Leadership Guide
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Overview
For Associates
For Managers
Resources
There will be times when an associate needs time away from work, either for themselves or to care for a family member. When associates need to take a leave of absence (LOA), managers and People Partners play a big role in making sure everything runs smoothly. Paid benefits may be available while on an approved leave of absence. Refer associates to the LOA overview page via One.Walmart.com/LOA for more information.
Family and Medical Leave
If you’re eligible, this type of leave lets you take up to 12 weeks of job-protected time away from work for a qualifying reason. These can include:
- Your own serious medical condition or that of a family member
- Birth, adoption, or foster care placement
- Military family care or a family member’s military active duty
The details are defined by the Family and Medical Leave Act (FMLA), so for more information, see the Family and Medical Leave Act policy. You’re eligible for this type of leave if you have:
- Worked for the company for 12 months; and
- Worked at least 1,250 hours in the 12 months before your leave begins.
Some states also provide leave options for family and medical needs with different reasons, durations, and eligibility requirements. Look for State and local leave below to see if your state or city has a leave program and learn more.
State and local leave
Several states have their own laws for job-protected, paid time away from work for personal and family reasons. Keep in mind that even if you access a leave program through your state, you’ll also need to visit mySedgwick.com to request a Walmart leave of absence.
The summaries below are provided for informational purposes only. Your state determines eligibility for benefits and benefit amounts under any state program, and these may change over time. Please refer to your state’s website for complete and current details.
California
California Paid Family Leave (CA PFL) and California State Disability Insurance (CA SDI)
California offers paid time away from work for the following reasons:
- California Paid Family Leave (CA PFL) offers up to eight weeks of paid time away from work to welcome a new child, care for family members with medical needs, or take leave because of a family member’s military deployment.
- California State Disability Insurance (CA SDI) offers up to 52 weeks of paid time away from work if you have a non-work-related illness, injury, or pregnancy.
To access these programs, apply directly on the state’s website.
Colorado
Colorado Family and Medical Leave Insurance (CO FAMLI)
Colorado Family and Medical Leave Insurance (CO FAMLI) offers paid, job-protected time to eligible associates through the state to:
- Welcome a new child into their family (through birth, adoption, or foster care).
- Take time away due to their own serious health condition.
- Take care of a family member with a serious illness or injury.
- Take time off for certain military-connected events.
- Take time off because they or a family member are the victim of domestic violence, stalking, or sexual assault or abuse.
Associates on qualified leave may receive up to 12 weeks of paid benefits from the state. An extra 4 weeks may be available from the state for associates needing more time away due to a serious health condition related to pregnancy or childbirth complications.
Walmart Benefits will be reduced by the amount associates are eligible to receive from the state regardless of whether they apply for their state benefit.
*Important* Associates must apply both with Sedgwick and with the state.
Please see:
- Associate Benefits Book and Walmart’s Colorado Leave of Absence Policy for coordination of Walmart and state specific benefits.
- Colorado Family and Medical Leave Insurance Program website for more details and to apply for benefits.
Connecticut
Connecticut Paid Leave (CTPL)
This paid leave program offers up to 12 weeks of time away from work to welcome a new child, care for yourself, or care for your family. It also offers an additional two weeks for incapacitation due to pregnancy.
If the regular Walmart benefit is greater than what the state offers, Walmart will supplement the state benefit with paid benefits through Sedgwick to equal your full pay. The total paid benefits between both programs will not exceed 100% of your income before your leave.
To access the program, apply directly on the state’s website.
Delaware
Delaware Paid Family and Medical Leave (DE PFML)
The Delaware Paid Family Leave (PFML) Benefit will begin January 1, 2026, with payroll deductions to begin January 1, 2026. The program provides 12 weeks of paid, job protected leave for eligible associates that work in Delaware. The leave program covers reasons such as bonding with a new child, caring for a family member, for your own health condition, or to assisting loved ones are overseas on a military deployment.
For additional information, you can go to website.
District of Columbia
District of Columbia Paid Family Leave (DC PFL) is a paid leave program that gives eligible associates in the District of Columbia (DC) time away from work to welcome a new child, care for themselves, and care for their family members in certain circumstances. These benefits were updated on Oct. 1, 2022. Associates are eligible if they've spent more than 50% of their working hours in the district, with no requirements for minimum hours or length of service. Paid Family leave provides up to 12 weeks to bond with a new child, 12 weeks to care for a family member with a serious health condition, 12 weeks for the associate’s own serious health condition, and two (2) weeks to receive prenatal care (these two workweeks are included as part of the 12 weeks of paid medical leave). If the associate is eligible for the WM benefits, Sedgwick and Walmart will coordinate with the district to make up any difference between the DC benefit and 100% of an associate's pay.
Hawaii
Hawaii Temporary Disability Insurance (HI TDI)
This paid leave program offers up to 26 weeks of time away from work if you have a non-work-related injury or sickness, including recovery from pregnancy.
