How do I request/apply for this benefit?
To apply for parental leave you must complete a Paid Parental Leave Request/Primary Caregiver Affidavit and a Leave of Absence Request form. Your department payroll clerk must also prepare a Leave of Absence form. All forms are available here. You must then submit these forms together to Corporate Payroll (Box 90484, Durham, NC 27708) at least 30 days in advance of first day of leave.
Do I still accrue vacation, sick leave, or PTO while I'm out on leave?
Staff members continue to accrue time while using their accrued paid leave but not while on leave without pay. Staff members will not accrue time during the three weeks of Paid Parental Leave.
Can I take the three week waiting period off without pay?
The staff member must use accrued time in the form of vacation, sick leave, discretionary/designated holidays, or PTO before taking time without pay during the 3-week waiting period. Payment for Paid Parental Leave will be paid on regular payroll dates.
Will the paid leave be included in my regular paycheck or a separate check?
The paid leave will be in your regular paycheck providing you submitted all of the forms to Payroll at least 30 days in advance of first day of leave.
For biweekly staff, process a gross adjustment form for the Paid Parental Leave after the first three weeks of the leave period. Please note Paid Parental Leave and the corresponding dates in the remarks section of the form. During the first three weeks, employees must use accrued time in the form of vacation, sick leave, discretionary/designated holidays or PTO before taking time without pay. Time should be recorded on a biweekly time card or through ReportXpress.
For monthly staff, process a pay exception for the number of days eligible for the paid leave. Please note Paid Parental Leave and the corresponding dates in the remarks section of the form.
How does Duke define a primary caregiver?
Duke considers someone the primary caregiver if he or she has primary responsibility for the care of a child immediately following the birth or the coming of the child into the custody, care and control of the parent for the first time. This definition applies to both births and adoptions.
Who determines the primary caregiver?
The staff member determines who in his or her family is the primary caregiver by signing an affidavit as part of the Paid Parental Leave Request form.
If both parents work at Duke, can one sign up as the primary caregiver for purposes of the Parental Leave benefit and then let the other parent sign up as the primary caregiver after six weeks to receive the benefit, too?
No, if both parents work for Duke, then only one parent can be designated as a primary caregiver per birth or adoption.
How long after the birth/adoption of a child can I take Paid Parental Leave?
Paid Parental Leave is designed to provide staff time and financial support to adjust to the addition of a new family member during the important period immediately following the birth or adoption of a child. Staff members are eligible to receive Paid Parental Leave during the first 12 weeks following the birth or adoption of a child. (In order to receive the full paid benefit, a staff member would need to begin his or her leave by the sixth week following a birth or adoption so he or she could take the required three consecutive weeks prior to receiving the three weeks of paid leave).
Can I take Paid Parental Leave again for the birth or adoption of another child later?
Yes, Paid Parental Leave can be used following subsequent births or adoptions.
Can I take Paid Parental Leave and then take time off using Family Medical Leave separately?
No, Paid Parental Leave and Family Medical Leave run concurrently. Staff members must submit a Leave of Absence Request for Family Medical Leave as part of the process for requesting Paid Parental Leave. Eligible employees can take up to 12 weeks off through the Family Medical Leave Act. Paid Parental Leave provides three weeks of pay following the first three weeks of leave. Staff members must use vacation, sick leave, discretionary/designated holidays or PTO before taking time off without pay for any remaining time provided through Family Medical Leave.
Do I have to be married to be eligible for this benefit?
No, you do not need to be married to be eligible. All staff members employed by Duke University, Medical Center, or DUHS working 30 or more hours per week in a benefits-eligible position and who have been employed for at least twelve (12) months and have worked for at least one thousand two hundred fifty (1,250) hours during the prior twelve month period are eligible for Paid Parental Leave providing they are the primary caregiver of the newborn or adopted child.
If you are marrying someone and are adopting your new spouse's children, are you eligible for Paid Parental Leave?
No. A staff member who adopts a spouse or partner's child(ren) is not eligible for this benefit.
If a staff member does not have enough time off to cover the first three weeks, can he or she still take Paid Parental Leave?
Yes. The staff member can take the first three weeks off without pay and still qualify for Paid Parental Leave for the second three weeks.
If an employee has multiple births (twins, triplets, etc.), is a staff member eligible for more than three weeks of Paid Parental Leave, or if both parents work at Duke can they both take Paid Parental Leave?
No. The Parental Leave benefit provides up to three weeks paid leave per birth event or adoption event, regardless of multiple births (twins, triplets, etc.) or adopting more than one child. Only the person identified as the primary caregiver is eligible for the benefit. However, staff members may take advantage of the benefit again later for a different birth or adoption.
Will staff members still receive three weeks paid leave if he or she does not submit the paperwork 30 days prior to the first day of leave?
Yes. The Paid Parental Leave will be processed in the next scheduled pay cycle after receipt of the appropriate forms.
Does the policy apply to foster children?
No. The benefit only covers birth or adoption.
If a parent (who does not work at Duke) returns to work after six weeks, can the other spouse (who works at Duke) request Paid Parental Leave for the remaining six weeks?
Yes, if the Duke staff member certifies that he or she is the primary caregiver. In order to receive the full benefit, the staff member would need to begin his or her leave by the sixth week following a birth or adoption so he or she could take the required three consecutive weeks prior to receiving the three weeks of paid leave.
Is Paid Parental Leave in addition to Family Medical Leave Act (FMLA)?
No, this leave is concurrent with FMLA. The first three weeks and the next three weeks, which are Paid Parental Leave, are both counted toward the 12 weeks of FMLA.
Can this benefit be used to cover time off for elder care or sick children?
No. Paid Parental Leave was designed to address the specific needs of maternity/paternity leave identified by staff through focus groups, interviews and roundtable discussions as part of the Women's Initiative. Paid Time Off (PTO), vacation or sick time are available to support staff members' other needs for time away from work.
Does this benefit apply to bargaining units?
This policy may not be applicable to employees covered under a union contract. Employees covered under a union contract should refer to their respective contract.