Sedgwick provides multiple tools to help managers and people partners support associates on leave of absence and disability. People partner roles may include people leads, human resource clerks, and human resource managers. These tools help you stay informed about your associate’s leave and disability claims and allow you to take important actions, such as reporting return-to-work dates and communicating with Sedgwick.

Access to Sedgwick tools

Role assignments in Workday are used to determine who receives email notifications, leave reports, and access to mySedgwick. Generally, the associate’s management, the location manager, and the assigned people partners are granted access. However, these vary by business segment. If you're not receiving email notifications, leave reports, or access to mySedgwick, your role assignments in Workday may need to be updated. 

Verifying role assignments in Workday

• Log into your Workday profile.
  • Log into Workday.
  • Click on your profile picture or name in the top right corner.
  • Select “View Profile.”
  • Click the “Actions” tab.
  • Navigate to the “Security Profile” tab.
  • Click on “View Role Assignments for Worker Position”.
• Enter your Role Details.
  • Enter the Effective Date – use today’s date for up-to-date assignments.
  • Worker should reflect your name. 
  • Position should reflect your position.
  • Roles – Click on “People Partner”.
  • Click the box that says “Include Inherited Role Assignments”.
  • Do not click the box that says “Include Inactive Organizations”.
  • Click the blue “OK” button.
• Review Assignments.
  • This page will reflect all of the Supervisory Organizations that you are assigned the people partner role to in Workday. 
  • You should receive email notifications, reports, and access to view associates in mySedgwick for any associates in these Supervisory Organizations.

Role assignment discrepancies 

If you have verified your role assignments in Workday and see that you are not assigned the People Partner role to a specific Supervisory Organization or you are assigned incorrectly, you will need to complete a Workday Access Request through ServiceNow and provide the following information:

• Associate: Your name or the name of the associate who needs access added, modified, or removed.
• Status: New – Modify – Remove – This will depend on the action you are taking for the role assignment for a Supervisory Organization.
• HR Application: Workday
• Justification: “I am a people partner for <Insert SUP ORG> and need access in order to support associates in the organization.”
  • To find a Supervisory Organization ID in Workday for a specific associate, that you need to have access to, complete the following steps:
  • Navigate to the associate’s profile in Workday
    • Under their Job Details section on their profile, click the link underneath the words “Supervisory Organization”
    • The Supervisory Organization ID can be found on the right-hand side of the screen. It is labeled “Organization ID” and should look like “SUP_US_1000000”
• Access Description:
  • Entire Supervisory Organization name
  • Manager's name and Supervisory Organization ID
  • To locate the Supervisory Organization ID, refer to Step 4 under verify assigned roles. 

If you have completed the steps above and are still not receiving email notifications, leave reports, or access to mySedgwick, please contact the Absence Management team at ghdisab@walmart.com for assistance. Be sure to include the WIN of an associate whose information you should be receiving from Sedgwick. This will help the support team verify your access and resolve the issue. 

Email notifications

Sedgwick sends email notifications throughout an associate’s claim to ensure that managers and people partners remain informed at every stage of the associate’s claim process.

•  Initial notice: Summary of the associate’s request and depending on the leave type, action may be required from the managers and people partners. 
•  Approval or denial: Detailed overview of the leave and claim request status, including job protection dates and pay information if applicable. 
•  Claim closure: Provides the reason for the closure and lists the next steps for the facility. 
•  Appeals and miscellaneous notices: Includes information regarding appeals, overpayments, or other items that impact claims or leaves. 
•  Claim updates: Additional information when there are updates, or changes in the status of an associate’s disability, maternity, parental, or military claim or when additional information is required to process a claim.
•  Additional information or approval: Sent when information or approval is needed by the manager or people partner.

Leave reports

To ensure associates are supported throughout the leave process by their managers and people partners, Sedgwick provides reports with detailed information regarding associates who have requested a leave of absence. These reports are sent via email to the manager and people partner contacts that are listed in Workday.