To access the program, contact Sedgwick at 800-492-5678 or mySedgwick.com.
Maine
Maine Paid Family and Medical Leave (ME PFML)
The Maine Paid Family and Medical Leave (PFML) Benefit will begin May 1, 2026, with payroll deductions to begin January 1, 2025. The program provides 12 weeks of paid, job protected leave for eligible associates that work in Maine. The leave program covers reasons such as bonding with a new child, caring for a family member, for your own health condition, or to assisting loved ones are overseas on a military deployment.
For additional information, you can go to the state Website.
Massachusetts
Massachusetts Paid Family and Medical Leave (PFML)
This paid leave program offers time away from work to bond with a new child or to care for yourself and your family members during difficult times. It offers:
- Up to 12 weeks to welcome a new child through birth, adoption, or foster care placement.
- Up to 20 weeks if you have a serious illness or injury.
- Up to 12 weeks to care for a relative with a serious illness or injury.
- Up to 26 weeks to care for a family member who is a covered service member.
- Up to 12 weeks to provide support when a family member is on active military duty or has been notified of an impending order to active duty.
- A combined maximum of 26 weeks if you qualify for more than one type of benefit.
If the regular Walmart benefit is greater than what the state offers, Walmart will supplement the state benefit with paid benefits through Sedgwick to equal your full pay. The total paid benefits between both programs will not exceed 100% of your income before your leave.
To access the program, apply directly on the state’s website.
New Hampshire
New Hampshire Paid Family and Medical Leave Insurance (NH PFML) is a new voluntary statewide program, administered through MetLife Insurance, that allows individuals to take paid time off for some of life's most important moments
Enrollment
All associates who work in New Hampshire are eligible to enroll in NH PFML and may do so during the state's annual open enrollment by visiting the state's website at https://www.paidfamilymedicalleave.nh.gov/enroll-now. New hires may also be eligible to join NH PFML mid-year by visiting the state's website.
Premium payments
Associates who enroll in NH PFML will have contributions deducted from their paycheck. The contribution rate will be determined by MetLife on an individual basis and will be communicated to both the associate and Walmart. Associate contributions into this program will be through payroll deductions up to a biweekly maximum of $10.00.
Uses of NH PFML
Enrolled associates will become eligible to use the benefits seven (7) months after the effective date of their coverage for up to six (6) weeks per benefit year after up to a 7-calendar day waiting period for the following reasons:
- Own serious health condition, including childbirth
- Bond with a child during the first year of birth or placement for adoption or foster care
- Care for a family member with a serious health condition
- Qualifying urgent demand or need arising out of the fact that the worker's spouse, child or parent is a covered military service member on covered active duty
- To care for a covered military service member with a serious injury or illness
Coordination with Other Benefits
NH PFML runs concurrently with federal FMLA or a company personal leave when the associate is qualified for leave under both programs. However, an associate may not qualify for NH PFML on the same day that they qualify for a Walmart benefit. MetLife may require usage of all paid leave (except for 7 days), as applicable to the reason for leave, before NH PFML is paid.
Resources
- New Hampshire Paid Family Medical Leave (MetLife) - www.Metlife.com/new-hampshire
- New Hampshire Paid Family Medical Leave – www.paidfamilymedicalleave.nh.gov
New Jersey
New Jersey Family Leave Insurance (NJ FLI) and Temporary Disability Insurance (NJ TDI)
These paid leave programs offer time away from work to care for yourself or your family members in certain circumstances.
- Up to 12 weeks to care for a family member or bond with a newborn, newly adopted, or foster child.
- Up to 26 weeks for your own serious illness or injury.
To access these programs, contact Sedgwick at 800-492-5678 or mySedgwick.com.
New York
New York Paid Family Leave (PFL)
This paid leave program offers up to 12 weeks of time away from work to welcome a new child, care for family members with medical needs, or take leave because of a family member’s military deployment.
To access these programs, contact Sedgwick at 800-492-5678 or mySedgwick.com.
Oregon
Oregon Paid Family and Medical Leave Insurance, also known as Paid Leave Oregon (PLO) offers paid, job-protected time to eligible associates through the state to:
- Welcome a new child through birth, adoption or foster care placement.
- Care for a family member with a serious health condition.
- Recover from a serious illness or injury.
- Cope with sexual assault, domestic violence, harassment, bias crimes, or stalking.
Associates on qualified leave may receive up to 12 weeks of paid benefits from the state in a 52-week period. An extra 2 weeks may be available for associates needing more time away due to pregnancy related issues.
Walmart Benefits will be reduced by the amount the associate is eligible to receive from the state regardless of whether the associate applies for their state benefit.
All associates based in Oregon have the option to request PTO and/or Protected PTO to be used with their Paid Leave Oregon (PLO) benefit. This is to provide an option for associates to achieve 100% wage replacement during their leave period.
