Your Guide to the JLL Parent Experience
JLL Supports Your Growing Family Congratulations on the new addition to your family! JLL is committed to supporting the well-being of employees and their families, including when adding a new child to your family. We ve designed the JLL Parent Experience so you can get the most from your JLL benefits, access a wide range of resources and enjoy this special time with your family. These programs and policies are designed to help you make smart health care decisions regarding the mother s and baby s care. This includes Parental Leave Pay, which provides an additional two weeks of leave paid at 100% of your salary when you or your spouse/partner complete a maternity support or emotional support program. This Guide to the JLL Parent Experience describes the benefits and resources available to you whether you re considering taking maternity, paternity/partner, adoption or surrogacy time, or experiencing infertility issues.? Questions The HR Service Center (HRSC) is your primary resource for information regarding the JLL Parent Experience. Call or email the HRSC with any questions about your benefits, policies and programs. Call: 866 580 7421 option 2 Email: HR.ServiceCenter@am.jll.com ii
Contents Page JLL Parent Experience Resources...1 Your JLL Maternity Experience....3 Your JLL Paternity/Partner Experience...8 Your JLL Adoption and Surrogacy Experience...12 NOTE: Each individual employee will have unique circumstances regarding current job responsibilities; maternity, paternity/partner, adoption and surrogacy leave; and return to work. You are not eligible for the JLL Parent Experience if you are an Independent Contractor or an employee covered under a collective bargaining agreement with benefits received through a union. The benefit plans, programs and policies referred to in this guide are described in detail in official plan documents/policies. If there is a conflict between the information provided in this guide and the plan documents/policies, the official plan documents/policies will govern. iii
JLL Parent Experience Resources Maternity, Paternity/Partner, Adoption and Surrogacy Support JLL is committed to your well-being and supports you through your Parent Experience, from considering to grow your family to bringing your new child home. There s a lot to know and do when you add a new child to the family. We understand that having resources and support is important for the health and prosperity of your family. These are many of the services JLL offers you and your family. Print this section and keep it handy. For more information about whom to contact and when, see the appropriate checklist in this guide or call the HRSC. Resource Why You May Want to Use This Resource Contact Info & Eligibility General Resources: Your go-to resources JLL HR Service Center JLL Benefits Solutions Group Your main source of information related to the JLL Parent Experience 866-580-7421 option 2 Email: HR.ServiceCenter@am.jll.com For all employees and spouses/partners Add your new child to your benefits Change your beneficiary Enroll or change your FSA and HSA contributions Physical Health Resources: Care for infertility as well as mother s and baby s health and well-being JLL Personal Advocate Support for medical, dental and FSA claims Advocate will research your claims issue and work with your health plan to resolve it 866-580-7421 option 1 For all employees and spouses/partners 866-580-7421 option 1 For all employees and spouses/partners UnitedHealthcare myblueprint4health Health and wellness concierge, programs and rewards www.myuhc.com 800-996-2057 Kaiser Permanente Maternity Support Program 24/7 personalized support before, during and after pregnancy Access to a dedicated nurse who will keep in touch with you throughout your pregnancy and after you give birth Assistance in choosing a doctor, nurse midwife or pediatrician Support for your special health care needs if your pregnancy is considered high-risk Customized maternity education materials Infertility and Reproductive Resource Services Access to premier infertility treatment clinics Education, counseling and infertility management with a reproductive endocrinologist Pre-certify to receive in-network coverage for reproductive services Neonatal Care Information and counseling for you if your baby needs extra care Tobacco Cessation Coaching Health coaches to help you quit tobacco with a personalized plan UnitedHealth Allies Discounts on things like massage therapy, natural medicine and other health retailers Online Resources Health guides, videos and podcasts on maternity and taking care of your baby Classes and Support Groups Free support for things like childbirth, healthy baby class and new mother s support Wellness Coaching and Online Healthy Lifestyle Programs Coaches help you make a lifestyle change, like losing weight or quitting tobacco 24/7 Nurse Line Kaiser Permanente Incentive Program Ask for myblueprint4health For all employees and spouses/partners enrolled in a UnitedHealthcare medical plan www.unitedhealthallies.com www.kp.org 866-300-9867 For medical and Rx: Call the number on your ID card For all employees and spouses/partners enrolled in a Kaiser Permanente medical plan Resources 1
Resource Why You May Want to Use This Resource Contact Info & Eligibility Parenting and Emotional Health Resources: Care for your child and have peace of mind Liberty Mutual Guidance Resources Bright Horizons Back-Up Care Advantage Request a leave FMLA: So you can care for and bond with your new family member STD: When you are away from work for pregnancy or birth Download medical certifications Employee Assistance Program (EAP) counseling and referral services, including valuable online videos and articles: Diet and pregnancy Adjusting to parenthood Child-proofing your home Coping with postpartum depression Finding child care Preparing siblings for a new child Returning to work after leave Back-up child care when your regular caregiver is unavailable: 10 days per dependent, per calendar year $4 per hour in-home care (4-hour minimum) $15 per child, per visit for center-based care; $25 per-family maximum Financial Security Resources: Care for your family s growing financial needs MetLaw JLL Benefit Solution Group MetLife GVUL MetLife Professional advice and assistance from a qualified attorney for things like: Wills and estate planning Debt collection Purchasing a home Family law and adoption issues Standard Life Plan Financial safety for your family through benefits paid to your beneficiary in the event of your death Enhanced Life