Back to Family & Medical Leave webpage.

Question 1:  I work for the City of Hillsboro, and I need to take time off from my job.  Are there different kinds of leave options available to me?

Yes! The City employs a variety of full time, part time, flexibly scheduled, and seasonal employees, some are represented by a union, and some are not.  Depending on those variables, the amount of leave you have accrued, and the reason for your leave; you may be entitled to use sick leave, personal leave, vacation, or compensation time. 

Question 2: I may need to be absent from work for more than a few days due to a medical condition, birth of a child, or to care for my own serious illness or a seriously ill family member.  Will the City allow me to take paid or unpaid time off for these or similar reasons?

As an employer in Oregon, we follow State and Federal Leave Laws, including the Federal Family and Medical Leave Act (FMLA), Oregon Family Leave Act (OFLA), and Paid Leave Oregon (PLO.) Each program has many rules that contain similarities, and complex differences. Work with your HR Leave & Benefits team to determine your eligibility and leave entitlements under each of these leave laws.

Question 3: Is my job protected while I am on medical leave?

Yes. The OFLA poster (English) (Español) and FMLA poster (English) (Español) explain how those job protections are applied. The PLO poster (English) (Español) explains the conditions including if you have worked at the City for at least 90 days before taking Paid Leave Oregon, you are entitled to be restored to the position you held when your leave started. 

Question 4: I may be looking at an extended leave for several weeks, how much leave will the City let me take? 

Each leave law allows approximately 12 weeks of leave per 12-month leave year. Depending on your eligibility and the reason for your leave, Paid Leave Oregon law requires FMLA/PLO to run concurrently (simultaneously).  Your physician will verify if your leave is needed for a single continuous block of time, or intermittently as permitted in the Paid Leave Oregon law.

Question 5: How will I know what kind of leave to request?  

Contact the benefits and leave team in the Human Resources Department.  They will review your eligibility and send you instructions and forms needed to apply for leave.  As outlined in law, you may be asked to have your doctor complete a form certifying a serious health condition or the reason for your leave. 

Question 6: What are the things the City will consider when determining if I am eligible to take FMLA and/or OFLA?

The City will review the applicable laws that are also outlined in the City’s medical leave policy 6.6G (Note: You must be logged into the City network to view this document). The length of time and hours you have worked for the City will be reviewed to determine if you are eligible for FMLA and/or OFLA.  The purpose for your leave will be reviewed to determine if the family leave, medical leave, safe leave, or other reason qualifies for FMLA and/or OFLA. 

Question 7: What if I need to change the amount of leave, I need to take due to evolving circumstances?

If the information included on your leave application changes, including but not limited to the reason, condition, start/end dates, anticipated frequency and duration, you must notify Paid Leave Oregon and the City as soon as possible. The leave team will instruct you on required next steps which may include obtaining an updated medical certification and a different leave designation.

Question 8: Will the City also determine if I am eligible for Paid Leave Oregon?

No. The City does not administer the Paid Leave Oregon program.  However, PLO law requires the employee to notify the employer at least 30 days before they take their leave.  If the leave is unexpected, you must give the City verbal notice within 24 hours of starting the leave. You can take the Paid Leave Oregon Eligibility Quiz to get an estimate on your eligibility.

Question 9: What are the requirements to collect paid leave benefits from the Paid Leave Oregon Program? 

Employees requesting paid leave benefits must have experienced a qualifying event, completed an application with the State, earned $1,000 in wages in the past year, and contributed to the PLO insurance fund through payroll taxes. (Hillsboro employees have been contributing since January 2023.) 

Question 10: How will the City know I’m approved to receive Paid Leave Oregon benefits? 

PLO will notify the City when an application has been received, and again when an application is approved. 

Question 11: How do I apply for benefits with Paid Leave Oregon?

Use this checklist to get ready to apply for benefits. When you are ready, create your account and complete your application using the Paid Leave Oregon website at Frances Online. You may also print the application for benefits, complete the form, and mail it to PLO at the address shown on page 14. Note Paid Leave Oregon says the fastest and easiest way to file for benefits is by creating a Paid Leave Oregon account at frances.oregon.gov.  

Question 12: When do I apply for benefits with Paid Leave Oregon? 

