Human Resources Services  

Frequently Asked Questions

Medical Leave Questions           

1. What is the first thing I must do if I need a medical leave?
2. What forms should I fill out to apply for medical leave of absence?
3. Do I need to apply for medical leave if I have sick time?
4. How will I be paid while I'm out on medical leave?
5. I've applied for NJ Temporary State Disability Benefits and I have not received my first paycheck, who should I contact?
6. I am going out on leave to have a baby, is that a medical or family leave?
7. My medical leave of absence has been approved to a certain date, what if my doctor says I am not ready to return to work?

Family Leave Questions           

8. What if I need to apply for leave to care for a family member?
9. What if I need to apply for a leave to adopt a child?
10. What is the maximum time allotted for a leave for birth or adoption?
11. What are the provisions of the Military Caregiver and Qualifying Exigencies Leave?

Generic Questions           

12. How does the Staff Leave Donation Policy work?
13. How far in advance should I apply for leave?
14. How will I know that my leave has been approved?
15. What happens to my benefits during leave?

Answers

1. What is the first thing I must do if I need a medical leave?
You are required to discuss your need for a leave with your supervisor first, and then contact your assigned Human Resources Generalist.

2. What forms should I fill out to apply for medical leave of absence?
You are required to complete the Request for Leave of Absence Form; and your health care provider must complete the Certification of Health Care Provider Form. Both forms must be submitted to Human Resources for approval. In the event that you are not being paid benefit time from UMDNJ, you may apply for NJ Temporary Disability Benefits by completing the DS-1 Form and sending it to Payroll. .

3. Do I need to apply for medical leave if I have sick time?
No. However, if you wish to protect your rights under the FMLA for absences exceeding three (3) days, you are required to submit a Request for Leave of Absence Form and the Certification of Health Care Provider Form.

4. How will I be paid while I'm out on medical leave?
During your medical leave of absence, you must use all accrued sick time first. Once all sick time is exhausted, you may elect to use float holidays and accrued vacation or apply for NJ Temporary State Disability Benefits. The use of float and vacation time must be indicated in your initial Request for Leave of Absence Form and is irrevocable. Employees applying for NJ Temporary State Disability Benefits must complete the DS-1 Form and send it to the Payroll Department.

5. I've applied for NJ Temporary State Disability Benefits and I have not received my first paycheck, who should I contact?
For status inquiries on NJ Temporary State Disability Benefits you may contact Temporary Disability at 609-292-7060.

6. I am going out on leave to have a baby, is that a medical or family leave?
This leave is considered a medical leave for self. Once the doctor indicates that you are well enough to return to work, that signifies the end of your medical leave. From that point, you are eligible to take a NJ Family Leave for up to twelve (12) weeks to care for your newborn. This leave is unpaid unless you elect to use float holidays and/or vacation time accruals and apply for New Jersey Paid Family Leave.

7. My medical leave of absence has been approved to a certain date, what if my doctor says I am not ready to return to work?
If you need to remain out beyond your approval date, you must apply for an extension to your medical leave within five (5) days prior to the expiration of your leave. To do so, you must complete the Request for Leave of Absence Form and have your health care provider complete the Certification of Health Care Provider Form. Both forms must be sent to Human Resources for approval. Once you are ready to return to work, you must bring a return to work note from your health care provider. (NOTE: If you are approved to return to work, but with restrictions, contact the Office of Workplace Diversity for an accommodation.)

8. What if I need to apply for a leave to care for a family member?
You must complete a Request for Leave of Absence Form; and a Certification of Health Care Provider Form must also be completed by your family member's health care provider. Both forms must be returned to Human Resources for approval. It is mandatory to use ten (10) sick days, then float holidays, followed by vacation accruals, then unpaid unless a catastrophic illness (refer to policy).

9. What if I need to apply for a leave to adopt a child?
You must complete the Request for Leave of Absence Form and a Certification of Health Care Provider Form (please complete bottom of page 3 only). Both forms must be returned to Human Resources for approval. For this type of leave, employees must first use float holidays and accrued vacation days, then, unpaid.

10. What is the maximum time allotted for leave for birth or adoption of a child?
The maximum time allotted for leave due to birth or adoption of a child is twelve (12) weeks within a 12-month period.

11. What are the provisions of the Military Caregiver and Qualifying Exigencies Leave?
For Military Caregiver, an eligible employee may take up to 26 weeks of job-protected leave during a rolling 12-month period to care for a "covered servicemember" with a serious illness or injury (see policy for definition of “covered servicemember”). The leave can be taken on a continuous, intermittent or reduced schedule basis.

Qualifying Exigency Leave allows an eligible employee to take up to twelve (12) weeks of job protected leave for a "qualifying exigency" arising from the employee’s spouse, child or parent who is a “covered servicemember” being notified of an impending Federal call or order to active duty in the armed forces in support of a contingency operation. There are seven (7) categories of qualifying exigencies.

Certifications are required for both of these leaves. Definitions and a detailed description of these provisions are incorporated in the Medical/Family Medical Leave Act (FMLA) - Leave of Absence Policy.

12. How does the Staff Leave Donation Policy work?
All accrued sick, vacation, float days and compensatory time must be exhausted first. (NOTE: Compensatory time is for non-exempts only – unless stipulated by bargaining agreement.) Any donated time shall not cause you to exceed the maximum leave time allowed by the leave policy. Maximum donation shall not exceed twelve (12) months. All donated time is to be used for self or family care medical leave only. Please refer to the Staff Leave Donation Policy.

13. How far in advance should I apply for leave?
Applications for a medical/family leave of absence for a foreseeable event must be made thirty (30) days in advance.

14. How will I know that my leave has been approved?
Once you have submitted required forms to Human Resources, you will receive a letter from Human Resources that is mailed to your home indicating whether your leave has been approved.

15. What happens to my benefits during leave?
During the first twelve (12) weeks of unpaid status, you will be required to pre-pay the employee portion of any applicable health plan premium costs during the leave. Once the twelve (12) week unpaid period is exhausted, you will be required to pre-pay the applicable employee and employer premium costs for the remainder of the leave. For more information and in addition, pension credit accrual and sick and vacation time accrual information, please refer to Medical/Family Medical Leave Act (FMLA) - Leave of Absence Policy under Benefits during Medical/FMLA Leaves of Absence.

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