Leave of Absence
Starting January 1, 2025, Paid Family and Medical Leave (PFML) will be managed directly through the State plan, Paid Leave Oregon (PLO).
However, please note that despite this transition, all leaves of absence—including extensions of current leaves, modifications to existing leaves, and new leaves—will continue to be reported to The Standard. The Standard will remain responsible for administering these leaves in accordance with federal, state, and company leave policies.
The Standard will also continue to track leave utilization and monitor remaining hours of leave to ensure compliance with all relevant leave laws.
Any approved continuous or intermittent Paid Family Medical Leaves (PFML) and Paid Leave Oregon (PLO) claims that begin and were approved before January 1, 2025, will remain covered under the current equivalent plan and managed by The Standard until the leave ends or the total benefits are paid, whichever comes first. You will not need to file with or contact the State.
For Paid Leave Oregon (PLO) claims starting on or after January 1, 2025: All new, approved, and pending PLO claims beginning on or after January 1, 2025, will require employees to complete an application in the Frances online portal to apply for benefits under Paid Leave Oregon (PLO). Employees will still need to file their leave with The Standard so that they can track under the applicable state and federal laws.
For more information, please review the FAQ here
Employee Responsibilities:
- Inform your leader the nature of the absence and the anticipated length of time you will be off work, if known, per the Attendance and Absence Management policy. You are not to provide any diagnosis information when notifying your leader.
- Contact The Standard directly to file the leave request in a timely manner within the following time frames:
- Intermittent leave – 7 calendar days
- Initial leave – 14 calendar days
- Oregon Paid Family Medical Leave – 30 calendar days
- Starting January 1st, 2025 – Submit an application in the Frances portal if you want to receive pay benefits under Paid Leave Oregon (PLO) AFTER you have started a leave of absence with The Standard.
- Return paperwork including medical certifications directly to The Standard and Paid Leave Oregon (PLO) on time
- Report any changes regarding your leave to The Standard, Paid Leave Oregon (PLO) and to your leader
- Send return to work notes to absence@standard.com and adaservices@standard.com
- If you have restrictions and require a job accommodation you may be eligible under the American with Disabilities Act (ADA). The Standard provides ADA Accommodation Services on behalf of your employer.
- Follow employee responsibilities as outlined in the Leave of Absence policy
- Refer to the Paid Time Off policy and the Daily Dose post for use of company paid time while on a leave of absence
- If your timecard reflects that you are still on a leave of absence when you have returned to work, let your leader know the date you returned to work so they can notify the Leave of Absence Administrators to get your status updated.
- For intermittent leaves –
- Employees are to report absences to their leader per the Attendance and Absence Management policy
- Employees are to report missed time for sick child (mildly-ill) leave absences, within 7 days, to The Standard
- Employees should make reasonable effort to schedule medical appointments outside of their work schedule, so as not to disrupt business operations.
Workplace Accommodations and Modifications
Salem Health will make reasonable accommodations for known physical or mental disabilities of an applicant or employee as well as known limitations related to pregnancy, childbirth or a related medical condition, such as lactation, unless the accommodation would cause an undue hardship. Among other possibilities, reasonable accommodations could include:
- Acquisition or modification of equipment or devices.
- More frequent or longer break periods or periodic rest.
- Parking modification.
- Assistance with manual labor.
- Modification of work schedules or job assignments.
To submit a request:
- Email The Standard at ADAservices@standard.com.
- In your email, include:
- Your first and last name.
- The best way to contact you (phone number, email, etc.).
- Reason for the accommodation.
Once submitted, The Standard team will reach out to begin the interactive process necessary to discuss and determine any potential reasonable and effective accommodations.