It is mandatory for all salaried associates based in Oregon to monitor and record their Paid Time Off (PTO).
Please note, this requirement is not applicable to associates on FlexTO.
All associates utilizing FlexTO are permitted to apply a maximum of 14 days of FlexTO for each leave event. This time can be requested in half-day or full-day increments, depending on their needs.
Please see:
- Associate Benefits Book and Walmart’s Oregon Leave of Absence Policy for coordination of the Walmart and state specific benefits.
- Paid Leave Oregon website for more details and to apply for benefits. For more information on PTO or LOA policies and processes, call People Services at 800-421-1362.
Rhode Island
Rhode Island Temporary Caregiver Insurance (RI TCI) and Temporary Disability Insurance (RI TDI)
These paid leave programs offer time away from work to care for yourself or your family members:
- Up to 30 weeks if you have a serious illness or injury.
- Up to 7 weeks to care for a seriously ill family member or to bond with a newborn child, adopted child, or foster child.
To access the program, apply directly on the state website: dlt.ri.gov/tdi.
Washington
Washington Paid Family and Medical Leave (WA PFML)
This paid leave program offers time away from work to welcome a new child, care for yourself, or care for your family. It provides:
- Up to 12 weeks of paid leave to care for yourself or a family member or to bond with a new child.
- Up to 16 weeks of total paid leave for family and medical events in one year.
- Up to 18 weeks of combined medical and family (child bonding) paid leave for complications due to pregnancy.
If the regular Walmart benefit is greater than what the state offers, Walmart will supplement the state benefit with paid benefits through Sedgwick to equal your full pay. The total paid benefits between both programs will not exceed 100% of your income before your leave.
To access the program, apply directly on the state’s website. You can also call the state’s dedicated PFML experts at 833-717-2273 or check out the Quick Reference Guide for more details.
COVID-19 related time off
To review the latest updates to our COVID-19 related time off policies, please visit the following links:
To find information about the vaccine, hear stories from other associates, and find your nearest vaccination site, visit One.Walmart.com/COVID19.
Military leave
Military leave allows you to take time off work for your military service. You may be eligible for up to 30 days of pay per calendar year. After that, you may be eligible for up to 12 months of differential pay per continuous leave if your military pay is less than your Walmart pay. You’ll need to provide your military orders to receive pay.
For details, see the Military Leave policy.
Personal leave
If you need to be away for more than three days, Personal leave allows time away from work for a qualifying reason. These can include:
- Medical conditions (yours or a family member’s)
- Birth, adoption, or foster care placement
- Extended family member care
- Expatriate spouse/partner leave (related to international relocation)
- Military spouse/partner (to accompany your spouse/partner, or attend to family/personal matters if spouse/partner is a U.S. service member called to active duty or to care for a military spouse or partner
- Americans with Disabilities Act (ADA) reassignment
- Educational Leave
- Bereavement (when more than three days are needed)
- Pharmacy education: Up to 52 weeks to pursue pharmacy education (Pharmacy interns only)
- Compelling reasons (e.g., natural disaster, legal concerns, housing/moving, etc.)
- Quarantine or isolate
Some types of leave are job-protected, which means you will be returned to your position or an equivalent position; however, your role may be filled temporarily until you return. For more details, see the Personal Leave of Absence Policy.
Workers’ Compensation
If an associate is taken out of work due to an on-the-job injury managed through Walmart Claims Services (WCS), they must also request a leave of absence with Sedgwick. Sedgwick will communicate a leave decision to the associate, their manager and their people partner, which may include paid benefit information, leave policy eligibility and/or job protection status, if eligible. Failure to report the leave could result in unexcused absences and a delay in eligible benefits.
For more information about the Workers’ Compensation process, please visit the WCS Toolkit.
Disability and maternity
Short-term disability pay:
If you have a serious medical condition requiring a leave for more than seven calendar days, you may qualify for short-term disability. This paid benefit can replace some or all of your income for up to 25 weeks after a waiting period of seven calendar days. When you apply for leave, your leave specialist will let you know if you’re eligible for short-term disability and help you file a claim. As a full-time hourly associate, you must have 12 months of employment to be eligible.
Maternity benefit
If you’re a new mother, this benefit provides up to nine weeks of protected paid time away from work at 100% of your average earnings (or base pay for salaried associates, or average daily pay for drivers) after an initial waiting period of seven calendar days. Because this benefit is part of your short-term disability coverage, you’ll need to file a claim with Sedgwick. It’s important to file before the baby’s due date to make sure your benefits are paid right away.
See the Associate Benefits Book for more information about your benefits and eligibility.
Parental benefit
This benefit gives moms and dads up to 100% of your average earnings (or base pay for salaried associates, or average daily pay for drivers) while you’re on an approved parental leave for the birth, adoption, or foster-care placement of your child. If you’re a new mother, you may take parental leave immediately following your maternity benefit, for a longer continuous paid leave (when you use PTO to cover the seven-day waiting period).
