Employee eligibility
Eligible employees who experience a qualifying event and provide proper notice and
required certification(s) are entitled to up to 12 weeks of unpaid, job-protected
leave with continued health insurance coverage within a rolling 12-month period. Military
caregiver leave may extend up to 26 weeks.
To qualify for FML, an employee must:
- Have worked for the university for at least 12 months,
- Have worked at least 1,250 hours in the 12 months prior to the start of leave,
- Have not exhausted their available FML within the past 12 months, and
- Have a qualifying event
Qualifying event
Amount and timing of leave
Eligible employees may take up to 12 weeks of FML within a rolling 12-month period,
measured by looking back 12 months from the start of the requested leave.
Leave for the birth or adoption of a child must be used within 12 months of the event
and is typically taken as one continuous block. Intermittent or reduced-schedule leave
(e.g., part days or alternating days) is only allowed with approval from both a health
care provider and the employee’s supervisor. If approved, a “fitness for duty” certification
is required before returning to work.
FML may be taken consecutively or intermittently when medically necessary or for qualifying
exigencies. Efforts should be made to schedule intermittent leave in a way that minimizes
workplace disruption. Accommodation requests are reviewed individually.
Employee request and notice
Under the Family and Medical Leave Act (FMLA), employers are responsible for identifying
and designating leave that qualifies for FMLA protection. The University may designate
an absence as FMLA leave if there is sufficient information to indicate it relates
to an FMLA-qualifying reason—even if the employee has not formally requested it.
The Office of Human Resources will notify the employee in writing and provide the
required documentation. If an employee is unable to initiate the process, departments
should contact Human Resources if the absence lasts more than three days and may meet
FMLA criteria.
How to request FML
Employees requesting leave under the Family and Medical Leave Act (FMLA) must first
contact the Office of Human Resources. HR will guide employees through the process,
including providing the necessary FMLA Leave Request form and explaining any required
medical or military certification.
If medical certification is required, HR will provide the appropriate forms, and employees
must submit the completed documentation within 15 calendar days of receiving the FMLA
packet. Failure to provide the required certification may result in a delay or denial
of leave. The Office of Human Resources has final approval authority for all FMLA
leave requests.
For foreseeable leave, employees must give the university at least 30 days' advance
notice. If the leave is for planned medical treatment, they should make a reasonable
effort to schedule it in a way that minimizes disruption to university operations.
When 30 days' notice is not possible, employees must provide as much notice as is
practical.
Employees on leave must inform HR of any changes to their leave status, duration,
or intent to return to work. Additionally, the University may require periodic recertification
during the leave to verify the ongoing need for leave.
Pay and benefits during leave
The office of human resources will promptly inform the employee of the status of pay
and benefits.
Pay guidelines
The Office of Human Resources will notify the employee about the status of their pay
and benefits. While FML is unpaid, employees are required to use any available accrued
paid leave (vacation, sick leave, or compensatory time) concurrently with FML. When
using paid leave, employees must follow the same leave policies as other staff.
If no paid leave is available, the employee’s FML will be unpaid, and they will not
accrue sick or vacation time during any month in which they are paid for fewer than
80 hours. Additionally, employees on FML will not receive holiday pay unless they
use accrued leave on the workday before the holiday.
For further details, please refer to the university’s FMLA and Leave policies.
Continuation of benefits
While on approved FML, the University will maintain your benefits as if you were actively
working. You are still responsible for your share of any dependent or optional benefit
premiums.
If you’re using paid leave, premiums will be deducted from your paycheck as usual.
If your leave is unpaid, you’ll receive instructions for submitting premium payments.
You may also choose to temporarily discontinue coverage and reinstate it upon returning
to work, as long as you return before your FML expires.
If you don’t return to work—or return for fewer than 30 days—you may be required to
repay the University’s share of your benefit costs during the leave. Repayment is
not required if the reason for not returning is due to a serious health condition
or other circumstances beyond your control, as determined by the University.
Return to work
Employees should inform the Office of Human Resources at least two weeks before their
expected return—or as soon as possible if their return date changes due to medical
reasons.
If the leave was related to a serious health condition, a “fitness for duty” certification
from the employee’s health care provider is required befor ereturning, confirming
their ability to return to work, with or without restrictions. In some cases, a medical
examination may be necessary.
Employees who return on or before their FML ends will typically be reinstated to the
same or an equivalent position. However, if they do not return by the end of their
FML, reinstatement is not guaranteed.