Absence Management System

The vendor is required to provide absence management system for regarding available technology solutions for act administrative services and other related leave services to include but not limited to military leave, medical leave of absences, short-term sick and accident, long-term disabilities and parental leaves.
- Requirement:
•    Provide a full range of act and non- act leave of absence administration services and support. 
•    Work with city of to review and make recommendations to improve current act and non- act leave of absence policies and procedures. 
•    Coordinate, manage, and track employees out on leave of absence for act and non-act activities including:
o    Provide a timely and efficient means for city of employees to report act claims.
o    The process shall include a customer service center, call center, and help desk. 
o    Collect and process all necessary medical certification forms, verify documentation, and determine if the event falls under qualifying act criteria.
•    Communicate to the employee whether the event qualifies under act. 
•    Provide real time notification to inform city of any change in status occurs to or from leave of absence. 
•    Transmit intermittent leave to city of daily through an approved file transfer process (ftp). 
•    Certified act leave notifications shall be sent via email using the contractor's platform. 
•    Provide the following services: which may include but not limited to:
o    Intake,
o    Claim
o    Administration (eligibility, claim management, claim processing, intermittent leave, recertification,
o    Handling, escalation, communication, tracking, return to work, compliance)
•    The capability to administer workability and independent medical evaluations and/or a release to return to work, as appropriate. 
•    This would include providing the city of human resource staff access to its data to track act leave and non- act leave. 
•    Tracking shall include, but not be limited to absences, recertification, continuous, and intermittent leave. 
•    The ability to track act leave concurrently with disability claims. 
•    Account management and customer services:
o    Training
o    Implementation and transition services
o    Records management
•    Provide complete documentation for each act claim including documentation of communication with employees. 
•    Documentation and reports should assist the city in preparing for administrative hearings and grievances.
•    Act leave policy development: contractor will be required to work with the city to review and advise on current act policies and procedures related to federal, state, and or local law, including city of policies and procedures. 
•    Cooperate with city of timely respond to any requests for information and documents to facilitate the evaluation of legal risk in specific cases or in defending claims, charges of discrimination or failure to accommodate, and litigation. 
•    Agrees to meet with city of quarterly or more frequently to discuss corrective plans of action. 
•    Act leave request processing: contractor will receive all requests for act leave and contact the employee and department within the required time frames (preferably within 48 hours) stipulated in the act regulations or city of policy regarding proper notification for leave request, approval and denial notifications, submission and return of forms and other data relevant to the claim. 
•    This includes the type of leave requested and the qualifying event to determine eligibility based on but not limited to diagnosis, appropriate medical findings supporting diagnosis, prognosis, treatment plan, and expected return to work date. 
•    Act leave will run concurrently with workers compensation, if applicable as well as processed through benefits for applicable benefit premium determination and cobra administration. 
•    Act leave medical certification: contractor will collect all necessary medical certification and city of required forms to determine if the event meets act leave criteria and submit these forms to all applicable parties (employee, department, human resources, indicating approved or denial of act leave. 
•    Provide an appropriate act certification and leave notification(s) letter or electronic notification to city for a specific leave program, as appropriate, up to a covered employee's exhaustion of benefits, or ineligibility of benefits. 
•    Provide access to all correspondence and documentation regarding any act leave when requested by city. 
•    The event a certification or recertification determination cannot be determined, the contractor will request clarification with the treating physician through the employee or if law and policy permits, a second or third (opinion) certification determination via another physician at city of expense to be billed by contractor separately. 
•    Act leave tracking: contractor will provide a means of facilitating leave tracking. 
•    The payroll reporting requires that multiple staff in multiple locations have access to the same system used to track act leave. 
•    This system should be able to easily integrate UltiPro to upload and download act leave information. 
•    As secondary (if system cannot be easily integrated) a flat file with all applicable tracking information and balances should be able to upload to and from UltiPro. 
•    Act leave re-certification: contractor will notify the employee, department, and the human resources department when recertification of act leave is required by the employees. 
•    Act leave return to work: contractor will notify employees and human resources department on act leave concerning the amount of leave used and available, their return or estimated return to work date, and options available to them in accordance with federal, state, local law and city of policies and procedures. 
•    If the employee is not able to return to work once act leave has ended, employees will be notified at a minimum every 30 days of their act leave for leave granted more than 30 days until available leave balance reaches 30 days or less at which time the employee will be notified every two weeks and when leave has expired. 
•    Act leave reporting and communication:
o    Provide detailed reports on employee act and non-act usage. 
o    Provide real-time act and non-act status reports to human resources, department heads, managers and supervisors. 
o    View a wide range of standard reports or generate custom reports that can be sorted by departments. 
o    Provide repository for continuous, intermittent, and reduced schedule act activity. 
o    Provide the capability to create reports that contain the act data "on demand" that can be accessed by and exported to city of personnel, staff and others. 
o    Provide periodic reports to demonstrate program results, including city of return on investment.
•    Provide the following standard act services reports and standard communication letters (but are not limited to the list below):
o    Act services report on demand via web access. 
o    This report shall list active act cases with the most recent administrative activity. 
o    Act services report on a monthly basis. 
o    This report indicates the number of act claims and cases that have been administered and finalized, the number of active covered employees, the number of covered employees that have returned to work, the length of act leaves time and demographics.

- Contract Period/Term: 3 years