1. Eligibility and Types of Leave

CBH offers a variety of leave options to support associates during significant life events. These types of leave include:

• Family and Medical Leave Act (FMLA): Eligible for associates who have been employed for at least 12 months and meet minimum hours worked. FMLA provides job-protected, unpaid leave for up to 12 weeks for personal or family health conditions and other qualifying events.
• Short-Term Disability (STD): Provided through Aflac, if eligible, STD covers time off for personal illness or injury that prevents you from working. Benefits start after a 5-day elimination period, beginning on day 6.
• Paid Parental Leave: Paid leave for bonding with a newborn, newly adopted child, or newly placed foster child. This leave is available to qualifying parents for a set duration, typically up to eight weeks.
• Paid Caregiver Leave: Paid leave available to associates who need to care for an immediate family member with a serious health condition.
• Paid Pregnancy-Disability Leave: Covers time off for pregnancy-related medical conditions. Paid for the duration of disability caused by pregnancy, generally lasting six to eight weeks depending on recovery needs.
• Military Leave: CBH provides leave for associates who are serving in the military, following federal regulations under the Uniformed Services Employment and Reemployment Rights Act (USERRA).
• Personal Leave of Absence: For associates who may need time off for personal reasons that do not qualify under other types of leave. Approval is based on company policy and business needs.

2. Steps to File a Claim with Aflac

• Initiate the Claim: File a claim directly with Aflac through their website or by calling their customer service. Aflac Contact Information:

-Phone: 1-855-243-4419

-Website: https://mygrouplifedisability.aflac.com/personal

-Mobile App: Available on iOS and Android for managing claims and tracking status.

• Required Documentation: Submit necessary medical documentation from your healthcare provider within the timeframe given by Aflac.
• Processing Time: Claims can take a few days to process. Aflac may request additional information, so keep your contact information up to date.

3. Notifying CBH

• Primary Contacts: Notify your Manager and the Leaves Team (leaves@crateandbarrel.com) at CBH when you know you’ll need to take leave. Early notice helps ensure timely processing and documentation.
• Required Documentation: If necessary and in accordance with applicable state or local regulations, submit documentation from your healthcare provider to Aflac.

4. Understanding Leave Duration and Payment

• Elimination Period for STD: Short-Term Disability benefits begin after a 5-day waiting period, with benefits starting on day 6.
• STD Payments: STD provides 60% of your regular earnings.
• Paid Leave Options: Paid Parental Leave, Paid Caregiver Leave, and Paid Pregnancy-Disability Leave are 100% paid based on CBH’s guidelines, providing full income replacement during the leave period. Review the paid time off policy for eligibility requirements and leave durations.

5. Maintaining Communication During Leave

• Stay in Contact with the Leaves Team: Keep the Leaves Team informed if your return date changes or if additional documentation is required.
• Provide Updates to Aflac: For STD, Aflac may require updated medical information to continue benefits. Timely updates will help ensure no interruptions.

6. Preparing for Return to Work

• Fit-for-Duty Certification: Before returning, you may need a clearance note from your healthcare provider confirming you’re ready to work.
• Coordinate with Manager and Leaves Team: Notify your Manager and the Leaves Team of your return date in advance to facilitate a smooth transition back to work.

7. Additional Considerations

• Health and Other Benefits: During leave, confirm with the Leaves Team whether you need to pay premiums directly to maintain benefits if you’re not receiving a paycheck.
• Vacation and 401(k): Understand how your leave impacts vacation accrual and contributions to your 401(k) plan, as these may be affected during unpaid periods.

Health Benefits While on an Unpaid Leave of Absence

While you are on a paid leave of absence, your benefits will remain active, and your benefit deductions will continue as usual. This ensures uninterrupted coverage during your paid leave period.

Benefits During a Leave of Absence with a Qualifying Life Event

If you experience a qualifying life event (such as the birth or adoption of a child) during your leave of absence, you may need to make changes to your benefits to ensure that both you and your dependents have the necessary coverage.

You have a 30-day period from the date of the qualifying life event to make any required changes to your benefits. It's crucial to act quickly within this window to prevent any gaps or issues with your coverage. To update your benefits, go to Workday and initiate the life event process. If you encounter any difficulties or have questions, reach out to Associate Care at AssociateCare@crateandbarrel.com for assistance. Be prepared to submit any required supporting documentation to verify the life event.

Benefits While on an Unpaid Leave of Absence

If you are on an unpaid leave of absence, your health benefits will remain active for up to 30 days following the start of your leave. After this 30-day period, your benefits will be suspended unless you take action to continue coverage.

• Health Benefits You will be required to repay any premiums for the benefits you continue during your unpaid leave. The repayment will be made over the course of the next two pay cycles upon your return to work. Prior to going on leave, you must sign a repayment agreement outlining the terms for repaying these premiums. If you do not sign this agreement, your 30-day continuation of benefits will be forfeited.
• 401(k) Contributions Contributions to your 401(k) plan will stop immediately upon transitioning to unpaid leave. If you have an outstanding loan from your 401(k), payments will also be paused, and the loan will be re-amortized upon your return.

