Requesting Leave

Here’s what to expect:

 

Where do I start?

  • Go to mySedgwick, to get started on requesting LOA – To take a leave of absence, you need to complete a formal request and have it approved. All LOAs are administered by Sedgwick, our third-party administrator. If you have a disability claim related to your leave, Sedgwick may also handle your short-term disability claim.
  • Sedgwick will review your situation – All leave requests must be submitted to Sedgwick, even if you’re applying for a personal reason requiring approval by your facility manager. Sedgwick will check your eligibility, send your request for approval and record and track your leave.

You can request and manage leaves online through Sedgwick's mySedgwick system.   You can also call Sedgwick at 800-492-5678 to request your leave.

How do I get paid?

While a leave of absence is generally unpaid, you may have access to PTO or disability benefits that can replace part of your income while you’re away. It's also important to keep up your other benefits coverage by paying your premiums. Note: If you have an approved short-term disability claim, premiums for your benefits, such as your medical plan coverage will be deducted from your short-term disability payments.

 

What if I don’t speak English very well?

Sedgwick uses the AT&T language line, which provides a translator for you when you’re talking with a Sedgwick representative. The AT&T language line supports over 40 different languages. You can also submit your medical certification form in Spanish, and Sedgwick will have it translated.

 

When do I request a leave?

Whenever possible, submit your request 30 days before the day you plan to start your leave. If your request is for unexpected reasons, get it in as soon as you can, preferably within one business day after learning that you need to take a leave.

IMPORTANT: If you're unable to submit your own request, HR, your manager or a family member can submit it for you.

 

How do I request leave?

Step 1: Notify your manager immediately of your need to take a leave

Step 2: Follow the normal call-in procedures for your facility

Walmart stores: call in each absence until you get confirmation your manager knows about your leave request, usually within a day. After that, you'll be placed on an inactive status.

Sam’s Club: call in each absence until you get confirmation your manager knows about your leave request, usually within a day. Once your leave has been approved by Sedgwick, you’ll be placed on an inactive status.

Supply Chain and Home Office: call in each absence until your leave has been approved by Sedgwick and you’re placed on an inactive status.

Step 3: Request your leave

To request your leave with Sedgwick, you’ll need:

  • Your Walmart Identification Number (WIN)
  • Personal contact information
  • The reason for your leave
  • The fax number for your doctor, if you're requesting a medical or family care leave
  • The dates for your leave, and whether it's continuous (all at once) or intermittent (some now, some later)
  • Your most recent two-week work schedule, or a three-week schedule for a military leave

When you have all your information together, submit a leave request to Sedgwick either online or by calling their leave team:

  • Going online using mySedgwick, or
  • Phone: 800-492-5678.
     

Special Information for Associates Working in the following states

California

California Paid Family Leave (CA PFL) is a paid leave program that gives associates in your area time away from work to welcome a new child, care for themselves, and care for their families.  

 

The CA PFL has made the following change: 

 

  • Starting July 1, 2020, the CA PFL is expanding from six weeks to 12 weeks of paid leave. 
  • To access the program, file a claim directly using the state's website.

District of Columbia

District of Columbia Paid Family Leave (DC PFL) is a paid leave program that gives associates in your area time away from work to welcome a new child, care for themselves, and care for their families. It offers:

 

  • Up to two weeks of paid leave for your own medical condition. 
  • Up to six weeks to care for another family member. 
  • Up to eight weeks to welcome a new child through birth, adoption, or foster care placement. 
  • You're eligible if you've spent more than 50% of your time working in the District over the last year, with no requirements for minimum hours or length of service.

 

To access the program, apply on the District's website at https://dcpaidfamilyleave.dc.gov/.

New Jersey

New Jersey Family Leave Insurance (NJ FLI) and Temporary Disability Insurance (NJ TDI) are leave programs that give eligible associates working in New Jersey paid time away from work to care for themselves or their family members in certain circumstances.

 

The NJ FLI has made the following changes:

 

  • Starting July 1, 2020, the NJ FLI is expanding from six weeks to 12 weeks of paid leave. The maximum number of days of intermittent leave you can take is also increasing, from 42 to 56.

