welcomeand thank you for joining us today. we are excited ... · the short-term disability benefits...

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Welcome andthankyouforjoiningustoday.WeareexcitedtointroduceournewleaveofabsenceanddisabilityprogramsthatsupportournewPTOpolicy.

***IntroductionsofteamandSedgwickasappropriate

Today, we’ll walk through the following elements of Short-Term Disability and Leave of Absence:First we’ll cover disability and other pay programs:- Short-Term Disability and Family Care Pay for Salaried Associates- Short-Term Disability and Parental Pay for Hourly Associates- Long-Term DisabilityThen we’ll talk about the Leave of Absence process:- The associate's role- Sedgwick’s role- People Partner Team’s role- The return-to-work processFinally, we’ll wrap up by sharing tools and resources with you.

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First up, let’s chat about the programs for Salaried Associates.

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Let’s run through how short-term disability works for salaried and metro professional associates: • First, there’s a seven calendar day waiting period, where associates may

use their FlexPTO, beginning Feb. 1, 2018, can be used to get paid. • Then, up to the next six weeks are paid at 100% with the remaining 19

weeks paid at 75 percent, for a total of up to 25 weeks of short-term disability benefits available.

Please note that associates must file a disability claim with Sedgwick, our leave administrator, in order to qualify for disability benefits. We’ll cover how to file a leave of absence claim with you in more detail later in this session.

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We’vealsotakenspecialcaretocoordinatesalaried associateSTDwithworkers’compensation.Here’showthatwillwork:• Salariedassociateswillreceive100percentofwagesforthefirst

sevenweeks,withnowaitingperiod.

• Fromweekeightthroughweek26,short-termdisabilitymakesupthedifferencebetweenthestateworkers'comppayment and75percentoftheassociate'swages.

• Ifworkers’compisnotyetapproved,theSTDtop-offamountwillbebasedontheanticipatedstatebenefit.

• Iftheworkers’compbenefitismorethan75percent,anSTDbenefitwillnotbepaid.

• PremiumstocontinuebenefitscoveragewillbedeductedautomaticallyfromanySTDpayments.IftheassociateisnotreceivingSTD,theassociatemustpaytheirpremiumsdirectly.

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Whenasalariedassociateneedstotakealeavetobondwithanewchild,ortotakecareofaseriouslyillimmediatefamilymember,theycanaccessWalmart’sparentalandfamilycarepaypolicy.

Thepolicyprovidesupto12weeksofpayperrolling12-monthperiodforparentalpay,ofwhichtwoofthoseweekscanbeusedforfamilycarepay.

Here’ssomeofthepolicybasics:

LeavemustberequestedandapprovedthroughSedgwickforanassociatetoreceivepaythroughthispolicy.

• Familycarepaycan’tbetakenintermittently.

• Parentalpaymustbetakeninone-weekincrementsandusedwithinoneyearofbirth,adoptionorfoster-careevent.

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Keepinmind,theassociateneedstofileforaLOAwithSedgwick toaccessthispolicy.

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Next up, let’s talk about hourly associate leave programs.

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Next up, let’s talk about hourly. The short-term disability benefits for full-time hourly associates is similar to salaried and metro professionals.

Walmart’s short-term disability plan covers up to 50% of the associate’s average weekly wage to a $200 weekly maximum for up to a 25-week maximum benefit. They may use their earned and unused PTO to get paid for their scheduled days during the seven calendar day waiting period.

Hourly associates have the option of buying additional short-term disability benefits to compliment benefits offered at no cost to them. They can enroll in the short-term disability enhanced plan to have the weekly maximum waived and get up to 60% of their average weekly wage.

The hourly short-term disability benefit isn’t available in California, Hawaii, Rhode Island and New Jersey, as those states have their own statutory disability plans. New York has state-based disability variations, too.

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Whenhourlyassociatesneedtotakealeavetowelcomeanewchild,theycanaccessWalmart’shourlyassociateparentalpaypolicy.

Thepolicyprovidespayfortwoweeksperrolling12-monthperiodforthebirth,adoptionorfostercareplacementofachild.

Here’ssomeofthepolicy basics:

• LeavemustberequestedandapprovedthroughSedgwickforanassociatetoreceivepaythroughthispolicy.

• Parentalandfamilycarepaymustbetakeninone-weekincrements.

Keepinmind,theassociateneedstofileforanLOAwithSedgwick toaccessthispolicy.

