disability management program
Disability Management is a program that you must follow to get any Short-Term Disability (STD) or Long-Term Disability (LTD) plan benefits you may be eligible for when you’re ill or injured. It can also help you return to work quickly and safely after an illness or injury.
In addition, the Disability Management program keeps track of absences that are covered under the Family and Medical Leave Act of 1993 (FMLA), including those related to your own illness or injury, as well as caring for a seriously ill family member or bonding with a new baby.
mandatory compliance for U.S.-payroll employees
U.S.-payroll employees who are covered under the company’s Short-Term Disability and Long-Term Disability plans must follow the Disability Management process.
If you don’t follow the process, such as providing proof of disability and an authorization for the release of medical or other information, you’ll disqualify yourself from being eligible to receive disability benefits. In addition, if you’re out for an FMLA-related reason and don’t contact Reed Group as required, your absence won’t be recorded as qualifying for job protection under FMLA.
Resident expatriate or rotational expatriate employees have unique responsibilities under the program including who you must report your absences to.
disability management program – reporting an absence
Follow this process and adhere to required timelines to ensure you receive any benefits for which you are eligible.
As soon as you know you will be absent for any reason and for any length of time, contact your supervisor first. Follow any local practices to let him or her know that you’re unable to work. Remember, you don’t have to give your supervisor any details about your medical condition.
If your absence lasts or will last for more than five consecutive workdays or if it is an absence of any length that may fall under FMLA or a related state leave law, contact Reed Group to report your absence and begin the certification process. You can reach a Reed Group representative by calling the HR Service Center at 1-888-825-5247 and selecting option 5. Representatives are available from 8 a.m. to 8 p.m. Eastern time (5 a.m. to 5 p.m. Pacific time), Monday through Friday. If you’re unable to report your absence yourself, have a family member or friend make the call for you.
Important: To qualify for job protection under FMLA or related state leave laws, you must report your absence to Reed Group as soon as possible, but no later than two days after you return to work. If you don’t report your absence within two days of your return, your absence will automatically be denied for job protection under FMLA.
When you call Reed Group to report your absence, have the following information ready to share:
- your name, address, phone number, birth date and Social Security number or personnel ID number (PERNR), which is located on your pay stub;
- your employing company, supervisor’s name, work phone number and location;
- your job title and a brief description of what you do;
- your last day worked and first day absent;
- date of expected return to work if known, or the actual date of return if you’ve already returned to work;
- other pertinent information related to your absence and employment.
If you’re absent because of your own injury, illness or medical condition, you’ll also need to provide:
- your doctor’s name, address and phone number;
- the date you were first treated by your doctor, the date of your most recent visit and, if applicable, the date of your next scheduled visit;
- a brief description of your medical condition or the date and description of any injury.
You are ultimately responsible for certifying the reason for your absence — even for reasons other than your own illness or injury, such as caring for a family member under FMLA. This means that you and your doctor need to complete certain forms and provide any necessary information that Reed Group requests. Reed Group will request the required medical information from your doctor(s) on your behalf (except when you report your absence under FMLA only), but it’s your responsibility to make sure that Reed Group gets the information they need. So you may have to follow up with your doctor to ensure that he or she provides all necessary information in a timely manner.
for an illness or injury (your own or that of a family member you will need to take care of)
Here’s what to do:
- Reed Group will tell you which forms you and your doctor need to complete and will request any other information on your behalf that is required. Reed Group can mail you these forms, or, you can print the forms from the Disability Management Web site. Complete all necessary forms with your doctor and fax them to Reed Group (at the number shown on the form) within 15 days of reporting your absence.
- For your own illness or injury, your doctor may need to complete a medical certification form and provide medical records. The medical certification form and medical records provide Reed Group with the information they need to determine whether you’re eligible for disability benefits, job protection under FMLA, or both. If the form is not properly completed and promptly returned to Reed Group by your doctor, your absence cannot be certified.