To access the program, contact Sedgwick at 800-492-5678 or mySedgwick.com

Washington

Washington State (WA) has a Paid Family and Medical Leave (PFML) benefit for associates working in WA. This state paid leave benefit is funded by both associates and Walmart. To make the most of your maternity benefits, if you work in WA, you may be eligible for both state PFML benefits in addition to Walmart’s paid maternity benefits. Here’s how it works:

 

  1.  File a claim for WA PFML  begin by contacting WA to file a PFML claim by going to the state’s dedicated website: www.esd.wa.gov or call 833-717-2273    
  2. File an LOA claim with Sedgwick – be sure to start an LOA claim with Sedgwick in addition to WA. Use the mySedgwick online tool to start your Walmart LOA claim.    
  3.  Send your WA PFML award letter to Sedgwick – once approved by the state, WA will send you an award letter outlining your PFML benefits. Send a copy of your award letter as soon as you receive it to Sedgwick, as this letter will help Sedgwick determine if you are eligible for additional benefits from Walmart, including longer job protection while you’re on LOA.    
  4. Coordinating paid leave benefits – for associates eligible for both Walmart’s short-term disability benefits and WA PFML, you’ll need to first apply with WA for your state benefits. Walmart will supplement the state benefit with short-term disability benefits through Sedgwick. This means the total paid disability benefits between both the WA PFML plus Walmart short-term disability benefits would not exceed 100% of your income prior to your leave.  
  5.  Use your earned PTO – just a reminder, you can use your earned PTO to get paid during any waiting periods for either your state or Walmart maternity leave benefits. And your earned PTO is available to you during your maternity leave. Let Sedgwick know if you’d like to use your earned PTO while on leave.    


Please note:
 Since you can’t receive more than your income prior to taking PFML, using your PTO while on WA PFML may lead to you receiving a reduced benefit from the state.

Please contact WA’s dedicated PFML experts by calling 833-717-2273 or read the Quick Reference Guide for more details.   

Step 4: Review your leave packet from Sedgwick

When Sedgwick gets your request, they’ll open a case for you. You’ll get a letter and your initial leave packet (if approved) by mail or email, depending on your preference. This packet contains important information about your leave and some essential forms. The letter will let you know if you’re eligible for the leave you requested based on your hours and length of service.

If you have access to a printer, you can access and print out your initial packet on mySedgwick within two business days of making your request.
 

Step 5: Return your forms
 

Depending on your reasons for a leave, you’ll need to complete forms provided by Sedgwick:

  • Medical Certification/Attending Physician Statement. If your leave is for medical reasons and you are not requesting short-term disability: take this form to your doctor to be completed and be sure it’s returned to Sedgwick within 20 calendar days. Sedgwick can also fax the form to your doctor if you provide them with the information. You should always follow up with your doctor to make sure the form has been completed and returned by the due date. If your leave is a result of emergency medical treatment, Sedgwick will accept information from the emergency room doctor showing the date you went to the ER, the patient treated (yourself or a family member), the medical reason, and the dates the doctor recommends you miss work and continuing treatment of care (meaning ongoing medical treatment).

IMPORTANT: Make sure this form is returned promptly. Allow at least 24 hours for your doctor’s office to return the form, then double-check mySedgwick to see if Sedgwick has received it.

  • Release of Information. This form allows Sedgwick to contact your medical providers to coordinate your leave and get additional details or clarification, if needed.

To return your completed forms:

IMPORTANT: Sedgwick must receive your completed Medical Certification or Attending Physician Statement within 20 days, or your leave and short-term disability claim will be denied. If you are not able to submit the form in time, let Sedgwick know the date you'll be able to provide it. If you don’t get back to them, your leave will be denied.

 

What if my claim is denied?

Understand the reasons behind your leave claim being denied

If your request is denied, Sedgwick will call you to explain the reason and will follow up with a letter. The most common reasons for denials are:

  • Not providing all your supporting documentation within 20 days.
  • Not providing additional information requested by Sedgwick within 12 days.
  • Not meeting the eligibility requirements (hours and/or length of time working for Walmart) for the type of leave you've requested.

Leave requests can also be denied when a medical issue is not considered a serious medical condition, you have exhausted your available leave benefits, or the request is outside Company policy guidelines. A Personal Leave may also be denied by your manager for business reasons.

Special Information for Associates Working in the following states

California

California Paid Family Leave (CA PFL) is a paid leave program that gives associates in your area time away from work to welcome a new child, care for themselves, and care for their families.  

 

The CA PFL has made the following change: 

 

  • Starting July 1, 2020, the CA PFL is expanding from six weeks to 12 weeks of paid leave. 
  • To access the program, file a claim directly using the state's website.

