Leave of Absence Process


1: Employee completes the electronic “Extended Leave of Absence Form” listing the most accurate begin and end dates known for their leave, and submits it to their supervisor for review and first line approval. An employee must complete the form as soon as practicable upon learning of the need for their leave of absence (30 days is an ideal amount of notice).  An employee must complete a new form for each extension of leave.

2: Employee completes the necessary FMLA medical certification form, (for employee’s serious health condition) and the FMLA Family medical certification form (for family member’s serious health condition). Employees should complete this medical certification form even if their leave may not qualify under the FMLA provisions. For example, an employee may have exhausted their 12 work weeks of designated FMLA leave, but still have a documented medical need to be absent.  If an extension is being requested for medical reasons, employees must complete a new electronic form, and also send in an updated medical certification form.

3: Employee maintains responsibility for continuing payments for health insurance and/or flexible benefits premiums for themselves and applicable spouses/dependents to ensure coverage, when/if they exhaust paid leave.

4: HR receives and reviews the electronic LOA form.

5: HR creates a leave agreement letter and prepares a calendar for the employee, indicating the length of leave, what type of leave will be used for the duration of leave, and if any portion of the leave will be unpaid.

6: HR sends the information to all applicable departments via email.

7: HR reviews the LOA database daily, and contacts employees who are due to return within one to two weeks, in addition to those who indicate that leave dates or other revisions are necessary.

8: HR uses the LOA information, particularly about leave balances and leave without pay, to inform and update payroll processing.

9: HR creates new leave agreements and calendars as needed.