- Salaried associates: Parental pay offers up to 12 weeks of paid time off. Combined with your maternity benefit, your total leave can add up to 22 weeks.
- Hourly and driver associates: Parental pay offers up to six weeks of paid time off. Combined with your maternity benefit, your total leave can add up to 16 weeks.
For more details, see the applicable parental pay policy on the people policies page.
Family care
Note: This policy applies to salaried and driver associates only.
If you need time away to care for a family member with a serious medical condition, family care leave provides up to 100% of your base pay for up to two weeks while you’re on approved family care leave.
For more details, see the Family Care Policy page.
This section outlines what associates need to do for a successful leave experience, and what you can do to help them. It includes three phases:
Requesting a leave
To take a leave of absence (LOA), you need to request a leave from Sedgwick, our third-party administrator, and have it approved. If possible, make your request at least 30 days before the day you plan to start your leave. If you are unable to submit your own request, an HR representative, your manager or even a family member can do it for you. Here’s how:
Tell your manager
Talk to your manager as soon as you know you’ll need to take a leave, providing 30 days’ notice when possible.
Choose your leave type
Continuous: A leave of absence for an uninterrupted length of time. This is the most common type of leave.
Intermittent: A leave for a series of separate periods of time off for a qualifying reason, like ongoing medical treatments. If your leave is FMLA-eligible, your medical provider will need to specify how long and how often you will be absent.
Reduced work schedule: Some health conditions may require you to only work a part of your shift for a period of time, as specified by your medical provider. A reduced-hours leave will specify the number of hours or shifts you can work per day or week.
Please note that intermittent and reduced-hours leaves aren’t available for all leaves. Different rules also apply in some states.
Request your leave from Sedgewick.
File your request online through mySedgwick.com. All leave requests must be submitted to Sedgwick, even if you’re applying for a personal reason that also requires approval by your manager. You’ll need to provide:
- The reason for your 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 (hourly), three-week work schedule (salaried) or four-week work schedule (drivers)
- The fax number for your medical provider if you’re requesting a medical or family care leave
When you make your request, opt in to receive communication via text and email. This will help you get important claim information faster.
Follow the normal call-in procedures
Once you’ve requested a leave, you’ll remain on active status until a decision is made on your claim. Call in each absence until Sedgwick has communicated a decision to both you and your facility.
Tip: If you haven’t done so already, you’ll need to sign up for two-factor authentication (added online security using your phone) before you go on leave, so you can access your Walmart login while you’re away.
Know about your state benefits
You may also have a state leave benefit available based on the state where you work. Follow the instructions in the initial packet from Sedgwick for filing with your state or see below to apply directly.
If your state provides a paid leave benefit, you may not also be allowed to receive your Walmart paid benefit—or your Walmart pay may be automatically reduced by the amount of your state benefit so you are not overpaid. It is very important to file with your state as soon as possible so you receive your state pay during your leave of absence. Please note that your state benefits are managed by your state only and not by Sedgwick or Walmart.
- California Paid Family Leave (CA PFL) and California State Disability Insurance (CA SDI):
To access these programs, apply directly on the state’s website. - Connecticut Paid Leave (CTPL):
To access these programs, apply directly on the state’s website. - District of Columbia Paid Family Leave (DC PFL):
To access these programs, apply directly on the state’s website. - Hawaii Temporary Disability Insurance (HI TDI):
To access the program, contact Sedgwick at 800-492-5678 or mySedgwick.com. - New Jersey Family Leave Insurance (NJ FLI) and Temporary Disability Insurance (NJ TDI):
To access the program, contact Sedgwick at 800-492-5678 or mySedgwick.com. - New York Paid Family Leave (PFL):
To access the program, contact Sedgwick at 800-492-5678 or mySedgwick.com. - Rhode Island Temporary Caregiver Insurance (RI TCI) and Temporary Disability Insurance (RI TDI):
To access these programs, apply directly on the state website: dlt.ri.gov/tdi. - Washington Paid Family and Medical Leave (WA PFML):
To access the program, apply directly on the state’s website. You can also call the state’s dedicated PFML experts at 833-717-2273 or check out the Quick Reference Guide for more details.
For more details see the FMLA policy page.
Return your forms
Medical Certification—If your leave is for medical reasons, take the form provided by Sedgwick to your medical provider to be completed, and make sure it’s returned within 20 calendar days. Sedgwick can also fax the form if you give them your doctor’s fax number. You should always follow up with your doctor to make sure the form has been completed and returned by the due date.
Attending Physician Statement—Take the form provided by Sedgwick to your medical provider to be completed. 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 medical provider recommends you miss work and continue ongoing medical treatment.
Release of Information—This form allows Sedgwick to contact your medical providers to coordinate your leave and get any additional details or clarification.
