leave), getting started to request your leave and STD benefits differs. Please see below for more information.

Get started

  1. A leave of absence will need to be initiated through Sedgwick to start the short-term disability process with The Standard. Sedgwick will send you the applicable leave forms to return to them and the STD forms to return to The Standard, if appropriate.
  2. You will need to contact The Standard Insurance Company directly in order to provide the needed information to open the STD claim.
  3. If you remain disabled under the terms of the Corporation Disability plan beyond the term of your short-term disability benefits, The Standard will evaluate your eligibility for LTD benefits. You will work directly with The Standard on this process.

Click here for information about your LTD group policy information.

STEP 1: PREPARING FOR LEAVE

Medical Leave for Work- and Non-Work-Related Conditions Checklist

Topics Instructions

As soon as you know of your need for a leave for a serious health condition, or need a STD leave (i.e. you will be absent for your own medical condition for more than seven consecutive calendar days), notify your supervisor and Sedgwick, including the estimated length of your absence.

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, Voluntary Plan benefits and job protection under the Family and Medical Leave Act (FMLA), the California Family Rights Act (CFRA), the Pregnancy Disability Act (PDL) or other federal, state or company leaves.

In addition, if you are out for an FMLA-related reason and do not report the absence as required, it will not be recorded as qualifying for job protection under FMLA or a related state leave law.

What You Need to Do

How You Get It Done

Notify your supervisor and Sedgwick at least 30 days in advance.

Remember, you are not required to provide any details about your medical condition to your supervisor.

Discuss your leave plans with your supervisor, including any transition of duties and back-up support needed.

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

Recurring deductions impacted by leave:

Campaign for the Community
When not using regular sick pay, contributions end day prior to your 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 will end when not receiving sick pay or any PG&E wage continuation benefit.

ESC-represented employees: your union dues will continue while receiving Capped Sick time. Once you are eligible for PG&E’s STD and/or PFL wage continuation benefits, your union dues will be reduced to $9 per month.

IBEW-and SEIU-represented employees: your union dues will continue while receiving sick pay and PG&E’s PFL wage continuation benefits.

Fidelity Investment (401(k) Plan)
While approved to receive capped sick time (and incidental sick time, if used during the benefit waiting period) and STD wage continuation benefit payments, or regular sick pay, 401(k) contributions and company match will continue at your current designation. Contributions to your 401(k) Plan will end when your unpaid leave starts, including loan payments.

Electronic access permissions will be disabled

When on 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 LOA, your electronic access permissions will be re-enabled after your Supervisor completes your Personnel Change Request (PCR).

Make sure to provide your contacts with a personal email address, for any non-work related emails you need to receive while on leave.

Review your department’s guidelines for out of office notifications.

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 MEDICAL LEAVE

What You Need to Do

How You Get It Done

Request a Medical Leave by contacting Sedgwick. One call is needed to apply for Voluntary Plan benefits, PG&E’s wage continuation benefits and any other federal, state or company leave for which you may be eligible and qualified.

You, or someone acting on your behalf (e.g., spouse, manager, etc.), can request a Medical Leave.

Advise your supervisor of the estimated duration of leave and follow your department's call in procedures.

Contact Sedgwick by:

  1. Calling 1-855-732-8217; or
  2. Accessing viaOne Express website (single-sign on capability while logged into the PG&E network) or through viaOne Express (external access).

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

Carefully review and understand the documents in your Medical Leave package.

Note: You will be required to provide Medical Certification for your medical leave of absence.

After you apply for a leave, Sedgwick will send a Medical Leave package to your mailing address. Review all materials in this package.

If you have opted out of the Voluntary Plan, you will need to make a separate application for State Plan benefits.

If you will be on a continuous leave, you need to complete a Pay Information and Designation form.

Apply for CA SDI online: http://www.edd.ca.gov/disability/SDI_Online.htm

The employer's address to use on the form is 1850 Gateway Blvd., 7th Floor, Concord, CA 94520.

Return the Pay Information and Designation form to:

  1. Your manager for approval and signature.
  2. Your timekeeper and the STD Wage Continuation.

Return all applicable forms

Certify your absence by returning the completed medical certification form within the timeframe provided. You can mail or fax the form to Sedgwick or upload to viaOne Express.

If you will be out for a continuous period of time and you have opted out of the voluntary plan, complete your Pay Information and Designation form.

Note regarding pay and concurrency of leave policies while on medical and STD leave: The Family and Medical Leave Act (FMLA), the California Family Rights Act (CFRA) and/or other state or federal leaves offer job protection—they do not offer a pay component. The receipt of any type of pay during your medical or STD leave run concurrently with FMLA/CFRA/PDL and does not extend the 12-week FMLA/CFRA entitlement.

In addition, the receipt of Voluntary Plan or State Plan benefits run concurrently with the Company Medical Leave of Absence (CML) and do not extend the length of leave available, for those who are eligible.

Understand your benefits during your leave (e.g., medical, dental, spending accounts, etc.).

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.

Approval of your Medical Leave and PG&E-paid disability benefits (VPDI, and if applicable, capped sick time and STD wage continuation) 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 MEDICAL LEAVE

What You Need to Do

How You Get It Done

If you apply for an intermittent1 or reduced workweek2 leave, 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 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 (e.g., 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.

Communicate with your supervisor

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

Contact your health care provider (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.

Provide your completed Release to Return to Work form prior to your Return to Work date. You are responsible for sending this form to Sedgwick as outlined in the form instructions.

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.

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 if 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.

Contact Sedgwick by:

  1. Calling 1-855-732-8217, or
  2. Accessing viaOne Express.

Notify your supervisor.

Provide a Release to Return to Work form (see below).

You will need to provide an updated Medical Certification form to re-certify your leave extension in advance of your current estimated/approved leave end date.

Provide your Health Care Provider with the necessary paperwork to complete and return to Sedgwick. If you need another Medical Certification form, contact Sedgwick immediately at 1-855-732-8217 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).

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 MEDICAL 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. 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.

One week prior to your return:

  1. Work with your attending HCP to complete and return your Release to Return to Work form.
  2. 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 you may need. Your supervisor needs 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. Two days prior to your return, provide a copy of the Release to Return to Work form to Sedgwick (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 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, 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 www.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. Note that you must be logged into the PG&E network in order to view this information. For any access issues once you return, contact the TSC at 415-973-9000.

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