Absence and Return Center – Return to Work policy Changes Beginning August 3, 2015

Absence and Return Center

Going on and returning from a leave of absence can be tricky to navigate. Are you eligible? What forms are necessary? While the processes are meant to be straightforward and comply with our policies, they can become a little cumbersome. That’s where our new Absence and Return Center (ARC) comes in.

Beginning Aug. 3, 2015, we are harmonizing and consolidating the leave of absence and return to work processes for the majority of employees. We’ll have a new Return to Work policy and a team to support you through the process so you can return to work as soon as you are able to safely perform your essential job functions, with or without an accommodation.

What’s changing?

Meet the ARC: Consider the ARC group to be your one-stop-shop for all things regarding medical absences and returning to work. The ARC, made up of administrative staff and case managers, will be responsible for the administrative eligibility and approval determinations for Family Medical Leave (FML), Sick/Medical leaves and Maternity leaves. The ARC will also process Sick Verification forms, Return to Work forms and Modified Duty requests for all U.S.-based mainline employees. Legacy US Airways Ground and Tech Ops contract employees, whose leave administration is currently managed by Ceridian, will be managed by the ARC later this fall.

A Combined Return-to-Work Policy: In addition, we’re launching a new, consolidated Return to Work policy
for all employees, except pilots. The Return to Work policy provides information related to your return to work, including required documentation from your treating health care provider to ensure you are able to perform the essential functions of your job, with or without an accommodation. The Return to Work forms are available under Pay & Benefits.

Combined ADA Policy: The ADA accommodation policy and process have recently been updated. The updated policy and forms for requesting an accommodation are available on Jetnet. Our HR Business Partners will assist employees and managers through the process. In connection with the new Return to Work Policy
and ADA process, the Accommodation Review Board (ARB) and Medical Review Board (MRB), two legacy American programs, will be discontinued. In addition, AA Medical will not be involved in the Return to Work (except pilots) or ADA process.

New Modified Duty Policy: The Restricted Duty/Light Duty policy will be replaced with a Modified Duty policy. This policy is designed for employees who have a personal illness or injury and need a short-term, non-ADA qualifying accommodation to return to work. Modified Duty is designed for employees who do not qualify for an accommodation under the Company’s ADA policy or Transitional Duty policy but need assistance to perform their job as a result of a short term restriction. More information can be found in the Modified Duty policy.

How do I contact the ARC?

Starting Aug. 3, 2015, you can call the ARC at 817-967-6700. ARC team members will be available Monday through Friday (except company-recognized holidays) from 7:30 a.m. to 6:00 p.m. CT. As needed or required, you may fax your FML application, Return to Work form and Sick Verification form to the fax numbers located at the bottom of the form. Do you have additional questions? Take a look at our Frequently Asked Questions.

Q and A

Absence and Return Center

What is ARC?

ARC stands for Absence and Return Center. The ARC group will be the one-stop-shop for all things regarding medical related absences and returning to work. They’ll help you through required processes so you can return to work as soon as you’re able to perform your job duties safely.

What won’t be handled by the ARC?

All non-medical and state leaves will continue to be handled by your immediate supervisor/manager and local administration team. ADA accommodations will be handled by your HR Business Partner and supervisor. Pilot sick verification and return to work will temporarily continue to be handled by AA Medical, but will be transitioned in the near future.

Legacy US Airways Ground and Tech Ops contract employees will continue to have their leaves handled by Ceridian until the transition which is expected in the fall of 2015.

How do I contact the ARC?

You can contact ARC by phone at 817-967-6700. ARC representatives will be available Monday through Friday (except company-recognized holidays) from 7:30 a.m. to 6 p.m. CT.

Is there a new fax number?

Not at this time but it’s important to always use a current FML, Return to Work or Sick Verification form as the current fax number is always noted on the bottom of each form.

Which forms should I send to the ARC?

Completed Sick Verification forms, completed Return to Work forms, completed FMLA applications, Modified Duty requests, doctor’s notes or other documents requested by the Company to assist with your absence/leave processing.

Where do I get the new forms?

Starting on August 3, 2015, the new forms will be available on Jetnet. To download the forms on Jetnet go to the Pay/Benefits tab, click “Time Away From Work/All Leaves’ and select the appropriate form.

What if I need an accommodation?

You will partner with your supervisor and HR Business Partner on any accommodation, so please feel free to reach out to either of them. Additional information about the new ADA policy can be found on Jetnet.

Who is going to have access to my information?

The ARC group will handle your request and paperwork from start to finish. All submissions are secure.

Who pays for my visit to my doctor?

Consistent with how things work today when you visit the doctor, co-pays and fees charged beyond your coverage are your responsibility. We encourage you to use in network providers to take advantage of discounted negotiated rates. Contact your insurance administrator to check if your provider is in-network.

FMLA

How will I know my FML form made it to the ARC?

You can check the status of your leave on Jetnet by going to the Pay/Benefits Tab, FMLA and clicking FMLA Status. ARC uses a secure fax system and logs all incoming transmissions. Once your form is received, within 5 business days, your FMLA status will say “Documents received, eligibility being checked, verification in progress.” Please keep your fax transmittals and confirmation pages for your records.

Legacy US Airways contract employees supported by Ceridian (Ground and Tech Ops) can visit the Presagia Leave Management website to view their own leave record. Go to www.managemyleave.com and enter
your own credentials as required. All login questions and issues are to be directed to Ceridian via email at: leaveadmin@ceridian.com.

When should I submit my FML paperwork?

As soon as you know you have a need for an absence that may qualify under FMLA, you should start the paperwork and get it submitted to the ARC. We strongly urge you to submit your FMLA application as soon as possible but no later than 17 days from the date requested. Once you start the application process, we’ll verify eligibility and then review everything your doctor submits to see if it meets the qualifying condition for FMLA.

Return to Work (RTW)

How much time do I have to submit my RTW/physician statement form?

As soon as your doctor reviews and completes the RTW form, it needs to be faxed to the ARC. The completed RTW form will need to be processed by the ARC prior to your return to work.

Why is my doctor the one who has to say whether I can return to work?

Your healthcare provider is in the best position to determine if you can perform the essential functions of your position, with or without an accommodation. By partnering with your doctor, you can ensure that he or she understands what you are required to do for your job, and that you are medically and safely able to return to work.

What if I see several doctors? Which one signs my RTW/physician statement form?

You should have the physician who is the most familiar with the condition that kept you off work complete the form.

How will I know my Return to Work form made it to the ARC?

You can check the status of your leave on Jetnet by going to the Pay/Benefits Tab, then Time Away from Work page. The ARC uses a secure fax system and logs all incoming transmissions.

Please keep your fax transmittals and confirmation pages. ARC will send a message to your supervisor to let them know you are cleared to return to work. You may also contact your supervisor to let them know you have completed the RTW form.

Forms

American Airlines Return to Work Forms:

The following forms are located on Jetnet..You will need to login to download them.