To return your completed forms:
- Upload to mySedgwick.com
- Email to WalmartForms@Sedgwicksir.com
- Fax to 859-264-4372 or 859-280-3270
IMPORTANT: Sedgwick must receive your completed Medical Certification or Attending Physician Statement within 20 days, or your leave and/or short-term disability claim may be denied. If you cannot submit the form in time, request an extension with Sedgwick via the communications center at mySedgwick.com before the deadline.
What if my leave or disability claim is denied?
If your request is denied, Sedgwick will call you to explain the reason and follow up with a letter. If you have questions, talk to your leave specialist first. Then contact your HR Representative or facility manager to discuss your options and next steps and whether you plan to return to work.
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 the company) 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 for a reason that’s considered discretionary may also be denied by your manager for business reasons.
Keep in mind that Sedgwick may approve your leave but deny a disability benefits claim that goes with it. The medical information required for a leave of absence may show 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. This must show you have a disabling condition as defined by the short-term disability plan to be eligible for disability. This information may include X-rays, laboratory reports, tests, and consulting physician reports, as well as tests and chart notes from your physician, which Sedgwick will collect.
Not eligible for leave? Request an accommodation.
If you aren’t eligible for an FMLA leave, you may not be eligible for an intermittent leave under the Leave of Absence Policy. However, if you need leave due to your own medical condition, 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, not to care for a family member. You can contact the Accommodation Service Center at 855-489-1600, Monday through Friday from 8 a.m. to 5 p.m. (CT).
Open door and appeals process
If your leave and/or short-term disability claim was denied, you can request a review of your case:
- If your leave was denied by Sedgwick or your facility manager, you can use the Open Door “Step-by-Step” process.
- If your disability claim was denied by Sedgwick, you have the right to appeal the denial. This means you can ask Sedgwick to take another look and review additional information about your claim. For more about appealing short-term disability claim denials, see the Associate Benefits Book.
Non-English language help?
Sedgwick uses a third-party language line, which provides a translator for you when you’re talking with a Sedgwick representative. This language line supports over 250 different languages. While all forms are in English, you can fill out your medical certification form in another language, and Sedgwick will have it translated.
Questions?
Check out the People Policies page to learn about these programs, or call the People Services team at 800-421-1362.
While you're away
Keeping up
While you’re on a leave, taking care of yourself or your family is your top priority. Here are some ways you can stay up to date with your leave status and disability benefits:
- Respond promptly to any requests for information from Sedgwick.
- Keep your benefits coverage up to date if needed.
- Plan for your return to work.
What you need to do
Track your leave status on mySedgwick.com:
- Keep tabs on your leave. Check the status of your leave request or your disability claims. If your leave is job-protected, you may be able to review the amount of job-protected time you have remaining.
- Extend your leave when necessary. If you need to extend your leave, be sure to request an extension with Sedgwick before your current leave expires. You may need to provide additional supporting documentation within 20 days. Sedgwick will help.
If you're on an intermittent leave
Report your absences
Report any scheduled time for your intermittent leave to both Sedgwick and your manager—even if you simply arrive late or leave early. Report time away through mySedgwick.com, or call 800-492-5678 at any time.
IMPORTANT: Keep in mind that you must report an absence to Sedgwick for an intermittent leave within two calendar days of the absence, or the absence will be denied by Sedgwick, and you may be held accountable for attendance occurrences.
Recertify your health condition
A recertification might be required to continue an intermittent leave. Recertification may also be requested when you begin to exceed the frequency and duration of time away from your original medical certification. If recertification is needed, Sedgwick will send you a request, which must be completed by your doctor and returned to Sedgwick within 20 days.
When recertification is requested due to absences that exceed the frequency and duration set by your doctor, those absences will be placed in a “pending” status, meaning they have not yet been approved or denied. If your recertification supports those absences, they will be approved. If not, they will be denied, and you could be held accountable for attendance occurrences.
Pay for your benefits
To keep up your benefits coverage during your leave, you must continue to pay the premiums that are normally taken out of your paycheck:
- If you get short-term disability payments during your leave, your premiums will be deducted automatically from your disability check.
- If you’re on an unpaid leave, or if you use up all your short-term disability benefits, you must pay your premiums yourself by the Friday of the end of each pay period. If you don’t, your coverage may be cancelled after a 30-day grace period.
To learn how much you’ll need to pay and how to make payments, call People Services at 800-421-1362 or pay online.
Tip: you’ll need to sign up for two-factor authentication (added online security using your phone) before you go on leave, so you can access your information while you’re away.
Getting paid
In general, a leave of absence isn’t paid. But if you’re approved for the following leave types, you may be eligible for pay while you’re away from work. Leave pay will go through Walmart payroll and be paid on your regular pay date.
- Short-term and long-term disability
- Maternity benefit
- Parental benefit
- Workers’ compensation
- Military pay and military differential pay
Using PTO while on leave
You can use available PTO to cover your income while you are away. If you submit a short-term disability claim, this includes the seven-calendar-day unpaid waiting period before your approved claim starts. Speak with your HR representative to coordinate your PTO during this time. Learn more about PTO.
