Maine Paid Family and Medical Leave (PFML) Policy

Purpose

Northeast Data, Inc. complies with the Maine Paid Family and Medical Leave (PFML) law, enacted under Title 26, Chapter 7 of the Maine Revised Statutes. This law establishes a statewide paid leave program providing eligible employees with job-protected, wage-replacement benefits for qualifying family and medical reasons.

Per state mandate:

• Employee payroll contributions began January 1, 2025 to fund the benefit program.
• PFML benefits become available January 1, 2026, and Northeast Data, Inc. is required to comply with the law as of that date.

Scope

This policy applies to all Northeast Data, Inc. employees who are eligible under the Maine PFML program.

Employee Eligibility

To qualify for PFML benefits under Maine law, an employee must:

• Be employed by a covered employer in the State of Maine (e.g., Northeast Data, Inc.).
• Have earned at least six (6) times the state average weekly wage during the base period or meet other eligibility criteria defined by the Maine Department of Labor (MDOL).

Covered Leave Reasons

Eligible employees may take up to 12 weeks of paid leave per benefit year for the following reasons:

1. The employee’s own serious health condition.
2. Bonding with a new child following birth, adoption, or foster care placement.
3. Caring for a family member with a serious health condition.
4. Addressing a qualifying exigency due to a family member’s military deployment.
5. Providing care for a family member injured during military service.
6. Safe leave for issues related to domestic violence, sexual assault, or stalking.

Benefits

• Eligible employees may receive up to 12 weeks of paid leave per benefit year.
• Benefits are administered directly by the Maine Paid Family and Medical Leave Program through the Department of Labor.
• Benefit amounts are based on a percentage of the employee’s average weekly wage, subject to the maximum limit set by the State of Maine.
• Employees will not receive wages from Northeast Data, Inc. during their PFML leave unless they are using accrued PTO or vacation time.

Notice Requirements

• When the need for leave is foreseeable, employees must provide at least 30 days' advance notice.
• If leave is not foreseeable, notice must be provided as soon as practicable.

Certification & Documentation

Employees may be required to provide appropriate documentation to the Maine Department of Labor. Northeast Data, Inc. may request confirmation of approved leave dates to assist with scheduling.

Examples of documentation include:

• Medical or bonding leave: Certification from a healthcare provider or legal documentation (e.g., birth/adoption papers).
• Safe leave: Documentation from law enforcement, court orders, or certified advocacy agencies.
• Certification must be submitted within 15 days of request, unless the leave was unforeseeable.

Job Protection & Benefits Continuation

• Employees on approved PFML will retain group health insurance at the same cost-share as if actively working.
• Upon return, employees will be reinstated to the same or equivalent position, unless the role has been lawfully eliminated.
• Seniority and other benefits will continue to accrue in accordance with state law during the leave period.

Coordination with Company Leave

• Employees are required to exhaust all accrued Paid Time Off (PTO), PTO Bank, and Vacation balances before PFML benefits will apply.

Intermittent or Reduced Leave

• PFML may be taken on an intermittent or reduced-schedule basis, in whole-day increments, when medically necessary.
• Employees must make reasonable efforts to schedule such leave in a way that minimizes disruption to business operations, subject to medical provider certification.

Employee Contributions

• As required by Maine law, employees began contributing to the PFML program on January 1, 2025.
• The contribution rate is determined by the Maine Department of Labor and may be up to 0.5% of employee wages, subject to an annual cap.
• Contributions are not optional and will be deducted from employee paychecks and remitted to the state by Northeast Data, Inc.
• This deduction will appear on your paystub as “MEEEPFMLEE.”

For up-to-date information on contribution rates or program rules, employees may visit www.maine.gov/labor/pfml or contact Human Resources.

Employee Rights & Protections

Employees are protected from:

• Discipline or retaliation for taking or requesting PFML, or for participating in related investigations.
• Discrimination or adverse employment action due to their involvement in PFML-related claims or disputes.

Return-to-Work & Fitness-for-Duty

• Employees returning from PFML for their own serious health condition may be required to provide a fitness-for-duty certificate, when such documentation is consistent with job-specific safety requirements and company policy.
• Requests for modified duty or remote work upon return will be considered on a case-by-case basis and must be accompanied by medical clearance where appropriate.

Recordkeeping & Confidentiality

• All medical records and PFML-related certifications will be kept confidential, in accordance with federal and state privacy laws.
• Northeast Data, Inc. will maintain all PFML documentation for the duration required by Maine law.

Appeals & Disputes

• Employees who are denied leave benefits or believe their rights under PFML have been violated may file an appeal with the Maine Department of Labor.
• Northeast Data, Inc. will fully cooperate with any official state investigation or inquiry.

Interaction with Federal Leave Laws (FMLA)

If the reason for leave qualifies under both Maine PFML and the federal Family and Medical Leave Act (FMLA), the leave periods will run concurrently. Employees will not be entitled to extend leave by stacking state and federal entitlements for the same event. Northeast Data, Inc. will provide appropriate notices if FMLA applies.

Application Responsibility

It is the employee’s responsibility to initiate a PFML claim directly with the Maine Department of Labor. Northeast Data, Inc. does not file benefit claims on behalf of employees but can assist with general guidance on the process.

Communication During Leave

Employees on leave are expected to maintain reasonable communication with their supervisor or HR regarding their return-to-work timeline. Any changes to the duration of the leave must be reported promptly.

Payroll Impacts During Leave

Unless the employee is using accrued time off, no wages will be issued by Northeast Data, Inc. during the PFML period. Benefit payments are disbursed directly by the State of Maine.

Internal Leave Administrator Contact

For internal questions or scheduling coordination, employees may contact:

• Kimberly Wehler
• Human Resources
• hr@northeastdata.com

Policy Administration

This policy will be updated as needed to remain compliant with Maine PFML regulations and any administrative rule changes issued by the Maine Department of Labor.

Questions & Support

For benefit claims or program eligibility:

• Maine Department of Labor – PFML Division
• 📞 (207) 621-5024
• 🌐 www.maine.gov/labor/pfml

For internal questions related to leave coordination, job restoration, or scheduling:

Contact Human Resources listed above.

Note: Northeast Data, Inc. reserves the right to modify this policy at any time.