MAINE PAID FAMILY AND MEDICAL LEAVE ADMINISTRATIVE PROCEDURE

MAINE PAID FAMILY AND MEDICAL LEAVE (PFML) 

ADMINISTRATIVE PROCEDURE 

Purpose 

This procedure implements Board Policy GCBDA and establishes consistent processes for administering PFML through the Guardian private plan. 

Employee Notice and Request 

Employees must notify their Finance/Personnel Director and the Superintendent and provide 30 days’ notice when foreseeable. 

Application Process (Guardian) 

Employees apply directly through Guardian, submit documentation, and follow all claim requirements. 

Verification and Coordination 

The Business Office verifies eligibility, payroll is notified, and leave runs concurrently with FMLA when applicable. 

Intermittent Leave 

Must be approved by Guardian and coordinated with administration to minimize disruption. 

Use of Leave and Accrued Leave

Employees may use leave and accrued leave to top off PFML benefits, not to exceed 100% of wages. Payroll ensures compliance. 

Payroll and Benefits 

Employees are responsible for the timely payment of their share of benefit premiums during any unpaid portion of PFML leave. The Acton School Department will provide notice of the amount due and payment schedule. Failure to make required payments may result in suspension or termination of coverage, consistent with applicable law. 

Return to Work 

Employees must notify return and provide fitness-for-duty if required. 

Recordkeeping and Internal Controls 

Maintain documentation, reconcile with Guardian, and complete quarterly review with documentation. 

Non-Retaliation 

Retaliation is prohibited. 

Administration 

The Superintendent/designee administers this procedure. 

Adopted: April 9, 2026