Questions?
Check out the People Policies page to learn about these programs, or call the People Services team at 800-421-1362.
Returning from leave
Report your actual return-to-work date to Sedgwick
To make sure you can get paid and that you have access to the systems you need for your job, contact Sedgwick up to four days before the return-to-work date you’ve reported to confirm your plans. You can visit mySedgwick.com or call 800-492-5678. If you agreed to receive text messages, you’ll also get reminders seven days and two days before your scheduled date, asking you to confirm or change it if needed.
Need to extend your leave or change dates?
If your first date of absence or your return-to-work date changes, be sure to notify Sedgwick as soon as possible by visiting mySedgwick.com or by calling 800-492-5678. You may be asked to provide additional medical documentation for an extension.
Bring your return-to-work certification
If your leave is due to a medical condition, bring your completed return-to-work certification form on your first day back. You may also send it to Sedgwick before you return, but your facility will still need a copy.
If you require a job change
If you’ll need an adjustment or accommodation to do your job, contact Sedgwick’s Accommodations Service Center team at 855-489-1600. They’ll work with you and your medical provider to understand your needs and try to get you set up to return.
Understanding job protection
If you’re on an approved Family and Medical Leave Act (FMLA) leave and you return within 12 weeks, you may return to either the position you had or a similar position with the same pay and benefits. Sedgwick will track your remaining days of job protection, and you can check yourself on mySedgwick.com. The rules for job-protected leave vary in some states, so ask Sedgwick about the details in yours.
If you return to work from a leave that is not job protected, you are not entitled to your former position. You may search for and apply for open positions. If there is no available position, you will remain in an inactive status for up to 30 days while you continue your search. If you have not obtained another position at the end of your 30-day job search period, your employment will be terminated; however, you may reapply for employment at any time. If you have any questions, your People Partner and Manager are available to help.
Restrictions, adjustments, and accommodations
In some cases, your medical provider may release you to work with medical restrictions, such as limited lifting or standing. Sedgwick will work with you, your provider, and your facility to see if a job adjustment or an accommodation can help you do your job. Here’s what you’ll need to do:
- You can find the return to work certification form in your initial leave packet and on mySedgwick.com.
- Upload your completed form to mySedgwick.com, email it to WalmartForms@Sedgwicksir.com, or fax it to 859-264-4372 or 859-280-3270.
If you’re unable to perform the essential job functions of your previous position, either with or without a reasonable accommodation, your leave may be extended, or you may be offered reassignment to another position.
The process for requesting an LOA is designed to be self-service for the associate, with Sedgwick handling as much of the administration as possible. If an associate is unable to request a leave themselves, a family member or manager may file on their behalf. Your most important contribution is to provide guidance and support to your associate throughout the process. Please note, Sedgwick is the system of record for all leave types except Manager Managed type leaves (ETO, Job Search and Suspension). The facility will continue to manage these types of leaves in Workday.
If an associate misses more than three days of work, there are steps you can take to support them. Verify if a leave request has been submitted. If not, follow the process to generate a leave request letter to the associate in ServiceNow. Include a copy of the appropriate leave guide with the letter. This can be found on the Resources Tab of the LOA Leadership Guide. If the associate fails to respond or return to work within seven (7) calendar days from the data of the letter, partner with next level HR to discuss your next steps.
If the associate has requested a leave or has expressed interest in doing so, reference the information below to assist in supporting them while they need to be away from work.
This section is outlined into these parts:
Initial and Ongoing Leave Requests
Initial and Ongoing Leave Requests
What to do if an associate asks about taking a leave
- Provide support and guidance – Review available leave types, determine if the absence will be continuous, intermittent, or require a reduced work schedule, refer the associate to the applicable leave guide found on the resources tab.
- Direct them to Sedgwick – If your associate will miss more than three scheduled days away from work or requires time away due to a serious health condition refer them to Sedgwick by visiting mySedgwick.com or by calling 800-492-5678
- State specific guidance – Provide the associate any state-specific leave information found on one.Walmart.com/LOA for associates who work in the following states: CA, CO, CT, DC, HI, MA, NJ, NY, OR, RI, WA.
- Call in procedures – Inform the associate that they are responsible for calling in to their facility each absence until Sedgwick has communicated a decision on their leave request.
- Remind the associate to sign up for two-step verification before they go on leave in order to access their claim, paystub, or benefits information while they’re away from work.
- Respond to any leave notifications delivered from Sedgwick, including making a decision on any discretionary leave time within two business days of receiving the notice.
Sedgwick's role for Managers & People Partners
- Communications – Sedgwick provides notifications, reports, and mySedgwick access for managers and people partners to stay up to date.