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Next up, a quick review of how long-term disability works.

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Associateswho wantextradisabilitycoveragecanenrollinWalmart’slong-termdisabilitybenefit,whichpicksupwhereshort-termdisabilityleavesoff,iftheassociateisunabletoreturntoworkduetotheirdisablingmedicalcondition.Thisisanassociatepaidbenefit.

• Aftershort-termdisabilityisexhausted,theassociatecantransitionfromSedgwicktoLiberty,if theirmedicalconditionpreventsthemfromreturningtowork.

• Thisprocessbeginsatweek18.

• DependingonwhichPlantheassociatehaschosen,long-termdisabilityprovidesupto50percentor60percentoftheiraveragemonthlywageup toa$15,000permonthmaximum.

• Otherbenefitsorincomemayreducelong-termdisabilitypayments.

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Next, we’ll review the Leave of Absence Process. We’ll call it LOA for short.

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First, we’ll review the associate’s role and responsibilities in the LOA and short-term disability claim process.

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Associatesmustsubmitanynewrequestsforleaveofabsence,includingshort-termdisabilityclaims,toSedgwick,Walmart’sleaveadministrator.

Here'swhatanassociateneedstosubmitarequest:

• WalmartIdentificationNumber(WIN)

• Facilitynumber

• Firstdayabsentfromworkandestimatedreturn-to-workdate

• Workscheduleforthelastthree-weekperiod(salaried)orforthelasttwoweeks(hourly)

• Typeofleaverequested(medical,familycare,parental,personal,etc.)

• Typeofleaveduration(continuous,intermittentorreducedschedule)

• Nameandfaxnumberoftheappropriatemedicalproviderfor

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Sedgwicktocontact

• Salariedassociateswill alsoneedtosubmit:

• ForthemonthofJanuary2018:WhethertheassociatechoosestousetheirPTOduringtheSTDseven-daywaitingperiod

• BeginningFeb.1,2018:Sedgwickwillautomaticallypaytheassociate’sscheduleddaysduringthewaitingperiod

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OncetheLOArequestandSTDclaimhasbeensubmitted, anassociatecandoafewmorethingstohelpmovetheprocessalong:• CompletethemedicalreleasetohelpSedgwickquicklyapprovetherequestand

claim.

• Followupwiththeirmedicalprovidertomakesuretherequireddocumentationissubmittedassoonaspossible– nolaterthan20days,ortheleavewillbedenied.

• InformSedgwickassoonaspossibleofanydelaysinprovidingdocumentation orifthereisachangeintheinitialleavedate.

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Now let’s talk a little more about Sedgwick, Walmart’s leave of absence administrator, and what to expect from them in the LOA and short-term disability claim process.

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MeetSedgwick:Walmart'sleaveofabsence,short-termdisability,andparentalandfamilycarepayadministratorforallassociates.

• Sedgwickwillsendtheappropriatenoticesandcommunicationsdirectlytotheassociate,theassociate’smanagerandtoHR.

• Theirleave/disabilityspecialistswill:

• Maintaindocumentationandtracktheleave/STD/parentalandfamilycareclaim

• ProvidenotificationwhentheassociatehasexhaustedtheirjobprotectiontimeunderFMLAorstateleave

• Processextensionrequestswhenneeded

• Monitorforpatternsregardingintermittentleaves

• ServeasaresourcetomanagersandHRrepresentatives,and

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• Notifyanassociateiftheyarenearing11monthsofleave,andadditionaltimemaybeneededbeyond12months.

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Sedgewick’sleaveanddisabilityspecialists will:

• Makeleaveandshort-termdisabilitydeterminationsDetermineiftheassociateiseligibleforleavebasedontheirlengthofserviceandtimeworked,andapproveordenyallmedicalandmilitaryleaves,non-discretionarypersonalleavesandshort-termdisabilityclaims

• ReviewmedicaldocumentationDetermineifthemedicaldocumentationprovidedsupportsadisabilityclaim

• ProcessdiscretionaryleaverequestsSenddiscretionaryleaverequeststotheassociate’smanagerandHRrepresentativeforapprovalordenial

• ProcessmilitaryleaverequestsReviewmilitarydifferentialpay,wheneligible,formilitaryleaves

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Sedgwickalsohelpsnavigateanyassociateintermittentleave:

• BeginningJan.1,2018,associateswillreportabsencesrelatedtoanintermittentleavetoSedgwickthroughviaOne® expressorbycalling800-492-5678withintwodaysoftheabsence.