The following section explains the different types of leave status reports, along with when they are generated and how they are distributed. These reports may be delivered at various times throughout the day.

Each report has two tabs. The first tab shows the claim information for the associates, and the second tab contains a key to explain what each column on the report means.

Managers and people partners play a critical role in ensuring the associate’s leave is tracked and administered accurately. When reviewing intermittent leave reports, pay close attention to the following:

• Confirm how much time the associate was away from work
• Leave time reported by Sedgwick – Compare the associate’s actual time away from work with the leave time reported to Sedgwick to ensure they match, and leave is being accurately reported.
• If the time the associate missed doesn't match what Sedgwick has listed on the leave report, contact Sedgwick via mySedgwick or by calling (800) 492-5678 to report the discrepancy. This will ensure the associate’s leave time is tracked accurately and there is no impact to their pay or benefits.
•  For salaried associates, confirm whether the associate is required to use PTO on leave, to ensure their pay is not impacted.
  • The last column on the salaried intermittent leave report is titled “Deduct PTO” and has a Yes (Y) or No (N) indicator to determine if the associate is required to use PTO to avoid a pay impact.
  • “Y” (Yes) – The associate must use PTO to prevent a reduction in pay. In this case, ask the associate if they would like to use their available PTO to cover the missed time.
    • If the associate is required to use PTO and doesn’t have time available or has elected not to use PTO, refer to the Salaried Management Guidelines for instructions on how to deduct pay for salaried absences.
  • “N” (No) – The associate is not required to use PTO, and their pay will not be impacted by the absence.

mySedgwick

mySedgwick can be used for associates to access their own claims but it also offers a dynamic view for managers and people partners to stay up to date on their associates leave of absence and disability claims. With dashboard summaries, easy return-to-work reporting, claim progress tracking, and a learning hub for guidance on the leave process, mySedgwick provides a functional easy-to-use way for leaders to support their associates. 

Summary View

The Summary View page appears after you log in and provides an at-a-glance summary of claim metrics in a dashboard-style view. On this page you will see multiple boxes that contain information about your associate’s claims. Click on any one of these boxes to expand your view and access associate claim listings.

• New claims – view any new claims that your associates have filed
• Returning to work – associates with upcoming return to work dates
• Associates off work – associates who are currently off work
• Report a new claim – hit the start button to initiate a claim for an associate
• Notifications – summary of recent notifications related to associate claims
• Open claims – all open leave and disability claims
• Communication center – send a message directly to an examiner and receive a response within one business day
• Helpful resources – documents, videos, links, and additional guidance to assist you in the claim process

Claim Search

The claim search page allows you to search for your associates claim by claim number, name, WIN, or Social Security number.

Note: Closed claims can only be accessed for two years from the date that they were closed.

Helpful resources

This page allows you to access the learning center, helpful links, videos, and documents related to the leave and disability process with Sedgwick.

The learning center allows you to learn about all aspects of the claim process for both disability and leave of absence. Use the helpful links, videos, and documents tabs for additional guidance on how to support your associates while they are away from work.

Manage Delegates 

The delegation feature in mySedgwick allows users to grant others access to view and manage associate leave claims on their behalf. On the delegation page, you can enter an associate's name or WIN to give them access to all the claims you currently have visibility into within mySedgwick.

Examples of situations where someone may want to grant delegate access are:

• People Lead in the store wants to grant access to the Market People Partner to view associates LOA claims in their store in mySedgwick.
• Sam’s Club Market People Partner wants to grant access to the Regional People Partner to view all LOA claims in mySedgwick for their market.  
• Store Manager wants to grant access to the Store Lead to view all associates LOA claims in that store in mySedgwick.
• Acting as a Delegate: You can perform tasks like reporting absences or claims, depending on the permissions granted.
• Managing Delegates: You can assign others to act on your behalf, define what actions they can take, and set timeframes for their access.

For more information, please refer to the Leave of Absence Leadership Guide> Resources > Sedgwick Resources. 

Note: Delegate access expires one year after it is given.