Plan GVUL Financial safety for your family through benefits paid to your beneficiary in the event of your death (National, Regional, International Directors) Supplemental Life Insurance Coverage for your new child of $5,000 - $25,000. You pay 100% of coverage; premium is the same regardless of the number of children covered. For coverage more than $10,000, you must complete evidence of insurability (statement of health) Group Accident Insurance Portable protection at competitive group rates in the event of an accident Critical Illness Insurance Protect your finances in the case of a critical illness diagnosis. Receive payment for costs such as medical co-pays, transportation to treatment centers and child care. Must have medical insurance to enroll Community Resources: Experience the support of your JLL community www.mylibertyconnection.com 888-526-5768 (Company code: JLL101) For all employees www.guidanceresources.com 800-272-7255 (Password: JLL101) For all employees and spouses/partners www.brighthorizons.com/advantage 877-242-2737 (User Name: JLL/Password: Backup1) For all employees and spouses/partners www.legalplans.com 800-821-6400 For all enrolled employees and spouses/ partners 866-580-7421 option 1 For all employees 800-756-0124 For National, Regional, International Directors metlife.com/mybenefits 800-438-6388 For all enrolled employees and spouses/partners JLL Women s Network Resources, support and networking at each stage of your Parent Experience WomensNetwork@am.jll.com For all employees Resources 2
What You Need to Know About the Maternity Experience Your Maternity Checklist Through the Stages of the Parent Experience 1 The JLL Parent Experience is our holistic approach to supporting your family when adding a new child. JLL offers benefits, resources and leave time options for every phase of your maternity experience healthy pregnancy, bonding time with your family and a smooth transition back to work. A combination of FMLA, STD, Parental Leave Pay, PTO and personal leave allows you to spend time with your new child. Use this checklist to ensure you are getting the most from your benefits. Period covered by the Family and Medical Leave Act (FMLA) Considering to Have a Child Early Pregnancy Last 30 Days of Pregnancy First Week After Birth 2-8 Weeks After Birth Next 2 Weeks After Birth Up to 12 Weeks After Birth After You Return to Work Call the HRSC and visit the Total Rewards Portal Review your medical plan to understand your benefits, including infertility support Review your benefits and policies like Parental Leave Pay, STD, FMLA, PTO, personal leave, and adoption and surrogacy benefits Learn about the resources available through the EAP and myblueprint4 Health Terms to Know BSG: Benefits Solutions Group EAP: Employee Assistance Program FMLA: Family Medical Leave Act Enroll in a maternity support or emotional support program 2 to receive Parental Leave Pay (2 additional weeks of leave paid at 100% of your salary) Schedule time with your manager to share when you may take leave, how long you may be out, and the amount of PTO you will use Contact Liberty Mutual to learn about your FMLA rights Contact the EAP to receive your customized pregnancy resource referral package and pregnancy kit HRSC: HR Service Center PTO: Paid Time Off STD: Short-Term Disability Contact Liberty Mutual File for STD and FMLA Inform Liberty Mutual and your manager if your physician declares you disabled prior to delivery 1. This is a typical scenario for giving birth. This timeline could vary depending on your personal situation, Parental Leave Pay and other leave time. 2. See page 6 to know when you must enroll in and complete the program applicable to you. Maternity Use PTO for 5-day waiting period before STD begins Contact BSG within 31 days of birth if you intend to: Add your new child to your medical plan Increase contributions to the HSA, enroll in or increase contributions to FSAs, or enroll your newborn in dependent life insurance Contact Liberty Mutual to confirm date of birth Contact your state if you live in California or Rhode Island to claim your paid benefits in conjunction with offset from JLL Receive STD at 70% of base salary for the time your doctor certifies you are unable to work Receive 2 weeks, 100% paid leave, called Parental Leave Pay, when you complete a maternity support or emotional support program 2 Use PTO for time off; unpaid time off if you do not have PTO When you complete these steps depends on your personal situation and the amount of leave you intend to take. Contact the HRSC to confirm if you will use PTO for the remainder of your unpaid leave You are eligible to continue health and life insurance during FMLA, but you must mail your premium to the BSG when you take unpaid leave and no longer receive pay from JLL Contact Liberty Mutual to close your claim and notify whether you will return to work or remain out on unpaid personal leave Contact your manager to develop a plan to return to work Pre register for back up emergency day care with Bright Horizons Additional Unpaid Personal Leave of Absence May be available based on the needs of the business and at the discretion of your manager Meet with your manager Ask if a lactation/ sick room is available Discuss availability of flexible work arrangements Discuss how your return is going Continue to access myblueprint4health and the EAP to use these valuable resources to help adjust to raising your newborn and work-life balance Call Bright Horizons when you need emergency child care! More Information Learn about your Parent Resources on page 1 View the Paternity/ Partner Checklist on page 8 View the Adoption/ Surrogacy Checklist on page 12 3