• KeepinmindthatifanassociatetakesaleaveinJanuary,theassociatewilluseanyPTOremainingfromtheircurrentPlan.

• BeginningFeb.1,2018,salariedassociateswillhave14PTOdaysavailabletoreceivepayforanintermittentabsence,unlesstheintermittentleaveisassociatedwithanSTDclaim.HourlyassociateswillneedtorequestPTOfromtheirHRrepresentativeiftheywishtobepaid.

• Associatesmustalsoreporttheabsenceundertheguidelinestheyfollowtoday,suchastotheirmanagerorHRrepresentative.

• Sedgwickwillsendanintermittentleavereporttotheassociate’smanagerandHRrepresentativethedayfollowingthereportedabsence.

• Keepinmind,intermittentleaveisnotavailableforpersonalleaves.

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However,anintermittentleavemaybegrantedasanaccommodationbytheAccommodationServiceCenterwhentheleaveisfortheassociate’sownhealthcondition.

• And forintermittentleave,thereareafewthingsSedgwickwillneedHRtodo:

• IfasalariedassociatehasnoremainingPTOduringanintermittentleave,HRwillneedtosubmitanegativeretrosothe associateisnotpaidduringthattime.(Seehandout.)

• Ifanassociatewaspreviouslyapprovedforanintermittentleave,Sedgwickwillneeddocumentationofthisleave andHRistosendittoSedgwick.

• Insituationsinvolvingnegativeretros,pleaseseethehandoutontheprocessforhandlingthese.

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OnceaSTDclaimhasbeenapproved,Sedgwickwill:

• UpdateGAINwiththeassociate’sstatus(salariedassociates)

• Notifypayrolloftheassociate’sappropriatepayment

• DeterminethelengthoftheSTDbenefit,basedonthemedicalguidelinesanddiagnosis,and

• Determinethelengthoftheassociate’sleave,basedonwhatthemedicalproviderhasindicated.

Pleasenote:thismeanstheassociate’sleavemaybeapprovedforalongerperiodoftimethantheshort-termdisabilitybenefitsarepaid.

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Sedgwickalsoapprovesanyextensionofashort-termdisabilityclaim:

• Iftheassociate’sadditionalmedicalinformationisnotreceived,theassociate’spaywillbestoppedonthedatetheinitialapprovalexpires.

• Theassociatewillremainunpaiduntiltheadditionalmedicalinformationisreceived.

• Oncethisinformationisreceived,Sedgwickwilldetermineapprovaloftherequestforextensionofshort-termdisabilitybenefits.Oncethe extensionisapproved,paywillresumeandtheassociatewillreceivebackpay.

• Sevendaysbeforetheendofleave/short-termdisability claim,Sedgwickwillsendaletterorcalltonotifytheassociatetheirpayisabouttobestopped.

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SedgwickalsocreateskeyfilesfortheLOAandshort-termdisabilityclaimprocess:

JobRow(standardSedgwickinterface)

ThisfileletsWalmartknowwhenaleavebegins,whenaleaveisextended,whenapaystatuschangesandwhenaleaveends,sothatHRandPayrollsystemscanbeupdated.Note:hourlyassociatesarecurrentlynotonthejobrowfile.

ATP– AdviceToPay(standardSedgwickinterface)

ThisfileindicatesthecorrectamountofdisabilitybenefitstobeprocessedbyWalmartpayrollwhenanassociateisonadisabilityleave.

MilitaryDifferentialFile(custominterfaceSedgwickcreatedforWalmart)

ThisfileindicatesthecorrectamountofmilitarydifferentialtobeprocessedbyWalmartpayrollwhenanassociateisonqualifyingmilitaryleave.

WorkSchedule(newcustominterfaceSedgwickcreatedforWalmart)

Thisfileprovidesadditionalinformationaboutasalariedassociate’sscheduledworkdaysduringthepayperiodsaleavebegins,endsorgoestounpaid,toensurethattheassociateisnotover- orunderpaid.ItalsoindicatesanyPTOtheassociateneedsto

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havepaidout.Note:hourlyassociatesarenotontheworkschedulefile.

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Let’s go through your team’s role in the LOA and short-term disability claim process.