- To be eligible for sick-pay benefits under the STD Plan, you’re required to provide medical certification for any absence over five consecutive workdays. If Reed Group does not receive this information from your doctor, you will be required to obtain it yourself from your medical provider.
- Under FMLA, you’re required to provide medical certification for an absence of any length that you want protected under FMLA. Chevron has a right to ask you to certify your absence under FMLA and to count any approved time toward the maximum FMLA time of 12 weeks during a rolling 12-month period.
- Follow up with your doctor to make sure he or she provides Reed Group with all necessary forms and information. Your doctor may ask you to complete a form from his or her office authorizing the release of your medical information.
for an on-the-job illness or injury
You will need to complete an authorization form that allows Reed Group to share with Chevron’s Workers’ Compensation group the information you provide. While Workers’ Compensation is determining if your injury or illness is work-related, Reed Group will manage your absence and determine whether or not you are eligible for STD and/or job protection under FMLA or a related state leave law. Worker’s compensation determines if you have a work-related injury. If Workers’ Compensation accepts your claim as being work-related, Reed Group will close their handling of your STD case, but will continue to follow your absence under FMLA or other applicable state disability or leave laws. They will work with Workers’ Compensation to get the information they need to make the process as easy as possible for you.
To report an on-the-job illness or injury and to apply for workers’ compensation benefits, contact your supervisor.
for a chronic, long-term illness that requires intermittent absences throughout the year
- Notify Reed Group that you or your family member has a chronic or long-term illness that will require intermittent absences. Reed Group will provide you with an application for an intermittent FMLA leave that you and your physician will need to complete and return. When it is approved, you will have an intermittent FMLA protection for absences due to that medical condition, as long as the absences are within the scope the physician indicated.
- Whenever you want to use time for an intermittent FMLA absence, you must still coordinate your absences with your supervisor and call Reed Group, but the medical re-certification process will not be needed until the intermittent FMLA absence expires. Reed Group will be able to answer any questions you have about intermittent FMLA absences.
You need to keep your supervisor and your nurse case manager updated on the status of your absence while you’re out.
This means you need to:
- Contact your nurse case manager regularly while you are out to let him or her know how you’re progressing. You should be sure to call after each visit to your doctor to report what your doctor tells you. If you’re absent for any length of time because of a reason covered under FMLA or a related state leave law, keep your nurse case manager informed about the status of your absence and your return-to-work plans.
Immediately notify your supervisor and your nurse case manager if you think you’re able to return to work — either on a full-time or part-time basis or, if you’ve been released by your doctor, to perform modified work or your regular job. You will need a written work release and may be required by Chevron Global Health and Medical to complete a Fitness for duty evaluation, which could include a Functional Capacity Evaluation (FCE) and/or other OE Fitness for duty process.
Confidential medical or personal information is not shared with your supervisor or anyone else at Chevron, except for the company’s Health and Medical Services staff.
returning to work
When you’re ready to return to work follow these steps.
You will need to submit a copy of the documentation from your doctor that states you are released to return to work. This document must include any and all activities that you should not (restrictions) or cannot (limitations) perform and how long they will be in effect. If there are restrictions or limitations, a Chevron Global Health and Medical representative will assist in determining your job specific accommodation needs, then your supervisor will determine if they can be accommodated or not and for how long.
You, your doctor, your nurse case manager and other experts at Reed Group, along with your Disability Management Advisor at Chevron and your supervisor, should work together as a team to create a return- to-work plan that will help you return to work safely and at the appropriate level of effort.
If you’re able and your management can accommodate a reduced work schedule and/or work duties, you may return to work on a reduced schedule or with reduced duties while you continue to recover from your illness or injury.
You may also be required to complete a functional capacity evaluation (FCE) or a fitness-for-duty (FFD) evaluation and provide additional documentation related to work restrictions or limitations as required by your operating company or local business unit. In addition, if there’s an absence control program where you work, you’ll have to follow any return-to-work provisions of that program. Your supervisor can provide you with more information.