Your Maternity Leave Time The time you spend with your new baby is important for you, your baby and your family. A combination of benefits and leave time options FMLA, STD, Parental Leave Pay, PTO and personal leave will give you the support and time away from work that is best for your situation. Support for Your Leave Time It is important to follow the Maternity Checklist on the previous page to ensure you don t miss the opportunity to get the benefits and leave time you want. Key items are outlined below. When considering to have a child: Contact the HRSC to learn more about your leave time options and JLL benefits related to infertility, adoption and surrogacy. Early in your pregnancy: JLL medical plans have many useful tools and resources that help you stay healthy and prepare you for growing your family. Complete a maternity support or emotional support program to receive two additional weeks of leave, paid at 100% of your salary. It s also important to share your leave plans with your manager how long you plan to be out and the amount of PTO you intend to take. Then, contact the EAP to discover the valuable resources available. First week after your baby is born: Call the Benefits Solutions Group within 31 days of birth if you intend to enroll your baby in your JLL medical plan, increase contributions to your Health Savings Account, enroll in or increase contributions to the Flexible Spending Accounts, or enroll your newborn in dependent life insurance. Family Medical Leave Act (FMLA) Adding a child to your family is a special time. If you are eligible, FMLA guarantees up to 12 weeks of unpaid leave (in which we ensure you will return to your job or an equivalent position) so you can care for and bond with your new family member. These 12 weeks are unpaid, but a combination of STD, Parental Leave Pay and PTO will provide a percentage of your salary for a portion of this time. We understand that administrative tasks are the last thing on your mind, but these simple steps are important for managing your leave time successfully. It s important that you contact Liberty Mutual, which administers your FMLA: Early in your pregnancy to confirm you are eligible for FMLA, During the last 30 days of pregnancy to file your FMLA claim, The week following the birth to confirm the baby s birth date, and At the end of your leave to close your FMLA claim. You are eligible for FMLA when you are an employee at JLL for 12 consecutive months, have worked at least 1,250 hours during that period and intend to return to work after maternity leave. You may continue health and life insurance coverage during FMLA. However, after STD, Parental Leave Pay and PTO end, your premiums are no longer deducted from your pay and you must mail your premium payment to the Benefits Solutions Group.! DID YOU KNOW: Parental Leave Pay provides an additional two weeks of leave paid at 100% of your salary when you complete a maternity support or emotional support program. Maternity 4
Short-Term Disability (STD) This is the time for you to recoup and spend time with your baby. Though sleep deprivation may make you feel otherwise, we understand you are not disabled. STD is just the government s name for the benefit that allows you to receive 70% of your annual base salary for the amount of time your doctor certifies that you can t work. STD runs in coordination with FMLA. The STD period begins on the date of delivery or when your doctor certifies you are medically unable to work. The first five days of STD is called the waiting period and you will not receive payment. You will use PTO during this five-day waiting period. Typically, new mothers receive a six-week disability period for vaginal delivery and an eight-week disability period for Cesarean delivery. Other circumstances may necessitate a different disability period. Liberty Mutual administers your STD. Again, we understand that paperwork is not the most enjoyable task during this exciting time, but staying on top of your claim will ensure you receive timely payment. It s important that you contact Liberty Mutual: During the last 30 days of pregnancy to file your STD claim, and At the end of your leave to close your STD claim. Bonus-Eligible Employees If you qualify for an annual bonus and are out on STD when the bonus is paid, you will receive your bonus when you return to work. Commission-Eligible Employees Commission-eligible employees who make more than $75,000 per year base annual salary may participate in the standard STD benefit described above. For commission-eligible employees who make less than $75,000 per year annual base salary, your STD coverage will be the greater of: 70% of your monthly base salary plus the average of your last two years annual commissions, or 100% of this flat dollar amount: International Director $150,000 Regional Director $125,000 Parental Leave Pay National Director $105,000 Associate Director $87,500 Professional $55,000 Parental Leave Pay is an exciting benefit JLL offers employees who complete a free, confidential program that supports the health of your new baby. We offer this because we understand the importance of helping you make smart health care decisions regarding your and your baby s care. You can receive two consecutive weeks of leave, paid at 100% of your salary, when you complete a healthy maternity or emotional support program. Refer to the chart on the following page to see the program that is applicable to you. Once you qualify, you will take Parental Leave Pay immediately following the end of your STD but before you use PTO or approved unpaid time off. Parental Leave Pay runs in coordination with FMLA. You must take Parental Leave Pay as two concurrent weeks. You have one year after your baby s birth to take Parental Leave Pay. You are eligible for Parental Leave Pay when you are a full-time JLL employee who works at least 30 hours per week with at least one year of service credit at the time of birth. Brokers and Directors are entitled to Parental Leave Pay, which is in addition to any PTO approved by the manager and meets the needs of the business. Refer to the PTO policy for details on conditions for paid leave beyond Parental Leave Pay. Maternity 5
Programs to Complete to Qualify for Parental Leave Pay Your Situation You are pregnant and enrolled in a UnitedHealthcare medical plan You are pregnant and enrolled in a Kaiser Permanente medical plan You are pregnant and not enrolled in a medical plan through JLL You are expecting a child through adoption or surrogacy You are enrolled in the HMSA-Hawaii medical plan To Qualify for Parental Leave Pay, You Complete UHC Maternity Support Program 800-996-2057 Enroll in the UHC maternity support program to qualify for Parental Leave Pay. Whether you re pregnant for the first time or have been pregnant before, it s a good idea to have support from a professional who can help you stay healthy, watch for any potential risks and help you plan for bringing your baby home. A dedicated nurse will keep in touch with you throughout your pregnancy and after you give birth. These consultations help you understand your unique care needs and uncover any potential health risks. Your nurse can answer questions and provide information and educational materials based on your unique needs. If your pregnancy is considered high-risk, the program can provide specialized support services and guidance. Kaiser Permanente 866-300-9867 In your first trimester, your doctor must sign the Kaiser Permanente Physician