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OurPeoplePartnerteamplaysacriticalroleinsupportingourassociateswhentheyneedhelpthemost– whentakingtimeawayfromwork.

Afewreminders:

• Directassociatestoleave-relatedresources.

• Iftheassociateisinthefacility,havethemapplyonlineimmediatelythroughviaOne® express.

• Iftheassociatefailstorequestaleaveandhasbeenoutformorethanthreedays,sendtheRequestforLeaveLetter.

Stresstheimportanceofapplyingforleaveasquicklyaspossible.

• Delaysinapplyingforaleavecandelaytheentireprocess.• Associateshave20daystosubmitmedicaldocumentationoncethey

contactSedgwick.

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Iftheassociateisunabletoreportaclaimthemselves,afamilymemberorHRmaydoso.

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OnceaLOArequestand/orSTDclaimaresubmitted:

• Stayinformed:

• CheckviaOne®expresstoreviewthestatusoftheleaveandanyupdatesornotifications.SeetheviaOne®expressquickreferencetolearnmoreabouttheinformationyoucanfindonviaOne®express.

• ReviewtheweeklyleavestatusreportthatissenteveryWednesday.

• Reviewtheintermittentleavereporttoensuretimewasreportedaccurately.

• ReadallemailnotificationssentbySedgwick.

Reviewtheapprovalordenialnotification:

Foranapproval• Makeanoteoftheestimatedreturntoworkdatefor

futurereference.• AnHRactionisnotneeded,astheGAINprocessis

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automated.

Foradenial• Readallemailnotificationsandcompleteanyactionitems

sentbySedgwick.• AsdirectedbySedgwick,sendtheassociatetheLeave

DenialLetterandattempttoreachtheassociatebyphone.Thisletterinstructstheassociatetocontactthefacilityandspeaktoamanagerand/orHRRepresentativewithinthreedaysofreceipt.

• DonottakeanydisciplinaryactionuntilallactionitemslistedontheemailfromSedgwickhavebeencompleted.Then,partnerwithnext-levelHRandlegalcounselpriortoconsideringtermination.

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PeoplePartnersshould alsosupporttheassociate.• Useyourresourcestoassistthem:

• CheckviaOne® expresstoreviewinformationabouttheleave,paymentinformationandmore.

• Ifyoustillhavequestionsorconcernsaboutaleaverequest,contactSedgwickat800-492-5678andchooseoption7.

• You’llfindresourcesontheWIRE>LOAToolkit.• Ifyourquestionsorconcernsarestillunresolved,contact

theleaveanddisabilityteambyemailingLOAQOD@wal-mart.com

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It’salsoimportanttounderstandhowanassociate getspaidafteraLOArequestandshort-termdisabilityclaimaresubmitted:

• Iftheleaverequestandshort-term disability claimareapproved,theshort-termdisabilitybenefitwillbeginandtheassociateshouldnotseeadisruptionintheirpayschedule.

• Iftheleaverequestorshort-termdisabilityclaimaredeniedbecausetheassociatefailedtosubmittherequestedmedicalinformation,theirpaywillbestoppedbacktothebeginningoftherelevantpayperiod.

• Ifanshort-termdisability claimisdenied,buttheleaveisapproved,theassociatewillreceive14daysofFlexPTO(salariedonly)paidbySedgwickandwillthengotoanunpaidleave,beginningFeb.1,2018.

• Iftheassociatessubmitstherequestedmedicalinformationandtheshort-termdisability claimisapproved,theassociatewillreceiveretroactiveshort-termdisabilitybenefitstocovertheunpaidperiodoftime.

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Tosupportthisprocess,afilecalledJobRowwillbesentfromSedgwicktoWalmarteachday,includingweekendsandholidays.ThisfilewillupdateGAINtolisttheassociateonaleaveofabsence,andtoindicateiftheleaveispaidorunpaid,alongwiththebegindateandestimatedenddate.

Forsalariedassociates,PeoplePartnerrepresentativeswillnotberesponsibleforenteringandapprovingleaveinformationinGAINforanyleavessubmittedtoSedgwick.

HowwillHRrepresentativesknowwhentheJobRowfiletransferoccurs?

• Sedgwickwillsendanemailnotificationtotheassociate’smanagerandHRrepresentativeswhenaleavehasbeenrequested.

