Human Resources Services  

Supervisor/Manager's Guide to Leave of Absence

As supervisors and managers, you are responsible for recognizing when an absence may be a FMLA qualifying absence, and informing your assigned Human Resources Generalist if one of the following occurs:

• The employee has been absent more than three consecutive days.
• The employee has informed you of the need to be absent due to an illness for self or family member; care of a newborn child; or, to adopt or accept a child for foster care; or, the employee is a caregiver for a "covered servicemember" (military) or is taking care of activities that fall under "qualifying exigency" for Military Leave.
• There is a pattern of intermittent absenteeism that you have learned (because the employee has volunteered or you may have asked) may be for an FMLA-qualifying reason (refer to the FMLA Tip Sheet to determine if reasons given could be FMLA qualifying).

In order to minimize the University's legal exposure, it is critical that you contact your assigned Human Resources Generalist to assist in managing leaves of absence; and, all medical certifications and supporting documentation for leaves must come directly to Human Resources from the employee.

As per policy, we expect that staff requesting a leave of absence for birth, adoption, foster care, planned medical treatment for self, family member or covered servicemember, (foreseeable events) submit an application at least thirty (30) days in advance. If 30 days' advance notice is not possible, notice must be given "as soon as practicable" (meaning the same day or next business day). When the need for leave is not foreseeable, employees must follow the University’s usual and customary notice and procedural requirements for absences, unless extenuating circumstances exist. If an employee fails to comply with his/her department’s procedure, leave may be delayed or denied. Upon receipt by Human Resources of an application, the employee will have a maximum of fifteen (15) days within which to provide a medical certification justifying the leave. Human Resources will review the request to determine if the employee qualifies under the policy and will advise the supervisor that the employee has requested a leave of absence. Human Resources is responsible for informing the employee and supervisor if the leave has been approved or denied.

When you are advised of the approved leave, it is crucial that you prepare a Leave of Absence Transaction Form (LATF) to effect the leave. The LATF must include the first day of unpaid status (if applicable) and be submitted to your Human Resources Generalist in a timely manner to prevent overpayment. As a manager, you are required to indicate on the employee's timesheet, the usage of leave accruals (if applicable) and indicate the absence as “FMLA.” Once the leave has expired, a LATF returning the employee should be completed and submitted to your Human Resources Generalist to ensure that the employee receives a paycheck.

Frequently Asked Questions

Generic Questions           

1. How will I know if my employee should apply for leave?
2. How will I know if my employee's leave has been approved?
3. What if my employee has not returned on his/her scheduled return date?
4. How do I handle intermittent leaves?

Completing Paperwork          

5. I have a salaried employee. What is the importance of completing paperwork in a timely manner?
6. Do I need to do anything when my employee goes out on leave?
7. How do I fill out the employee's time sheets?
8. How do I fill out the Leave of Absence Transaction Form (LATF)?
9. Do I need to do anything once my employee has returned from leave?

Answers

1. How will I know if my employee should apply for leave?
Employees may apply for leave if they are absent from work for more than three days due to accident, illness or injury. Eligible employees are regular full or part-time employees who work 20 hours or more a week, employed for a minimum of six (6) months; full-time temporary employees employed a minimum of six (6) months are also eligible. Please refer to the FMLA Tip Sheet for more qualifying events.

2. How will I know if my employee's leave has been approved?
You will receive notification from your Human Resources Generalist once the leave is approved. The notification will include the approved leave dates.

3. What if my employee has not returned on his/her scheduled return date?
Please notify your Human Resources Generalist immediately.

4. How do I handle intermittent leaves?
Once an employee has been approved for intermittent leave, whether for self or family, you will be notified of the approval dates and estimated frequency and duration. During this time period, you will need to track the employee's FMLA absences and submit time sheets accordingly. If an employee is on intermittent leave for self, first they need to use their sick days, then optional use of float/vacation days. If an employee is on intermittent leave for family member, they must use up to ten (10) sick days first then float/vacation days. For more specific guidelines, please see chart on the Request for Leave of Absence Form.

5. I have a salaried/exempt employee. What is the importance of completing paperwork in a timely manner?
It is imperative to complete paperwork in a timely manner in order to avoid overpayment to the employee. You must complete the Leave of Absence Transaction Form placing the employee on leave of absence and it must indicate the first date of unpaid status, if applicable. This form should be submitted to your Human Resources Generalist. Failure to complete proper paperwork may result in overpayment to the employee.

6. Do I need to do anything when my employee goes out on leave?
Yes. You must notify your Human Resources Generalist by completing and forwarding a Leave of Absence Transaction Form. The form must include the employee's leave start date and estimated return date.

7. How do I fill out the employee's time sheets?
You will be responsible for completing the employee's time sheets accurately. It is required that employees exhaust their sick time (if on leave for self). However, employee's use of float/vacation time is optional. Therefore, you must be aware if the employee has elected to use float/vacation time in their initial request for leave. Once the employee has exhausted benefit time, time should be submitted as 'salary delete'.

8. How do I fill out the Leave of Absence Transaction Form (LATF)?
Leave of Absence Transaction Form must be completely filled out with employee's personnel information, including University ID number. All items must be completed, including employee's first day of unpaid status. Once you sign the form, you can send directly to your Human Resources Generalist.

9. Do I need to do anything once my employee has returned from leave?
Yes. Once the employee returns, you must complete a Leave of Absence Transaction Form and send to your Human Resources Generalist along with a return to work note from the employee's healthcare provider, if applicable. This ensures the employee receives his/her pay check.

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