At the earliest, you can send your application 30 days before you start your leave.  At the latest, you can send it 30 days after you start your leave. If you apply too early or too late, Paid Leave Oregon may deny your application.

Question 13: How much money will I get? 

The paid leave benefit is based on how much you earn and how much leave you take in a week.  Some employees will get 100% of their wages replaced, and some will receive less than they regularly earn. Your benefit amount is based on your average wages from the previous year. The minimum weekly benefit amount is $65.36, and the maximum weekly amount is $1,568.60.  Minimum and maximum amounts are based on the state average weekly wage, which is updated every year. To estimate your benefit amount, use the Benefit Calculator on the Paid Leave Oregon website. 

Question 14: What happens if the money I expect to receive from the State for Paid Leave Oregon benefits is less than my current paycheck?

Employees may use a portion of their accrued City leave in addition to receiving PLO benefits.  You will decide the type of leave and the number of hours to be deducted during the payroll period when you are absent.  The leave used may not exceed the number of hours you are absent from your regularly scheduled work hours. To request the use of your accrued paid leave, you must enter the number of leave hours you wish to be paid on your timesheet for the current pay period. The City will not retroactively pay your accrued leave for PLO absences in past pay periods.  

Question 15: Can I use my accrued leave while I am waiting for Paid Leave Oregon to approve my claim? 

Yes!  Be sure to request the use of your accrued leave on your timesheet. Unless you enter the amount of accrued leave to be used on your timesheet, the City will apply no-pay for absences which coincide with your pending or approved PLO case.  

---

Question 16: How do I use my accrued leave to supplement my Paid Leave Oregon benefit? 

You (or your supervisor) will enter your leave usage in the timekeeping system each payroll period by using the Family/Medical Leave (FMLV) codes on your timesheet. Choose the type of leave accrual you want to use (e.g. sick leave.) You are not required to use your accrued leave when you’re approved for PLO: if you do not use your sick leave, vacation, personal leave, etc., the (FMLV) code for no pay will be used instead. If your supervisor completes your timecard during your absence, you must tell your supervisor the type and amount of leave to be used prior to the end of the pay period.  Your paycheck will be reduced when you are absent unless you elect to use your leave accruals. 

Question 17: When and how often will I receive a Paid Leave Oregon benefit check? 

The State plans to issue checks weekly. 

Question 18: Do I have to pay taxes on my Paid Leave Oregon benefits? 

Yes, you may need to pay federal and state personal income taxes on your Paid Leave benefit payments. For information regarding taxability and how Paid Leave benefits can affect your tax situation, please speak to a tax professional. You can find more information on Paid Leave Oregon’s Taxability Fact Sheet.

Question 19: Can I receive Workers Compensation time loss benefits and have a Paid Leave Oregon claim?  

No.

Question 20: Will the time I am receiving Paid Leave Oregon benefits count as PERS time of service?

Pay received from Paid Leave Oregon (PLO) will not count towards service credit with PERS.  However, if an employee chooses to top off their weekly benefit with leave accruals, then any pay processed by the City will be subject to PERS and may provide service credit. For more information, read pages 3 & 4 of the Oregon PERS September 2022 Employer Newsletter. Please contact PERS Member Services with specific questions related to your own retirement account. 

Question 21: Do health care and other City benefits continue while eligible for Paid Leave Oregon benefits?

Generally, yes. Your group health care benefits remain active while on protected leave. Your contributions will be deducted from your paycheck as usual if you remain in "paid" status. If you have elected to save your leave banks for later and you enter “no-pay” status (you don’t receive a paycheck from the City during your absence), the City will continue to pay its portion of the premium, and you’ll need to coordinate with Payroll to continue to pay the employee portion of the premium.

Please refer to the document “Benefits During Unpaid Protected Leave” for additional information, and how your other City benefits are affected by entering “no-pay” status while on protected family and medical leave.

Question 22: Where can I find additional information about Paid Leave Oregon? 

Visit the Paid Leave Oregon Website, read the Employee Guidebook, or contact the Human Resources Benefits Team. 

Back to Family & Medical Leave page.

Free viewers are required for some of the attached documents.
They can be downloaded by clicking on the icons below.

Acrobat Reader Windows Media Player Word Viewer Excel Viewer PowerPoint Viewer