• Anemailnotificationwillalsobesentwhentheleavehasbeenapproved,aftertheJobRowfiletransferhasupdatedGAINwiththeassociate’sleaveinformation.Thiscouldtakeupto24hours.

• ThisinformationisalsoavailablethroughviaOne® Express,andtheLeaveStatus

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ReportthatHRRepresentativeswillreceiveeachWednesdayfromSedgwick.

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• Ifasalariedassociatefailstorequestaleaveofabsence,failstocontacttheirHRrepresentativeabouttheirimmediatereturn-to-workorreportstheirreturntoSedgwickbutdoesnotactuallyreturn,pleaseplacetheassociateinan“unapprovedabsence”statusinGAIN.Thisstopstheassociate’spayuntiltheassociateeitherreturnstoworkorsubmitsaleaverequest.

• AswithotherleaveactionsenteredintoGAIN,HRrepresentativeswillneedtoenterthebegindateofwhentheunapprovedtimebeganandanestimateofwhenthisactionshouldend.Werecommendtwoweeks.

• Iftheassociatereturnstowork,HRrepresentativesshouldenterthereturntoworkactionfortheassociatewiththeeffectivedateofthatreturn.

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To wrap up the LOA process, let’s review the return-to-work process.

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RTWisoneofourtopissuesthatwehavetoday,soit’simportanttounderstandtheprocess.(NOTE:get#’sfromSedgwickabouthowmanyperpayperiod)

Sedgwickwillcontacttheassociatesevendayspriortotheirexpectedreturn-to-workdate,andsendatextmessagetwodaysbeforetheendoftheirleave.

IMPORTANT– Theassociatemust:

• providetheirmanager,HRrepresentativeandSedgwickwithaReturn-to-WorkCertificationcompletedbytheirdoctorpriortoreturningtowork,whenreturningfromtheirownmedicalleave/short-termdisabilityclaim.

• ContactSedgwickonthedatetheyreturntoworkbycallingorbyenteringtheirreturn-to-workdateinviaOne® Express.

Thisensuresthattheassociatewillreceiveaccurateandtimelypaywhentheyreturn.Oncetheassociatehasreturned,Sedgwickwillclosetheleave/claim.

NOTE:Iftheassociatefailstoreturntowork,thePeoplePartnershouldcallthe

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associateandsendtheEnd-of-Leaveletter,whichexplainstheoptionsavailabletothemincludingRTW,extension,accommodationandvoluntarytermination.

Remember:Theassociate’sWalmartleavemayrunconcurrentlywithFMLAand/orState-ProtectedLeavewithjobprotection.Inthesecases,theassociate’spositionshouldnotbereplacedwhiletheyareout.

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We’ve covered the basic process, and we’ve lined up additional tools and resources to support you even more.

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Thereareafewdifferentplaces youcangotogetevenmoreinformationonandsupportfortheLeaveofAbsenceandshort-termdisabilityprocess.

LeaveofAbsenceToolkit– UpdatedonJan. 1,2018

• ContainsFAQs,leaveprocessinformationandlinkstorelatedresourcessuchaspolicydocumentsandtrainingguidesforviaOne®express

LeaveofAbsencepoliciesandmanagementguidelines

• UpdatedpolicyandmanagementguidelinesareavailableontheWIRE

viaOne® Express

• Sedgwick’sonlinetoolforsubmittingleave/short-term disability claims,checkingclaimstatus,submittingreturn-to-workdates,submittingintermittentabsencesandsendingmessagestoSedgwick

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Associateswhohavequestionsorconcernsabouttheirleaveofabsenceorshort-termdisabilityclaimshouldfirstcontacttheirleave/disabilityspecialistatSedgwick.IfconcernsremainafterdiscussingwithSedgwick,PeoplePartnersshould:

• Forwardtherequest/concerntotheIntegratedAbsenceManagement(IAM)teamatLOAQOD@wal-mart.com.Completetheappropriatewebformfortheconcern.

• TheIAMteamwillinvestigatetheconcernandprovidetheresolutiontoSedgwickandtheassociate’sPeoplePartner.

• RemindtheassociatethatSedgwickisthefiduciaryoftheshort-termdisabilityplan,andthatdecisionsmadeinaccordancewithPlanguidelinescan’tbeoverturned.

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Thanks!

PleasedonothesitatetosendusanyquestionsorsuggestionsyoumayhavetoLOAquestionsandOpenDoor@wal-mart.com.

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