- Workday updates – Sedgwick will automatically inactivate the associate in Workday once their LOA has been approved. Sedgwick will also process the activations for associates systematically upon their return from leave.
- Tracks use of PTO –
- For salaried and driver associates, Sedgwick sends the manager/People Partner the number of PTO days the associate elected to use toward unpaid dates. You’ll need to verify that these days are available. The number of used PTO days will need to be deducted from the associate’s available PTO time.
- Salaried home office associates who have FlexTO are able to use up to 14 days toward an unpaid leave. FlexTO eligible associates who have a waiting period prior to receiving short-term disability pay will have their paid time off automatically applied.
- Processes personal leaves – Sedgwick requests review and decisions from managers/People Partners for personal discretionary leave requests and gives the approval (or denial) notification to the associate.
- Let’s you know when job-protected time is ending – Sedgwick provides notification when the associate has exhausted job-protected time.
Approving or denying a personal discretionary leave
For leaves that require discretionary approval, Managers/People Partners will need to approve, partially approve, or deny the requested leave time within two business days from receiving the request from Sedgwick. Please look out for subject lines beginning with Leave Decision Required to take the appropriate action. If no decision is received within two business days, Sedgwick will:
- Approve a current leave request if the associate has leave time remaining and the request is for dates that have already passed.
- Deny the leave if the request is future-dated. In that case, the facility would need to notify Sedgwick by phone or email that they have made the decision to approve the leave. Once received, the leave claim will be re-opened, and the approval would be processed. the associate would need to resubmit the leave request.
Discretionary leave decisions should be based on:
- Impact on the business
- The associate’s overall job performance
- The reason for the leave and the amount of leave already taken
Note: If a manager isn’t available when the email is received, the People Partner should forward the email to the acting supervisor to make the decision.
Workers’ Compensation and leave of absence
Associates taken out of work due to an on-the-job injury managed through Walmart Claims Services (WCS) must also request a leave of absence with Sedgwick. Sedgwick will communicate a leave decision to both the associate and manager, which may include paid benefit information, leave policy eligibility and/or job protection status, if eligible.
Failure to report the leave could result in unexcused absences and a delay in eligible benefits.
The Manager/People Partners role is to assist the associate during the workers’ compensation/leave of absence claim process. Direct the associate to contact their WCS claims examiner for any questions related to their workers’ compensation claim.
For more information about the Workers’ Compensation process please visit the WCS Toolkit.
Returning from leave
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 days before the expected end of a leave to confirm the return-to-work date, and/or determine if the associate needs an extension.
- Email the managers/People Partner if an extension is requested.
- If the associate has restrictions, Sedgwick’s Accommodation Service Center will review to determine if the associate can return back to work with or without an accommodation. Sedgwick/Accommodation Service Center will partner with the associate’s work location, as needed.
Reactivating an associate from a non-Sedgwick managed leave
Managers and People Partners are responsible for processing the return from leave in Workday for ETO, Suspension, and Job Search leaves. For instructions on returning an associate from a non-Sedgwick leave in Workday visit: Non-Sedgwick managed leave guide for Managers and People Partners
For Sedgwick managed leaves, the associate should be directed to contact Sedgwick to confirm their return-to-work date.
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 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.
Note: If the associate returns to work prior to their approval being processed by Sedgwick, there is risk that they may be inactivated while back at work. If the return-to-work date was submitted timely this should only be a small amount of time before they are reactivated in Workday.
Returning with restrictions
When an associate returns to work with specific, documented medical restrictions, or limitations, here’s what you need to do:
- Allow associate to return to work with a job adjustment – If you haven’t been contacted by Sedgwick, allow the associate to return to work with a job adjustment, if possible. See the Accommodation in Employment policy for more information on the job adjustment program.
- Steps to take if restrictions impact job functions – 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.
- Reach out to Sedgwick’s team – Partner as needed with Sedgwick’s Return from Leave (RLOA) team, which will:
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- Reach out to the associate to discuss their return.
- Clarify the restrictions with the associate and the associate’s doctor.
- Discuss the restrictions with the managers/People Partner and the associate, as well as any suitable job adjustment options.
- If you can return the associate to work with a job adjustment, and the facility does so, it’s important to note this on the Return to Work Certification form in the managers/People Partner section and fax the form to Sedgwick.
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- Support associates’ accommodations requests – Help the associate request an accommodation or make the request directly to the Accommodation Service Center on their behalf.
- Store paperwork – Keep the completed Job Adjustment form and Return to Work Certification form or doctor’s release in the associate’s medical file.
- Questions – For questions or assistance, call Sedgwick Accommodation Service Center at 855-489-1600.
IMPORTANT REMINDER ABOUT ASSOCIATES RETURNING TO WORK
Don’t tell an associate they can’t return to work until they are "100%" or "fully released," as this is not a requirement to returning to work. Walmart offers job adjustments and accommodations as needed in an effort to assist our associates in returning to work with medical restrictions. Working with the Accommodation Service Center will provide you options for supporting associates needing restrictions when returning to work.