Associates who are ready to return to work after being on a leave of absence may rely on the assistance of their manager or people partner to ensure they are able to return timely.

Sedgwick's role in the leave return process

When an associate is scheduled to return from a leave, Sedgwick will:

• Communicate with the associate seven (7) days before the expected end of leave to confirm the return-to-work date, and/or determine if the associate needs an extension.
• Email the managers/people partners if an extension is requested.
• Review to determine if the associate can return to work with or without accommodation if the associate has restrictions that conflict with their essential job functions.
• Sedgwick will partner with the associate’s work location as needed.
• Systematically activate the associate in Workday

When an associate returns before the leave decision has been finalized

It’s not uncommon for an associate to return from leave before Sedgwick has issued an approval or denial of their request. While the associate has 20 days to submit their initial information, many leaves don't last that long. If this happens, let the associate return to work and remind the associate they must report their return-to-work date to Sedgwick, in addition to providing their Return-to-Work Certification, if applicable. 

Failure to report the return-to-work date may result in missed pay and can also affect the associate’s access to systems needed to perform their job.

Returning with restrictions

Walmart offers job adjustments and accommodations as needed to assist our associates in returning to work with medical restrictions. Associates do not need to be "100%" or "fully released," to return to work. 

• Associates returning from leave should not be excused from performing any of their essential job functions or placed in a position which does not exist. 

When an associate is released to return to work with specific, documented medical restrictions, or limitations, here’s what you need to do:

• Review the restrictions, limitations, and the associate’s job description to confirm whether the associate can perform the essential functions of their position, including the physical activities necessary to perform the essential functions of the position. 
• If the associate’s restrictions prevent them from performing the essential job functions, contact Sedgwick Accommodation Service Center at 855-489-1600 to discuss next steps.
• If the associate’s restrictions don’t prevent them from performing the essential job functions, consider whether there is a job adjustment (JA) available which will support the associate in returning to work. See the Accommodation in Employment policy for more information on the job adjustment program. 
• Help the associate request an accommodation or make the request directly to the Accommodation Service Center on their behalf.
• Keep the completed job adjustment form and Return to Work Certification form or doctor’s release in the associate’s medical file.
• For questions or assistance, call Sedgwick Accommodation Service Center at 855-489-1600.

Work with the Accommodations Service Center to provide options for supporting associates with restrictions when returning to work. See the Disability Accommodations page for more information.

Returning from a job-protected leave

If the associate has not exhausted their job-protected time:

• The associate must be reinstated to the same position they had or a similar position with the same pay and benefits.
• Confirm associate’s return to work date has been submitted to Sedgwick and provide the associate with a copy of their schedule.
• Ensure hourly associates who are returning from a job protected leave may need to be manually added to the schedule upon their return, as they do not need to wait to be added to the system-generated schedules before returning to work. 

Returning from a non-job-protected leave

When returning from a non-job protected leave, the associate is not entitled to their former position. If there is no available position:

• Managers/ People Partners are required to place the associate on a 30-day job search leave to inactivate them in Workday.
• Provide assistance to the associate in applying for positions for which they are qualified.

Returning from a military leave

Follow the steps below to assist an associate returning from a Military Leave.

• Review the policy – The Military Leave policy provides detailed information on the requirements the associate must complete to return to work from a military leave.
• Obtain release documentation – When an associate returns from a military leave, they must submit documentation establishing their release from service is honorable or under honorable conditions and their return to work is timely.
• If the associate is returning to work after recovering from an illness or injury suffered or aggravated during active duty, they must also provide a written release completed by their health care provider.
• Allow the associate to conditionally return to work for up to five workdays while they obtain the necessary documentation.
• If the associate has issues with obtaining the required documentation or informs you that they have been dishonorably discharged, please contact next-level HR to identify next steps.