District of Columbia

District of Columbia Paid Family Leave (DC PFL) is a paid leave program that gives associates in your area time away from work to welcome a new child, care for themselves, and care for their families. It offers:

 

  • Up to two weeks of paid leave for your own medical condition. 
  • Up to six weeks to care for another family member. 
  • Up to eight weeks to welcome a new child through birth, adoption, or foster care placement. 
  • You're eligible if you've spent more than 50% of your time working in the District over the last year, with no requirements for minimum hours or length of service.

 

To access the program, apply on the District's website at https://dcpaidfamilyleave.dc.gov/.

New Jersey

New Jersey Family Leave Insurance (NJ FLI) and Temporary Disability Insurance (NJ TDI) are leave programs that give eligible associates working in New Jersey paid time away from work to care for themselves or their family members in certain circumstances.

 

The NJ FLI has made the following changes:

 

  • Starting July 1, 2020, the NJ FLI is expanding from six weeks to 12 weeks of paid leave. The maximum number of days of intermittent leave you can take is also increasing, from 42 to 56.

To access the program, contact Sedgwick at 800-492-5678 or mySedgwick.com

Washington

Washington State (WA) has a Paid Family and Medical Leave (PFML) benefit for associates working in WA. This state paid leave benefit is funded by both associates and Walmart. To make the most of your maternity benefits, if you work in WA, you may be eligible for both state PFML benefits in addition to Walmart’s paid maternity benefits. Here’s how it works:

 

  1.  File a claim for WA PFML  begin by contacting WA to file a PFML claim by going to the state’s dedicated website: www.esd.wa.gov or call 833-717-2273    
  2. File an LOA claim with Sedgwick – be sure to start an LOA claim with Sedgwick in addition to WA. Use the mySedgwick online tool to start your Walmart LOA claim.    
  3.  Send your WA PFML award letter to Sedgwick – once approved by the state, WA will send you an award letter outlining your PFML benefits. Send a copy of your award letter as soon as you receive it to Sedgwick, as this letter will help Sedgwick determine if you are eligible for additional benefits from Walmart, including longer job protection while you’re on LOA.    
  4. Coordinating paid leave benefits – for associates eligible for both Walmart’s short-term disability benefits and WA PFML, you’ll need to first apply with WA for your state benefits. Walmart will supplement the state benefit with short-term disability benefits through Sedgwick. This means the total paid disability benefits between both the WA PFML plus Walmart short-term disability benefits would not exceed 100% of your income prior to your leave.  
  5.  Use your earned PTO – just a reminder, you can use your earned PTO to get paid during any waiting periods for either your state or Walmart maternity leave benefits. And your earned PTO is available to you during your maternity leave. Let Sedgwick know if you’d like to use your earned PTO while on leave.    


Please note:
 Since you can’t receive more than your income prior to taking PFML, using your PTO while on WA PFML may lead to you receiving a reduced benefit from the state.

Please contact WA’s dedicated PFML experts by calling 833-717-2273 or read the Quick Reference Guide for more details.   

 

Talk to Sedgwick

If you have questions about why your leave was denied, talk to your Sedgwick Leave Specialist first. Then contact your facility manager to discuss your options and next steps, and whether you plan to return to work.

It’s important to keep in mind Sedgwick may approve your leave but deny your disability benefits claim. A disability claim and a leave of absence are set up to be handled at the same time. The medical information needed to support a leave of absence serves to establish you have a serious medical condition and cannot work; but the medical certification form used for a disability claim (called an Attending Physician Statement) requires additional medical information and must show you have a disabling condition, as defined by the short-term disability plan. Sedgwick will obtain additional medical documentation from your health care provider to determine if your medical condition meets the definition of disability. Additional medical documentation may include X-rays, laboratory reports, tests, consulting physician reports as well as tests and chart notes from your physician.

Accommodations

If you aren’t FMLA-eligible, you won't be eligible for an intermittent leave under the leave of absence policy. However, you can submit a request to the Accommodation Service Center for consideration of intermittent time away from work under the accommodation in employment policy. The Accommodation Service Center will review your request and determine your eligibility. Intermittent accommodation approvals are for your own health condition only. You can contact the Accommodation Service Center at 855-489-1600 Monday through Friday from 8am to 5pm CST.

Consider using the Open Door process or file an appeal for a denied leave

If you’re not satisfied with Sedgwick's response to your concerns, or if your request was denied by your facility manager, you can use the Open Door “Step-by-Step” process

If Sedgwick denies your short-term disability claim, you have the right to appeal the denial. This means, you can request Sedgwick take another look at your situation and submit additional information about your claim. For more information about appealing short-term disability claim denials, refer to the 2020 Associate Benefits Book.

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