Form (find it at www.jll.com/mytotalrewards) and submit it to Kaiser Permanente to qualify for Parental Leave Pay. A variety of support programs and resources are available to help you make sure you and your baby are healthy. Among the resources available to you are: Pregnancy, childbirth, breastfeeding, and baby-care classes and programs A 24-hour advice nurse available by phone Articles, tools, podcasts and videos that will help with questions like what to eat, safe exercises and how to prepare for birth Guidance Resources EAP 800-272-7255 Complete an emotional support program, before the birth of your baby or the finalization of adoption or surrogacy, to qualify for Parental Leave Pay. You will complete the Guidance Resources Emotional Support Program Form (find it at www.jll.com/mytotalrewards) and return it to the HRSC confirming you completed one of the EAP emotional support programs. The EAP is a valuable resource for any stage of life but especially when welcoming a new child into your family. Some of the programs and resources available are: 24/7 live answer immediate access to clinicians FamilySource program offers personalized and comprehensive referral packet and Guidance Kit Ease transition to parenthood Assistance during maternity leave and return to work Maternity 6
Paid Time Off (PTO) After STD and Parental Leave Pay end, you may have two to four weeks of FMLA leave remaining. With approval from your manager, you can use accrued PTO to pay for additional leave time. If you do not have enough PTO, the remainder of your FMLA leave is unpaid. Contact the HRSC to confirm the amount of PTO you will use. You can take PTO before and after STD and Parental Leave Pay, but not in place of STD and Parental Leave Pay. You must use PTO during the unpaid, five-day waiting period for STD. You will continue to accrue PTO during the periods you use PTO and are on STD and Parental Leave Pay. Any unpaid leave does not accrue PTO. As a regular, full-time employee, you are eligible to accrue PTO. Part-time employees who work 30 hours or more per week are eligible to accrue a calculated portion of PTO. Regular full-time employees who are Brokers and/or Directors will not earn or accrue PTO. Brokers and Directors will not have their pay reduced for reasonable absences that do not unreasonably interfere with the business. Employees are encouraged to maintain a healthy work-life balance and to schedule absences appropriately with their manager based on client and business need. While on personal leave, you are eligible to continue coverage in the health and life insurance plans in which you re currently enrolled. JLL will continue to pay the company share of your health benefits for the first four weeks you are on personal leave as long as you continue paying the employee premium. After four weeks, you will be responsible for paying the full cost of health insurance both the employee and company premiums. You must mail your payment to the Benefits Solutions Group. Benefits that were deducted on a pre-tax basis, such as 401(k), HSA and FSA, will be suspended. You must re-enroll when you return to work. Returning to Work As you can see, a variety of leave time is available to support your time at home with your baby, but support for you and your family doesn t end there. Your medical plan, myblueprint4health and the EAP have a wide range of tools and resources to help you transition back to work. Additionally, JLL offers emergency day care assistance through Bright Horizons. JLL cares about your continued career growth and your well-being at work. Contact your manager toward the end of your leave time. Prepare for your return and discuss: The availability of a lactation/sick room, and The opportunity for flexible work arrangements. Personal Leave of Absence If you wish to take additional leave that extends beyond FMLA and PTO, you may qualify for unpaid personal leave of absence. Unpaid personal leave of absence may be available based on the needs of the business and at the discretion of your manager. The length of your personal leave in a calendar year may last one to 12 months. When you return to work, your position may or may not be available. JLL will make a reasonable effort to help you find a new position, but there is no guarantee one will be available.? More Info Checklist: Refer to the Maternity Checklist to help guide you through the stages of the Parent Experience. Resources: In the front of this guide, you can see the Contact Information for all of the JLL programs and resources. Questions: The HRSC is your primary resource for information regarding the JLL Parent Experience. Call or email the HRSC with any questions about your benefits, policies and programs. Call: 866 580 7421 option 2 Email: HR.ServiceCenter@am.jll.com Maternity 7
What You Need to Know About the Paternity/Partner Experience Your Paternity/Partner Checklist Through the Stages of the Parent Experience 1 The JLL Parent Experience is our holistic approach to supporting your family when adding a new child. JLL offers benefits, resources and leave time options that support you and your spouse/ partner healthy pregnancy programs, bonding time with your family and a smooth transition back to work. A combination of FMLA, Parental Leave Pay, PTO and personal leave allows you to spend time with your new child. Use this checklist to ensure you are getting the most from your benefits. Period covered by the Family and Medical Leave Act (FMLA) Considering to Have a Child Early in the Pregnancy Last 30 Days of Pregnancy 2 Weeks of Parental Leave Pay 3-12 Weeks After Birth After You Return to Work Call the HRSC and visit the Total Rewards Portal Review your medical plan to understand your benefits, including infertility support Review your benefits and policies like Parental Leave Pay, FMLA, PTO, personal leave, and adoption and surrogacy benefits Learn about the resources available through the EAP and myblueprint4health Encourage your spouse/partner to enroll in a maternity support or emotional support program 2 so you can receive Parental Leave Pay (2 additional weeks of leave paid at 100% of your salary) Schedule time with your manager to share when you may take leave, how long you may be out, and the amount of PTO you will use Contact Liberty Mutual to learn about your FMLA rights Advise your spouse/ partner to contact the EAP to receive a customized pregnancy resource referral package and pregnancy kit Contact Liberty Mutual to file for FMLA Receive 2 weeks 100% paid leave, called Parental Leave Pay, when you or your spouse/ partner completes