When an associate does not return from military leave

If an associate has not returned from military leave following a 90-day waiting period after their leave ended, the following actions will be taken:

• Sedgwick will send a notification letter to the associate to find out if an extension is needed.
• If Sedgwick does not hear from the associate within 30 days, a second letter will be sent. This will remind the associate that because we have not heard from them, their leave of absence is now closed. 
• If the associate does not respond within the next 30 days, please partner with next level HR prior to making an employment decision. If termination is the appropriate action, generate the Military Termination Letter in ServiceNow.
• Sedgwick will notify you that a response has not been received by the associate.

If you have reason to believe that they are still on military assignment or duty, then you should contact Sedgwick with a new estimated return to work date. Associates who inform their Manager/People Partner their employment was terminated in error due to a Military Leave, should be reinstated immediately in partnership with next-level HR.

When an associate does not return from LOA

If an associate’s leave has ended, but they haven’t returned to work or contacted the facility, attempt to contact the associate and generate the End of Leave letter from ServiceNow.

The letter provides the next steps which may include:

• Returning to work with a return-to-work certification, if due to their own serious health condition. 
• Requesting a leave extension through Sedgwick.
• Requesting an accommodation through Sedgwick. 
• Voluntary termination. If the associate has not contacted the Manager/People Partner within seven (7) calendar days from the date of the letter, partner with next-level HR prior to considering termination.

Terminations and LOA

Managers looking to process terminations for associates who have requested a leave of absence, or an accommodation should partner with their People Partner prior to making employment decisions. 

Associates whose leave has ended should be sent the End of Leave Letter in ServiceNow. If the associate does not return to work or respond to the letter within seven (7) calendar days, voluntary termination may be considered in partnership with the People Partner.

Terminations that occur because the associate has failed to return from a leave of absence, should be processed in Workday as Voluntary>Job Abandonment with a note including the reason and additional details surrounding the termination.

LOA Certification received after termination

If Sedgwick receives medical certification supporting a leave of absence within 30 days of the termination date, communication will be sent to the Managers/People Partners informing them of this. The Manager or People Partner should work with next-level HR to assess if the associate's termination was appropriate. If a decision is made to reinstate the associate, the Manager or People Partner should notify Sedgwick immediately to ensure the associate’s claim is updated appropriately. 

FMLA leave can be utilized in three ways: continuously, intermittently, or as a reduced schedule.

Intermittent Leave involves taking time off in separate blocks for a single reason. For instance, associates may need to take partial days, full days, or multiple days off for medical treatments or scheduled appointments for themselves or a family member (spouse, child, or parent) they are caring for.

An intermittent leave specifies the frequency and duration of each absence and can also specify reduced hours. Keep in mind some associates may have more than one intermittent leave.

Understanding intermittent leave

Medical certification for an intermittent leave of absence is required and must include an estimated frequency and duration. The frequency and duration are needed to accurately track the associate’s time away from work and to validate the use of FMLA job-protected time. 

If an associate is approved for an intermittent leave, they must report each leave-related absence to Sedgwick within two (2) calendar days of the absence or Sedgwick will deny the absence. If there are special circumstances that prevent timely reporting, please contact Sedgwick. The associate must also follow the call-in procedures and guidelines set by their facility.

Associates receiving state benefits in HI, NY, and NJ are required to report their intermittent absences to both Sedgwick and Lincoln.

For an associate to receive pay during an intermittent leave of absence:

• Hourly associates can use PTO, PPTO or other benefit time in accordance with the Paid Time Off (PTO) Policy.
• Salaried associates can use PTO; however, they won’t need to if the intermittent time is related to their short-term disability claim within the last 12 months. The Intermittent Leave Report will show if PTO should be used for the absence. Salaried home office associates who are eligible for FlexTO can use 14 days towards their intermittent absence claim.
• If no PTO is available for salaried associates or if the associate does not want to use PTO, please refer to the Deducting Pay for Salaried Absences When No PTO Is Available section in the Paid Time Off- Salaried Associate Management Guidelines.
• Drivers can use PTO or other benefit time in accordance with the Paid Time Off (PTO) Policy. However, drivers will not need to use PTO if the intermittent time is related to their short-term disability claim within the last 12 months. The Intermittent Leave Report will show if PTO should be used for the absence.