Never "create" a position for a returning associate. Instead, partner with the Accommodations Service Center on options in the workplace for the returning associate.
See the Disability Accommodations page for more information.
Returning from a job-protected leave
If the associate hasn't 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.
- Provide the associate with a copy of their schedule and return the associate to work as soon as possible.
- As a reminder, it isn’t required for the associate to wait until they can be added to the system-generated schedules made for hourly associates.
Returning from a non-job-protected leave
When returning from a non-job protected leave, the associate isn’t entitled to their former position. If there is no available position:
- The associate will remain inactive for a period of 30 days to find an open position they’re qualified for.
- Make a reasonable effort to help the associate apply for an open position they’re qualified for while also meeting the needs of the business or facility at the time of return.
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 back 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 doesn’t return from military leave
If an associate hasn’t 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 doesn’t 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, their employment may be terminated.
- 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 date.
- If termination is the appropriate action, generate the Military Termination Letter in ServiceNow.
- If the associate later advises that they were terminated in error, the associate should be reinstated immediately in partnership with next-level HR and Legal.
When an associate doesn't return to work following 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 potential 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
- Voluntary termination. If the associate hasn’t contacted the managers/People Partner within seven (7) calendar days from the date of the letter, partner with next-level HR prior to considering termination.
Terminations and Leave of Absence
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.
If an associate is terminated and Sedgwick receives medical certification within the allotted timeframe, communication will be sent to the Manager/People Partner. The claim will remain closed pending any discussion with legal counsel. If a decision is made to reinstate the associate, the Manager/People Partner should notify Sedgwick immediately to ensure the associate’s claim is updated appropriately.
Associates whose leave has ended should be sent the End of Leave Letter in the Generate Leave of Absence Letters page in ServiceNow. If the associate does not return to work or respond to the letter within three days, voluntary termination may be considered in partnership with HR.
Terminations that occur as a result of the associate failing 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.
Intermittent leave
Some health conditions may require an associate to miss work periodically. An associate may also need to miss work for ongoing medical treatments or scheduled appointments. An intermittent leave specifies the frequency and duration of each absence, and can also specify reduced hours. Keep in mind that some associates may have more than one intermittent leave.
Understanding intermittent leave
A medical certification for an intermittent leave is required. The frequency and duration must be included on the medical certification completed by a health care provider. 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. Failure to provide documentation supporting the need for intermittent time off may result in the associate’s claim being denied.
If a salaried or driver associate is returning to work after a period of short-term disability and needs to miss work periodically for reasons related to their disability, their intermittent absences may be approved under their prior disability claim.
If an associate is approved for an intermittent leave, they must report each leave-related absence to Sedgwick within two calendar days of the absence or Sedgwick will deny the absence. Make sure that Sedgwick is contacted if special circumstances prevent timely reporting. 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.
In order for an associate to receive pay during an intermittent leave:
- 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 are able to use 14 days towards their intermittent absence claim.
- If no PTO is available for salaried associates, 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 won’t 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 accuracy of leave reporting – Review the daily intermittent leave report and the duration of time missed reported by the associate in mySedgwick, to make sure both are accurate.
- If inaccuracies are noted, contact Sedgwick as soon as possible and validate changes are recorded accurately in mySedgwick.
Intermittent absences approved by Sedgwick are excused under the Attendance Policy.
If an associate’s absences are excessive
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.
For more information on intermittent leave requirements, please reference the FMLA Policy
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.
Leave Denial
Understanding denial reasons
Sedgwick can deny leaves 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 in order to approve the leave
- Leave benefits have been exhausted
- The leave request conflicts with policy guidelines.
When a leave is denied, Sedgwick will attempt to contact the associate by phone to discuss and will also send 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:
- Complete any action items – Read all email notifications and complete any action items sent by Sedgwick.
- Send Leave Denial Letter – As directed by Sedgwick, generate the Leave Denial Letter and attempt to reach the associate by phone. This letter instructs the associate to contact the facility and speak to a manager and/or People Partner within seven (7) calendar days from the date of the letter.
- Monitor your email for additional documents – If the associate says they’ll 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 indicates they’ve submitted the information to Sedgwick, instruct them to contact Sedgwick for an update on their claim status.
- Assist the associate with emailing or faxing the information to Sedgwick, if needed. Associates can also upload the documents to Sedgwick through their leave or disability claim in mySedgwick.
- 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.
- Disciplinary action – Don’t take any disciplinary action until all action items outlined by Sedgwick have been completed. You must partner with next-level HR prior to considering termination for absences under the attendance policy.
If an associate’s leave is denied
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:
Advise the associate to follow the Open Door Step-by-Step process. 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 that 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
Use these resources to assist associates during the LOA process.
Questions?
Check out the People Policies page to learn about these programs, or call the People Services team at 800-421-1362.