a maternity support or emotional support program 2 Contact BSG within 31 days of birth if you intend to: Add your new child to your medical plan Increase contributions to the HSA, enroll in or increase contributions to FSAs, or enroll your child in dependent life insurance Contact Liberty Mutual to confirm date of birth Pre register for back up emergency day care with Bright Horizons Use PTO for time off; use unpaid time off if you do not have PTO Contact the HRSC to confirm if you will use PTO for the remainder of your unpaid leave You are eligible to continue health and life insurance during FMLA, but you must mail your premium to the BSG when you take unpaid leave and no longer receive pay from JLL Contact Liberty Mutual to close your claim and notify whether you will return to work or remain out on unpaid personal leave Contact your manager to develop a plan to return to work Additional Unpaid Personal Leave of Absence May be available based on the needs of the business and at the discretion of your manager Meet with your manager Discuss availability of flexible work arrangements Discuss how your return is going Continue to access myblueprint4health and the EAP to use these valuable resources to help adjust to raising your child and work-life balance Call Bright Horizons when you need emergency child care Terms to Know BSG: Benefits Solutions Group EAP: Employee Assistance Program FMLA: Family Medical Leave Act HRSC: HR Service Center PTO: Paid Time Off 1. This is a typical scenario for paternity/partner time. This timeline could vary depending on your personal situation, Parental Leave Pay and other leave time. 2. See page 10 to know when you must enroll in and complete the program applicable to you. Paternity/Partner! More Information Learn about your Parent Resources on page 1 View the Adoption/ Surrogacy Checklist on page 12 8
Your Paternity/Partner Leave Time The time you spend with your new baby is important for you, your baby and your family. A combination of benefits and leave time options FMLA, Parental Leave Pay, PTO and personal leave will give you the support and time away from work that is best for your situation. If you re taking paternity/partner leave time due to adoption or surrogacy: Refer to What You Need to Know About the Adoption/Surrogacy Experience on page 12. Support for Your Leave Time It is important to follow the Paternity/Partner Checklist on the previous page to ensure you don t miss the opportunity to get the benefits and leave time you want. Key items are outlined below. When considering to have a child: Contact the HRSC to learn more about your leave time options and JLL benefits related to infertility, adoption and surrogacy. Early in your spouse s/partner s pregnancy: JLL medical plans have many useful tools and resources that help her stay healthy and prepare you for growing your family. When you or your spouse/partner completes a maternity support or emotional support program, you will receive two additional weeks of leave, paid at 100% of your salary. It s also important to share your leave plans with your manager how long you plan to be out and the amount of PTO you intend to take. Then, contact the EAP to discover the valuable resources available. First week after your baby is born: Call the Benefits Solutions Group within 31 days of birth if you intend to enroll your baby in your JLL medical plan, increase contributions to your Health Savings Account, enroll in or increase contributions to your Flexible Spending Accounts, or enroll your child in dependent life insurance.! DID YOU KNOW: Parental Leave Pay provides an additional two weeks of leave paid at 100% of your salary when you or your spouse/partner completes a maternity support or emotional support program. Family Medical Leave Act (FMLA) Adding a child to your family is a special time. If you are eligible, FMLA guarantees up to 12 weeks of unpaid leave (in which we ensure you will return to your job or an equivalent position) so you can care for and bond with your new family member. These 12 weeks are unpaid, but a combination of Parental Leave Pay and PTO will provide a percentage of your salary for a portion of this time. We understand that administrative tasks are the last thing on your mind, but these simple steps are important for managing your leave time successfully. It s important that you contact Liberty Mutual, which administers your FMLA: Early in her pregnancy to confirm you are eligible for FMLA, During the last 30 days of pregnancy to file your FMLA claim, The week following the birth to confirm the baby s birth date, and At the end of your leave to close your FMLA claim. You are eligible for FMLA when you are an employee at JLL for 12 consecutive months, have worked at least 1,250 hours during that period and intend to return to work after paternity/partner leave. You may continue health and life insurance coverage during FMLA. However, after Parental Leave Pay or PTO ends, your premiums are no longer deducted from your pay and you must mail your premium payment to the Benefits Solutions Group. Parental Leave Pay Parental Leave Pay is an exciting benefit JLL offers you when you or your spouse/partner completes a free, confidential program that supports the health of your new baby. We offer this because we understand the importance of helping you make smart health care decisions regarding your baby s care. You can receive two consecutive weeks of leave, paid at 100% of your salary, when you or your spouse/partner completes a healthy maternity or emotional support program. Refer to the chart on the following page to see the program that is applicable to you. Paternity/Partner 9