Managing the associate’s intermittent leave

If an associate is approved for an intermittent leave:

• Verify the accuracy of leave reporting – Review the daily intermittent leave report sent by Sedgwick to ensure the associate’s absence is being reported accurately.
• If inaccuracies are noted, contact Sedgwick as soon as possible and validate changes are recorded accurately in mySedgwick or the Intermittent Leave of Absence report for the next day.

Intermittent absences approved by Sedgwick are excused under the Attendance Policy.

Sedgwick’s system will monitor absences that exceed the frequency and duration stated in the medical certification. When an associate consistently exceeds the frequency and duration, Sedgwick may request a recertification of the leave from the associate.

Accommodation option if FMLA intermittent leave is denied

An associate can submit a request for accommodation leave/extension if their FMLA leave request is denied or exhausted. An intermittent leave may be granted as an accommodation. Refer to the Accommodation in Employment (Medical-Related) policy for instructions and details on how to submit an accommodation request.

Reduced Schedule

Reduced schedule leave is a leave schedule that reduces the associate’s hours per day or per week. Generally, this type of leave is available if the associate is eligible for FMLA.

When an associate’s leave is denied, there may be a number of next steps that need to be made by the Manager or People Partner. The information below will provide additional guidance for supporting your associate, as well as steps to take if the associate is not able to return to work. 

Understanding denial reasons

Sedgwick can deny leave of absences for several reasons such as:

• Lack of complete information or missing information
• Medical condition does not meet the criteria for a serious health condition
• Qualifications not met to approve the leave
• Leave benefits have been exhausted
• The leave request conflicts with policy guidelines.

When a leave of absence is denied, Sedgwick will attempt to contact the associate by phone to discuss in addition to sending a letter. Sedgwick will send an email to notify you of the leave denial including the reason for denial.

Managing leave denials

If the associate didn’t provide medical certification or clarification:

• Read all email notifications from Sedgwick and complete any action items listed.
• As directed by Sedgwick, generate the Leave Denial Letter out of ServiceNow and attempt to reach the associate by phone. This letter instructs the associate to contact the facility and speak to a manager/people partner within seven (7) calendar days from the date of the letter.
• If the associate says they will submit the necessary documentation, monitor your email communications, the Leave Status Report, and mySedgwick to see if Sedgwick receives the information and updates the status of the leave decision.
• If the associate has submitted the information, instruct them to contact Sedgwick for an update on their claim status.
• Assist the associate with emailing or faxing or uploading the information to Sedgwick, if needed. 
• If the associate returns to work before getting the leave denial decision, ask them if they plan to provide information to Sedgwick for reconsideration of the denial.
• Do not take any disciplinary action until all action items outlined by Sedgwick have been completed. Partner with next-level HR prior to considering termination for absences under the attendance policy. 

If the associate has a concern about a denial, they should first discuss the question or concern with Sedgwick. If they still have a concern, refer to the guidelines below depending on the type of leave requested.

Discretionary leave decisions by facility:

• Refer the associate to the Open Door Communication Policy. 
• Ensure all documentation related to the Open Door is placed in the associate’s medical efile.
• Communicate to Sedgwick if a decision is overturned or changed by the open-door outcome.

Non-discretionary leave decision made by Sedgwick:

Forward the concern to LOAQOD@wal-mart.com. They will investigate the concern, seek resolution, and provide a recap to the manager/people partner to follow up with the associate.

Short-term disability denial:

An associate can appeal the denial of a short-term disability claim. Sedgwick will contact the associate to advise the claim has been denied and the reason for the denial. They will also send a letter to the associate to explain the denial and their appeal rights and the process for filing an appeal.

Accommodation option if leave is denied:

An associate can submit a request for accommodation leave/extension if their leave request is denied or exhausted. Refer to the Accommodation in Employment (Medical-Related) policy for instructions and details on how to submit an accommodation request.