Employee Resources:
Reporting a Leave of Absence: https://www.standard.com/eforms/21258_762042.pdf
FAQ – Reporting a Leave of Absence or File Short Term Disability Claim: https://www.standard.com/eforms/21252_762042.pdf
FAQ – Managing Your Leave of Absence: https://www.standard.com/eforms/21254_762042.pdf
The Standard Portal – Employee Self Service Guide: Salem-Health_Absence-Portal-Self-Service-Guide-Employee_SI-23737.pdf
OR PFML Mandatory Employee Poster: https://www.standard.com/eforms/23211or_a.pdf
Weekly Wage Calculator: https://salemhealth.jotform.com/240246150424041
Pregnancy Discrimination Notice: Pregnancy-Discrimination-Notice.pdf
Staff Presentation - legislative updates and absence process
FAQ - Return to Work & ADA
Oregon Leave Overview
Pregnancy Discrimination Notice
The Standard’s Certification Forms:
- Certification of Health Care Provider for Employee’s Own Health Condition or Pregnancy https://www.standard.com/eforms/14564.pdf
- Certification Form for Family Member’s Health Condition https://www.standard.com/eforms/14602.pdf
Family Member includes a leave for Child, Parent, Spouse, Partner, Parent-in-law, Grandparent, Grandchild, Relative
Leader Resources:
FAQ- Managing Employee Absences: https://www.standard.com/eforms/21256_762042.pdf
FAQ – Return to Work & ADA for Leaders: Salem_Health_ADA_FAQ_for_Employer_5.1.24.pdf
FMLA 101 Training (Leaders): https://bcove.video/3PgY8mw
Leader Self Service Guide: HR_Supervisor-Self-Service-Guide-Rev-10.pdf
Absence Portal Training (HR, Leaders): https://bcove.video/3qsfJhD
Pregnancy Discrimination Notice: Pregnancy-Discrimination-Notice.pdf
Leave of Absence Standard Work for Leaders: Human Resources – Leader Leave of Absence Standard Work.docx
ADA Accommodation Services
Oregon Leave Overview
Pregnancy Discrimination Notice
Health Insurance:
For approved leaves of absence that fall within the Leave of Absence Policy (personal/medical leave), State, and/or Federal law, your health benefits will be maintained under the same conditions as if you continued to work. You will be required to pay your premiums owed during the time you are on leave. You will receive an invoice from Salem Health Hospitals & Clinics for each full pay period missed. Please remit payment upon receipt of your invoice(s).
Under the regulations for both the Oregon Family Leave Act (OFLA)[1] and Oregon’s Paid Family Medical Leave Insurance[2], Salem Health is entitled to discontinue your group health benefit retroactive to the date of your first missed premium. A retroactive cancellation for non-payment of premium means you will be financially responsible for all of the health plan services you have incurred since your leave began. If your coverage is canceled for non-payment of premium, if/when you return to work your coverage will be reinstated on a prospective (go forward) basis only.
[1] OAR 839-009-0270(6)(b) [2] OAR 471-070-1330(7)(b)
The Standard portal account:
Creating a portal account: All employees, whether an individual employee or an HR/Corporate user, create and login to their online account the same way. Please start by going to the absence home page. First time users will need to create an online account which can be accessed here. Embedded in the website is a step-by step guide to creating an online account this link will take you directly to the guide.
Tax Forms:
The Standard will send a W-2 by the end of January each year to employees who received any amount from The Standard. The W-2 will include how much the employee received in benefits and any federal or state tax withholdings. The IRS and Oregon Department of Revenue also receive a copy of this W-2.
OR PFML Benefits – Voluntary Tax Withholding Request
The Oregon Paid Family and Medical Leave (PFML) Voluntary Tax Withholding Request form is included in your leave paperwork, an additional copy is available below, in the event that your paid leave is approved. It is our understanding that Federal Income Tax and State Income Tax (when applicable) should be withheld from your paid leave benefits. If you have questions on how to complete the form, you should contact your tax advisor. If a completed Voluntary Tax form is not provided to us at the time the paid leave benefit is ready to be paid, we will not withhold Federal Income Tax or State Income Tax (when applicable), and you will be responsible for paying these taxes at year-end. Please be aware, we are not able to go back and refund any excess withholding from any benefits already issued.
While your paid leave benefit is being paid, if you wish to change the withholding selection indicated on your Voluntary Tax form, you may contact our office to request a new Voluntary Tax form. The new withholding will start with the first payment issued after we receive the new Voluntary Tax form.
Oregon Paid Family and Medical Leave (PFML)
Voluntary Tax Withholding Request
Paid Time Off
Salem Health provides time off to eligible employees in the form of Paid Time Off and Oregon Paid Sick Leave. Paid Time Off benefits apply only to regular full-time and part-time employees. All employees are eligible for Oregon Paid Sick Leave.
For more detail, see the policy.
Company Paid Holidays
Salem Health observes the following national holidays as paid holidays:
- New Year’s Day
- Memorial Day
- Juneteenth
- Labor Day
- Thanksgiving Day
- Independence Day
- Christmas Day
For more detail, see policy below.
Holidays Policy
Oregon Paid Family and Medical Leave (OR PFML)
Benefits at a Glance