Once you qualify, you will take Parental Leave Pay immediately following your baby s birth but before you use PTO or approved unpaid time off. Parental Leave Pay runs in coordination with FMLA. You must take Parental Leave Pay as two concurrent weeks. You have one year after your baby s birth to take Parental Leave Pay. You are eligible for Parental Leave Pay when you are a full-time JLL employee who works at least 30 hours per week with at least one year of service credit at the time of birth. Brokers and Directors are entitled to Parental Leave Pay, which is in addition to any PTO approved by the manager and meets the needs of the business. Refer to the PTO policy for details on conditions for paid leave beyond Parental Leave Pay. Programs to Complete to Qualify for Parental Leave Pay Your Situation Your spouse/partner is pregnant and enrolled in a UnitedHealthcare medical plan Your spouse/partner is pregnant and enrolled in a Kaiser Permanente medical plan Your spouse/partner is pregnant and not enrolled in a medical plan through JLL You are expecting a child through adoption or surrogacy You are enrolled in the HMSA-Hawaii medical plan To Qualify for Parental Leave Pay, You Complete UHC Maternity Support Program 800-996-2057 Your spouse/partner must enroll in the UHC maternity support program within the first 20 weeks of pregnancy for you to qualify for Parental Leave Pay. Whether she s pregnant for the first time or has been pregnant before, it s a good idea to have support from a professional who can help her stay healthy, watch for any potential risks and help plan for bringing your baby home. A dedicated nurse will keep in touch with your spouse/partner throughout her pregnancy and after she gives birth. These consultations help her understand her unique care needs and uncover any potential health risks. The nurse can answer questions and provide information and educational materials based on her unique needs. If her pregnancy is considered high-risk, the program can provide specialized support services and guidance. Kaiser Permanente 866-300-9867 In your spouse s/partner s first trimester, her doctor must sign the Kaiser Permanente Physician Form (find it at www.jll.com/mytotalrewards) and submit it to Kaiser Permanente for you to qualify for Parental Leave Pay. A variety of support programs and resources are available to help make sure your spouse/partner and your baby are healthy. Among the resources available are: Pregnancy, childbirth, breastfeeding, and baby-care classes and programs A 24-hour advice nurse available by phone Articles, tools, podcasts and videos that will help with questions like what to eat, safe exercises and how to prepare for birth Guidance Resources EAP 800-272-7255 Complete an emotional support program, before the birth of your baby or the finalization of adoption or surrogacy, to qualify for Parental Leave Pay. You will complete the Guidance Resources Emotional Support Program Form (find it at www.jll.com/mytotalrewards) and return it to the HRSC confirming you completed one of the EAP emotional support programs. The EAP is a valuable resource for any stage of life but especially when welcoming a new child into your family. Some of the programs and resources available are: 24/7 live answer Immediate access to clinicians FamilySource program offers personalized and comprehensive referral packet and Guidance Kit Ease transition to parenthood Assistance during leave and return to work Paternity/Partner 10
Paid Time Off (PTO) After Parental Leave Pay ends, you may have up to 10 weeks of FMLA leave remaining. With approval from your manager, you can use accrued PTO to pay for additional leave time. If you do not have enough PTO, the remainder of your FMLA leave is unpaid. Contact the HRSC to confirm the amount of PTO you will use. You must use Parental Leave Pay before using PTO. You will continue to accrue PTO during the periods you use PTO and Parental Leave Pay. Any unpaid leave does not accrue PTO. As a regular, full-time employee, you are eligible to accrue PTO. Part-time employees who work 30 hours or more per week are eligible to accrue a calculated portion of PTO. Regular full-time employees who are Brokers and/or Directors will not earn or accrue PTO. Brokers and Directors will not have their pay reduced for reasonable absences that do not unreasonably interfere with the business. Employees are encouraged to maintain a healthy work-life balance and to schedule absences appropriately with their manager based on client and business need. Personal Leave of Absence If you wish to take additional leave that extends beyond FMLA and PTO, you may qualify for unpaid personal leave of absence. Unpaid personal leave of absence may be available based on the needs of the business and at the discretion of your manager. The length of your personal leave in a calendar year may last one to 12 months. When you return to work, your position may or may not be available. JLL will make a reasonable effort to help you find a new position, but there is no guarantee one will be available. personal leave as long as you continue paying the employee premium. After four weeks, you will be responsible for paying the full cost of health insurance both the employee and company premiums. You must mail your payment to the Benefits Solutions Group. Benefits that were deducted on a pre-tax basis, such as 401(k), HSA and FSA, will be suspended. You must re-enroll when you return to work. Returning to Work As you can see, a variety of leave time is available to support your time at home with your baby, but support for you and your family doesn t end there. Your medical plan, myblueprint4health and the EAP have a wide range of tools and resources to help you transition back to work. Additionally, JLL offers emergency day care assistance through Bright Horizons. JLL cares about your continued career growth and your well-being at work. Contact your manager toward the end of your leave time. Prepare for your return and discuss the opportunity for flexible work arrangements.? More Info Checklist: Refer to the Paternity/Partner Checklist to help guide you through the stages of the Parent Experience. Resources: In the front of this guide, you can see the Contact Information for all of the JLL programs and resources. Questions: The HRSC is your primary resource for information regarding the JLL Parent Experience. Call or email the HRSC with any questions about your benefits, policies and programs. Call: 866 580 7421 option 2 Email: HR.ServiceCenter@am.jll.com While on personal leave, you are eligible to continue coverage in the health and life insurance plans in which you re currently enrolled. JLL will continue to pay the company share of your health benefits for the first four weeks you are on Paternity/Partner 11