After the 30-day continuation period ends, your benefits will be terminated unless you choose to continue coverage through COBRA. If you decide to enroll in COBRA, detailed instructions on how to maintain your benefits while on leave will be mailed from Lively to the address you have on file in Workday.

Upon your return to active employment in a benefits-eligible position and your election to resume coverage, you will be reinstated in the company’s benefits plan and your coverage will resume according to the standard terms of the employer’s benefit plan.

Process for Unpaid Leaves and Repayment Agreement Outreach

Steps to Initiate Leave

1. Associate Requests Unpaid Leave

• The associate contacts Aflac to request unpaid leave. This request includes the dates of the leave and any supporting documentation required (e.g., medical or personal reasons for the leave).

2. Aflac Approves Unpaid Leave

• Aflac reviews the associate's request and approves or denies the unpaid leave. Upon approval, Aflac notifies the Leaves Team of the decision, including the approval details and dates.

3. Leaves Team Verifies Request

• The Leaves Team receives the approval notification from Aflac.

4. Repayment Arrangement Notification

• If repayment is required, the Leaves Team informs the associate about the need for repayment arrangements. This may include information on the amount due and the repayment schedule.
• Leaves Team ensures that the associate signed the repayment agreement and terminates benefits after 30 days.
• The associate is added to the Benefits Repayment Spreadsheet for Associate Care to initiate the formal repayment letter process.

5. Associate Care Sends Repayment Agreement

• The Associate Care team reaches out to the associate to provide the formal repayment agreement letter. This letter includes:

-A breakdown of the benefits repayment amount.

-The repayment schedule (e.g., number of installments, payment dates).

6. Associate Reviews and Signs Agreement

• The associate reviews the repayment agreement, asks any questions if necessary, and signs the agreement to acknowledge their understanding and commitment to the repayment terms.
• The signed agreement is returned to Associate Care, and a copy is placed in the associate’s Workday file for documentation.
• The associate is then updated on the Benefits Repayment Spreadsheet to ensure proper follow-up on repayment status when the associate returns from unpaid leave.

Steps Upon Returning from Leave

• Workday Action for Benefit Enrollment

-Once the associate returns from their unpaid leave, Workday will automatically trigger an action for the associate to review and enroll in benefits.

-This step ensures that the associate is re-enrolled in their company benefits and that they are aware of any changes in benefits due to their leave.

• Benefit Enrollment Process

-The associate has a set period (within 30 days) to complete their benefit enrollment in Workday. If the associate misses this deadline, they will lose eligibility for certain benefits until the next open enrollment period.

-The Leaves Team monitors enrollment completion to ensure the associate is properly reinstated in their benefits.

• Retroactive Benefit Payments

-If the associate successfully enrolls in benefits, benefits will start effective the day of their return from leave.

-The associate will be responsible for paying any premiums that were missed during the 30 day leave period, which will be paid back over the course of the next two pay cycles.

--The retroactive benefit payment amounts are calculated based on the missed premiums and deducted accordingly.

--The Leaves Team and Payroll will track and confirm that retroactive payments are properly processed.

Requesting Leave

• Notify Manager/HR: Associates should inform their manager or HR as soon as they plan to take leave. While Aflac handles the leave management, it’s important to keep the internal team informed ahead of time.
• Initiate Leave with Aflac: Once the intent to take leave is confirmed, the associate must formally request leave through Aflac (via the online portal or by phone). This request should include the type of leave (e.g., medical, family, military) and the expected duration.

Provide Required Documentation

• Submit Necessary Documents: Associates are responsible for submitting any required documentation to Aflac, such as medical certificates, family care verification, or any other documentation to justify the leave type and duration.
• Follow-Up: It’s important to check on the status of submitted documentation to ensure Aflac has received and processed it. Associates should also provide updates if additional documentation or clarification is needed.

Communication During Leave

• Maintain Contact: During the leave period, associates are expected to keep both Aflac and their manager informed of any changes, such as extensions or early returns.
• Respond to Aflac Requests: Aflac may contact associates to confirm leave status or request additional information, particularly in cases of medical or extended leave. Prompt responses are crucial to prevent any interruptions in leave benefits.

Return-to-Work Process

• Notify Aflac and Manager of Return Date: Before returning to work, associates should notify both Aflac and their manager of their expected return date. In the case of medical leave, Aflac may require a fitness-for-duty certificate from a healthcare provider.
• Complete Final Paperwork: Upon returning, associates may need to finalize paperwork with Aflac to close out the leave and ensure compliance with company policy.

Coordinate with HR for Benefits and Payroll Adjustments

• Review Pay and Benefits: Associates should confirm with the Leaves Team, Associate Care, or Aflac how the leave has affected their pay and benefits, particularly if it was unpaid or impacted benefits coverage.
• Ensure Continuity of Benefits: If extended leave affects benefits, associates may need to work with the Leaves Team or Associate Care to reinstate or adjust coverage as needed.

Associate Responsibility Checklist:

• Initiate leave request with Aflac.
• Submit necessary documentation and follow up.
• Stay in communication with Aflac and manager throughout the leave.
• Complete return-to-work procedures.
• Coordinate with HR for pay and benefits adjustments.

By following these steps, associates can ensure their leave is processed smoothly while remaining compliant with both Aflac and Crate & Barrel Holdings policies.