Leave of Absence Home

Military Leave

PG&E recognizes and appreciates our active military and veteran employees, and understands that you may need time away from work for certain types of active or inactive military duties. You can take a Military leave of absence, regardless of your length of service with PG&E – even if you haven’t attained regular status. Review the Leave of Absence (LOA) process checklist below for more information.

You are eligible to take a Military leave of absence, regardless of your length of service with PG&E or if you have attained regular status. You can take a cumulative of up to five years of Military leave during your employment with PG&E. (Note: there are certain types of service in the uniformed services that are exceptions to this five-year service limit).

Start the leave process as soon as you know you will be absent due to your call to service (performance of duty) either voluntary or involuntary in the uniformed services:

Duty means: Uniformed services means:
  • active duty;
  • active duty for training;
  • initial active duty for training;
  • inactive duty training;
  • full-time National Guard duty; or
  • time needed for examination to determine fitness for duty.
  • the Armed Services;
  • the Army National Guard when engaged in active duty training;
  • the Air National Guard when engaged in active duty training;
  • full-time National Guard duty;
  • the commissioned corps of the Public Health Service; or
  • any other category of persons designated by the President in times of war or emergency

Follow the instructions in the steps below to report your leave, what you need to do during your leave, how to receive pay supplements, if you’re eligible, and what you need to do to return from leave.

You must strive to provide reasonable and practicable written or verbal advance notice of your Military leave when the leave is foreseeable.

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.

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
Military Leave Checklist
Topics Instructions
What You Need to Do How You Get It Done

Discuss your plans with your supervisor.

Set up time to meet with your supervisor and discuss transition of duties and back-up support.

Update your email and voicemail messages as applicable with an out of office notification.

Electronic access permissions will be disabled if on a full time Military Leave for more than two weeks.

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).

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

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 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
If you are a union-represented employee, your union dues through monthly payroll deductions ended when your unpaid leave started and will resume automatically when your unpaid leave ends.

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

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 military 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 MILITARY LEAVE
What You Need to Do How You Get It Done

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

Note: Advance verbal or written notice is required (with few exceptions).

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

Carefully review and understand your Military Leave package and any paperwork required.

Contact Sedgwick by:

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

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

As outlined in your Military Leave package, return all applicable documentation, including the Military Leave Documentation Form.

If your Military Leave is more than 30 days, a copy of your military orders or other documentation issued by the military indicating your call to service and the specified dates is required as soon as they are available.

If your Military Leave is 30 days or less, acceptable documentation of your time off includes, but is not limited to:

  • A letter or memorandum from the military;
  • A copy of your published training schedule;
  • A copy of military orders;
  • Other documentation from the military that identifies that you are required for military service on specified dates; or
  • This Military Leave Documentation Form or verbal disclosure of the information on this form by itself will be acceptable if the above listed forms of documentation cannot be attained.

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

In addition, if you will be out for a continuous period of time, send the Military Leave Documentation Form to:

  • Your manager for approval and signature, and
  • Your timekeeper and the PG&E Leave Team.

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.

Note regarding pay while on military leave: Leave under the Uniformed Services Employment and Reemployment Rights Act (USERRA) offers job protection and re-employment rights—it does not offer a pay component.

Unless you elect and are approved to use vacation and/or Floating Holiday pay, your military leave is considered an unpaid leave. Meaning, you are unpaid by the company during the leave; however, you may be eligible for pay supplements once you return the required information to Payroll.

Sedgwick will notify you and your manager of the final determination (i.e., designated as military leave or not) or if additional documentation or clarification is needed prior to a final determination.

If your absence is not designated as military leave, and you 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 MILITARY 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 requesting pay supplements, communicate with the Payroll department.

Send required documentation to the Payroll department (copy of your military orders, the military statement of earnings, etc.). See Payroll’s Military Leave Payment Process for steps to follow.

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

If the nature of your orders changes (start date, end date or cancelled altogether), you must contact Sedgwick and your supervisor immediately.

Contact Sedgwick at 1-855-732-8217.

Discuss your leave date change with your supervisor as you are notifying Sedgwick.

If you are receiving pay supplements, you must notify Payroll of your changes.

Contact Payroll at 1-415-973-3767.

Sedgwick will notify you and your supervisor of the final determination of your leave extension (i.e., designated as military leave or not) or if additional documentation or clarification is needed prior to a final determination.

If your absence is not designated as military leave, and you have taken, or need time away from work, contact your supervisor to discuss your next steps.

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

Begin the return to work process by understanding when you need to provide notice to Sedgwick and your supervisor of your return to work.

If you receive an honorable discharge from your uniformed service, you are entitled to re-employment rights and benefits provided that:

  • Advance written or verbal notice is given to the company;
  • Cumulative length of all military service leave from the company does not exceed five years (certain types of service are excluded from this calculation); and
  • Documentation and timing requirements are met.

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.

Review the types of leave document for information on Re-Employment and Return to Work following a Military Leave—the timing for the steps below is dependent on your length of military leave.

  1. Call your supervisor to:
    • Confirm your return and discuss any restrictions or accommodations needed for your return;
    • Arrange for DOT testing (if applicable) and;
    • Discuss any system and building access restoration. If returning form a leave of more than two weeks, your supervisor will need to complete a Return from Leave PCR to restore your network access. This should be done two 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 1-925-459-7270.

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 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 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.

RELATED DOCUMENTS AND RESOURCES