What You Need to Know About the Adoption/Surrogacy Experience Your Adoption/Surrogacy Checklist Through the Stages of the Parent Experience 1 The JLL Parent Experience is our holistic approach to supporting your family when adding a new child. JLL offers benefits, resources and leave time options that support you and your spouse/ partner from adoption/surrogacy through bonding time and a smooth transition back to work. A combination of FMLA, Parental Leave Pay and PTO allows you to spend time with your new child. Use this checklist to ensure you are getting the most from your benefits. Period covered by the Family and Medical Leave Act (FMLA) Considering Adoption or Surrogacy Early in the Adoption or Surrogacy Process Last 30 Days of Adoption or Surrogacy 2 Weeks of Parental Leave Pay 2-12 Weeks After Finalized Adoption or Surrogacy After You Return to Work Call the HRSC and visit the Total Rewards Portal Review your medical plan to understand your benefits, including infertility support Review your benefits and policies like Parental Leave Pay, FMLA, PTO, personal leave, and adoption and surrogacy benefits Learn about the resources available through the EAP and myblueprint4health Enroll in an emotional support program 2 through the EAP to receive Parental Leave Pay (2 additional weeks of leave paid at 100% of your salary) Schedule time with your manager to share when you may take leave, how long you may be out, and the amount of PTO you will use Contact Liberty Mutual to learn about your FMLA rights Contact Liberty Mutual to file for FMLA Receive 2 weeks of leave paid at 100% of your salary, called Parental Leave Pay, when you complete an emotional support program through the EAP 2 Contact BSG within 31 days of the finalized adoption or surrogacy if you intend to: Add your new child to your medical plan Increase contributions to the HSA, enroll in or increase contributions to FSAs, or enroll your child in dependent life insurance Contact Liberty Mutual to confirm date the adoption or surrogacy was finalized Pre register for back up emergency day care with Bright Horizons Use PTO for time off; use unpaid time off if you do not have PTO Contact the HRSC to confirm if you will use PTO for the remainder of your unpaid leave You are eligible to continue health and life insurance during FMLA, but you must mail your premium to the BSG when you take unpaid leave and no longer receive pay from JLL Contact Liberty Mutual to close your claim and notify whether you will return to work or remain out on unpaid personal leave Contact your manager to develop a plan to return to work Complete the appropriate paperwork and submit itemized receipts to receive reimbursement for your eligible adoption or surrogacy expenses Meet with your manager Discuss availability of flexible work arrangements Discuss how your return is going Continue to access myblueprint4health and the EAP to use these valuable resources to help adjust to raising your child and work-life balance Call Bright Horizons when you need emergency child care Additional Unpaid Personal Leave of Absence May be available based on the needs of the business and at the discretion of your manager Terms to Know BSG: Benefits Solutions Group EAP: Employee Assistance Program FMLA: Family Medical Leave Act HRSC: HR Service Center PTO: Paid Time Off 1. This is a typical scenario for adoption/surrogacy time. This timeline could vary depending on your personal situation, Parental Leave Pay and other leave time. 2. See page 15 to know when you must enroll in and complete an emotional support program through the EAP.! More Information Learn about your Parent Resources on page 1 Adoption/Surrogacy 12
Adoption and Surrogacy Assistance JLL supports your growing family through leave time, support programs and financial assistance for many of the expenses associated with adoption and surrogacy. Eligibility Full-time employees with at least one year of service are eligible for reimbursement for adoption and surrogacy-related expenses up to $5,000 per child (with proof of finalization of adoption or surrogacy). If both parents are JLL employees, only one employee may use the benefit. Adoption and Surrogacy Expenses Most expenses directly related to adoption or surrogacy are reimbursable, including: Agency and placement fees Legal fees and court costs Medical expenses of birth mother Medical expenses of the child, not covered by insurance Temporary foster care costs Immigration, immunization and translation fees Transportation and lodging Taxation of Adoption Benefits Generally, reimbursement of adoption expenses is excluded from your gross income. This exclusion applies only to federal and state income tax withholding. Social Security and Medicare taxes (FICA) will continue to be withheld. The tax exclusion does not apply to some employees who meet certain income levels. You are responsible for determining the effect of the adoption assistance on your income taxes. Taxation of Surrogacy Benefits Surrogacy benefits are not excluded from taxable income under IRS regulations. Any surrogacy assistance paid to employees may be subject to state, federal, Social Security, Medicare and federal unemployment taxes at time of payment. To get reimbursed by JLL, contact HRSC at www.jll.com/mytotalrewards or 866-580-7421 option 2 for the reimbursement form. Once the adoption or surrogacy is finalized, you will need to submit itemized receipts for expenses and the finalization of the adoption or surrogacy along with the reimbursement form. You will receive reimbursement through payroll. Adoption/Surrogacy 13
Your Adoption/Surrogacy Leave Time The time you spend with your new child is important for you, your child and your family. A combination of benefits and leave time options FMLA, Parental Leave Pay, PTO and personal leave will give you the support and time away from work that is best for your situation. Support for Your Leave Time It is important to follow the Adoption/Surrogacy Checklist on page 12 to ensure you don t miss the opportunity to get the benefits and leave time you want. Key items are outlined below. When considering to add a child to your family: Contact the HRSC to learn more about your leave time options and JLL benefits related to infertility, adoption and surrogacy. Early in your adoption/surrogacy process: JLL medical plans have many useful tools and resources that help prepare you for growing your family. When you enroll in an emotional support program, you will receive two additional weeks of leave, paid at 100% of your salary. It s also important to share your leave plans with your manager how long you plan to be out and the amount of PTO you intend to take. Then, contact the EAP to discover the valuable resources available. First week after your adoption/surrogacy is finalized: Call the Benefits Solutions Group within 31 days of finalization if you intend to enroll your child in your JLL medical plan, increase contributions to your Health Savings Account, enroll in or increase contributions to your Flexible Spending Accounts, or enroll your child in dependent life insurance. Family Medical Leave Act (FMLA) Adding a child to your family is a special time. If you are eligible, FMLA guarantees up to 12 weeks of unpaid leave (in which we ensure you will return to your job or an