If there are questions about your condition or your ability to return to work
- Reed Group may request an independent medical exam (IME) if they have questions about your condition or your ability to return to work. If an IME is required, your nurse case manager will locate an IME doctor near you and provide appointment information. Be sure to bring medical records, such as X-rays or other test results, to your appointment if you have them. The company and Reed Group will pay for the cost of the IME. The IME doctor will provide an independent opinion to Reed Group about your condition. No treatment is provided.
- Information about your fitness to return to work may be shared with your supervisor and HR business partner so that, if applicable, they can take steps to help you return to work safely, including helping to arrange for any job accommodations you may need and which they can provide. Confidential medical information is never shared with your supervisor or anyone else at Chevron, except the Disability Management group at the company’s Health and Medical Services department, if necessary.
Depending on your situation, the company may be able to provide the following accommodations when you return to work:
If you can return to work on a reduced schedule while you’re recovering from a disability and your management can provide this schedule, you can receive Short-Term Disability (STD) benefits (if you have benefits in your STD account) for the portion of your regular work schedule that you’re unable to work.
Keep in mind:
- Your supervisor, in coordination with Chevron Global Health and Medical, and Reed Group, must approve the reduced schedule.
- If your absence is work-related, your supervisor and the Workers’ Compensation group must approve the reduced schedule.
If it’s determined that you will never be able to resume a full work schedule, your management will determine whether the reduced schedule can be provided on a permanent basis. If so, then the reduced schedule becomes your regular schedule, according to one of the approved part-time work schedules. This means that your regular pay and benefits will be prorated based on the new schedule and you would have to be disabled from the part-time job to qualify for disability benefits. If the reduced schedule can’t be continued at or before 365 days, generally, you would be eligible to resume STD benefits.
Restrictions or job limitations
If you can return to work on a regular work schedule and have restrictions or limitations to your job requirements while you’re recovering from a disability and your management can provide this accommodation, your STD benefits will end. Your Chevron Disability Management Advisor will keep in contact with you until you are released to full duty. Your supervisor must approve of the accommodations before you return to work, and you will need to follow your local management guidelines. In some situations, Reed Group Vocational Rehabilitation services will assist with the return-to- work plan and provide recommendations that will help you safely return to work with accommodations.
roles and responsibilities
You, your supervisor, Reed Group and HR have specific responsibilities to ensure that the Disability Management program works as intended. The following information will help you understand how and by whom the process works.
- Report absences as required and keep in touch with your supervisor and Reed Group.
- Understand and follow the program’s procedures.
- Provide Reed Group with requested information to certify absences.
managers and supervisors
- Refer to the weekly STD and FMLA status report to help you decide how to code employees’ time off.
- Support employees’ compliance with the program.
- Provide the Disability Management group with information about local absence and return-to-work procedures, as well as eligibility for leaves of absence.
- Provide Reed Group with needed information.
human resources business partners
- Provide counsel and information about:
- how the program works;
- local absence and return-to-work procedures;
- eligibility for a leave of absence.
- Help employees return to work, including performing job searches.
HR Service Center: 1-888-825-5247, option 5.
- Certify employees’ eligibility for STD or LTD benefits, and time off under FMLA and certain state laws.
- Provide status of claims.
- Help employees return to work.
- Manage and pay LTD Plan benefits.
Chevron Global Health and Medical and the Chevron Disability Advisors can provide information and counsel about:
- The OE fitness for duty process
- The internal Chevron return to work process specific to your job
- Help employees return to work with or without accommodations and/or reduced work schedules and next steps for returning to work to full duties
Absence can be a complex process, so don’t hesitate to reach out for assistance. Reed Group, your supervisor and your HR Business Partner will generally be able to answer your questions and help you navigate the process. In addition, you may contact these additional resources if you need assistance.
- Can provide information about:
- how benefits and service are affected while employees are on leave;
- disability plan benefits;
- general benefits issues.
- Provide applications for leaves of absence.
1-888-825-5247, option 2.
- Can answer difficult questions and address concerns about absences.
- Can help you when you are ready to return to work.