equivalent position) so you can care for and bond with your new family member. These 12 weeks are unpaid, but a combination of Parental Leave Pay and PTO will provide a percentage of your salary for a portion of this time. We understand that administrative tasks are the last thing on your mind, but these simple steps are important for managing your leave time successfully. It s important that you contact Liberty Mutual, which administers your FMLA: Early in the adoption/surrogacy process to confirm you are eligible for FMLA, During the last 30 days of the adoption/surrogacy process to file your FMLA claim, The week following the finalization to confirm the date the adoption/ surrogacy process was finalized, and At the end of your leave to close your FMLA claim. You are eligible for FMLA when you are an employee at JLL for 12 consecutive months, have worked at least 1,250 hours during that period and intend to return to work after adoption/surrogacy leave. You may continue health and life insurance coverage during FMLA. However, after Parental Leave Pay and PTO end, your premiums are no longer deducted from your pay and you must mail your premium payment to the Benefits Solutions Group.! DID YOU KNOW: Parental Leave Pay provides an additional two weeks of leave paid at 100% of your salary when you complete a maternity support or emotional support program. Adoption/Surrogacy 14
Parental Leave Pay Parental Leave Pay is an exciting benefit JLL offers employees who complete a free, confidential program that supports the health of your growing family. You can receive two consecutive weeks of leave, paid at 100% of your salary, when you complete an emotional support program offered through the EAP before the finalization of adoption/surrogacy. Complete an emotional support program before the finalization of the birth or adoption to qualify for Parental Leave Pay. You will complete the Guidance Resources Emotional Support Program Form, located on www.jll.com/mytotalrewards, and return it to the HRSC confirming you completed one of the EAP emotional support programs. The EAP is a valuable resource for any stage of life but especially when welcoming a new child into your family. Some of the programs and resources available are: 24/7 live answer Immediate access to clinicians FamilySource program offers personalized and comprehensive referral packet and Guidance Kit Ease transition to parenthood Assistance during leave and return to work Once you qualify, you will take Parental Leave Pay immediately following the finalization of adoption/surrogacy but before you use PTO or approved unpaid time off. Parental Leave Pay runs in coordination with FMLA. You must take Parental Leave Pay as two concurrent weeks. You have one year after the finalized adoption/surrogacy to take Parental Leave Pay. Paid Time Off (PTO) After Parental Leave Pay ends, you may have up to 10 weeks of FMLA leave remaining. With approval from your manager, you can use accrued PTO to pay for additional leave time. If you do not have enough PTO, the remainder of your FMLA leave is unpaid. Contact the HRSC to confirm the amount of PTO you will use. You must use Parental Leave Pay before using PTO. You will continue to accrue PTO during the periods you use PTO and Parental Leave Pay. Any unpaid leave does not accrue PTO. As a regular, full-time employee, you are eligible to accrue PTO. Part-time employees who work 30 hours or more per week are eligible to accrue a calculated portion of PTO. Regular full-time employees who are Brokers and/or Directors will not earn or accrue PTO. Brokers and Directors will not have their pay reduced for reasonable absences that do not unreasonably interfere with the business. Employees are encouraged to maintain a healthy work-life balance and to schedule absences appropriately with their manager based on client and business need. You are eligible for Parental Leave Pay when you are a full-time JLL employee who works at least 30 hours per week with at least one year of service credit at the time of adoption/surrogacy. Brokers and Directors are entitled to Parental Leave Pay, which is in addition to any PTO approved by the manager and meets the needs of the business. Refer to the PTO policy for details on conditions for paid leave beyond Parental Leave Pay. Adoption/Surrogacy 15
Personal Leave of Absence If you wish to take additional leave that extends beyond FMLA and PTO, you may qualify for unpaid personal leave of absence. Unpaid personal leave of absence may be available based on the needs of the business and at the discretion of your manager. The length of your personal leave in a calendar year may last one to 12 months. When you return to work, your position may or may not be available. JLL will make a reasonable effort to help you find a new position, but there is no guarantee one will be available. While on personal leave, you are eligible to continue coverage in the health and life insurance plans in which you re currently enrolled. JLL will continue to pay the company share of your health benefits for the first four weeks you are on personal leave as long as you continue paying the employee premium. After four weeks, you will be responsible for paying the full cost of health insurance both the employee and company premiums. You must mail your payment to the Benefits Solutions Group. Benefits that were deducted on a pre-tax basis, such as 401(k), HSA and FSA, will be suspended. You must re-enroll when you return to work. Returning to Work As you can see, a variety of leave time is available to support your time at home with your child, but support for you and your family doesn t end there. Your medical plan, myblueprint4health and the EAP have a wide range of tools and resources to help you transition back to work. Additionally, JLL offers emergency day care assistance through Bright Horizons. JLL cares about your continued career growth and your well-being at work. Contact your manager toward the end of your leave time. Prepare for your return and discuss the opportunity for flexible work arrangements.? More Info Checklist: Refer to the Adoption/Surrogacy Checklist to help guide you through the stages of the Parent Experience. Resources: In the front of this guide, you can see the Contact Information for all of the JLL programs and resources. Questions: The HRSC is your primary resource for information regarding the JLL Parent Experience. Call or email the HRSC with any questions about your benefits, policies and programs. Call: 866 580 7421 option 2 Email: HR.ServiceCenter@am.jll.com Adoption/Surrogacy 3/2015 16