Policies and Procedures - Leaves of Absence

PURPOSE: The purpose of this policy is to ensure that employees, their supervisors, time approvers and department timekeepers understand the eligibility requirements and approval processes associated with various leave policies, including but not limited to, Family Care and Medical Leave Policy, Pregnancy-Related Disability Leave Policy, Military Leave Policy, Work-Related Medical Leave Policy, Jury Duty, Personal Leave and other policies related to leaves of absence. Employees, their supervisors, time approvers and department timekeepers are responsible for knowing how and when leaves may be used,  how leaves are to be requested, and  how time is to be reported using an automated timekeeping system.

POLICY:  This policy includes the University’s policy on Leaves of Absence and incorporates the responsibilities of supervisors, timekeepers, department approvers, employees, Records and Payroll related to such policy.

The University complies with the federal Family and Medical Leave Act (FMLA), the California Family Rights Act (CFRA), the Pregnancy Disability Leave Act, and laws related to military leave and work-related medical leave. The University also has leave policies related to a variety of other leaves, including leave for jury duty, due to a death in the family, and personal leaves of absence.  The University permits leaves to eligible employees in accordance with applicable laws and/or University policy. Policies for leaves including FMLA (Section   6.4 ), Personal Leave (Section 6.3), Pregnancy-Related Disability Leave (Section 6.5), Work-Related Medical Leave (Section 6.6), Military Leave (Section 6.9), Death in Family Leave (Section 6.1), and other leaves permitted by the University are described in the Employee Handbook. Employees, their supervisors, time approvers and department timekeepers should familiarize themselves with those policies. Employees and supervisors should refer to the Employee Handbook to determine whether there is a leave policy which is applicable to the employee’s particular situation, and for information on the process for requesting and obtaining approval for the particular leave being requested.

Eligibility and Notice Requirements:  Appropriate eligibility requirements must be met in order to be approved for the leave requested. For example, employees are eligible for FMLA/CFRA leave if (i) the employee has worked for the university for at least one year (does not have to be continuous), (ii) the employee has worked 1,250 hours during the 12 months preceding the date the leave is to begin, and (iii) if at least 50 employees are employed within 75 miles of the employee’s worksite. Where Military Leave is requested, the employee will be required to provide a copy of his/her military orders to support the request for leave. For jury duty, the employee must have received and provided a copy of a jury summons.

Requesting a Leave: Each leave policy in the Employee Handbook explains what is required in order to be approved for the particular type of leave. The employee and his/her supervisor should always consult with Human Resources to ensure that the correct processes and notice requirements are being met.

Reporting of Leaves Using Automated System: While the initial request and approval of the leave must follow the guidelines in the Employee Handbook, reporting of absences due to an approved leave must be made using the automated timekeeping system.

Employees on an intermittent leave or reduced work schedule where the employee works at least a portion of a workday in each workweek may be input into the automated system either by the employee or by the supervisor, as long as such reporting method does not result in delays in timely reporting. Where an employee is on an extended leave which lasts more than one workweek, and/or where having the employee input the information into the automated timekeeping system would result in a delay in the processing of payroll for the pay period, the time reporting for an employee on leave must be input by the supervisor, or where approved, by the department timekeeper.

Leaves should be input on a daily basis using the appropriate code for the type of leave which has been requested and approved. It is the supervisor’s responsibility to ensure that all leave time, and all work time is properly accounted for.

Any questions related to the proper reporting of leaves should be directed to Human Resources for clarification.

Roles and Responsibilities

Supervisor Responsibilities:

  • Inform Human Resources when any employee has requested a leave.
  • Read and become familiar with the policy as set forth in Section 6 of the Employee Handbook.
  • Accurately record time worked and time on leave as advised by Human Resources.
  • Notify Human Resources of an employee’s return to work after a leave.
  • Provide any documentation related to a leave in a confidential manner to Human Resources.

Timekeeper Responsibilities:

  • Assist supervisor in entering time taken on leave by employees. 

Human Resources Responsibilities:

  • Ensure policy criteria are met.
  • Inform supervisor of the anticipated length of leave and codes to enter into Kronos specific to leave type.
  • Determine amounts to be paid and type of payment (e.g., sick time, vacation time) where a portion of pay will be coordinated with pay from outside sources, such as state disability, military pay, workers’ compensation, etc. and inform supervisor to enter into Kronos.
  • Inform Payroll of the employee’s leave and if accruals are suspended, where applicable.
  • Inform supervisor of the employee’s scheduled return to work.
  • Inform Payroll when the employee returns to work.

Employee Responsibilities:

  • Notify supervisor of leave request.
  • Complete required leave request forms.
  • Obtain certifications from medical professionals and providing them to Human Resources.
  • Provide other required documentation, e.g., jury summons or military orders if applicable.
  • Accurately report time worked when on intermittent leave or reduced duty. 
  • Inform supervisor and Human Resources on a timely basis of changes to anticipated return dates and provide necessary documentation.

Payroll Responsibilities:

  • Processing pay as authorized by Human Resources at the onset of the leave of absence, then as entered and approved by the supervisor in Kronos.
              

Procedures for Leaves of Absence

1.       Employee submits the LOA request to his/her supervisor.

2.       Supervisor notifies Human Resources of LOA request.

3.       HR notifies the employee and the supervisor of the approved LOA.

4.       HR advises the supervisor of the appropriate codes to use for the approved leave.

5.       HR notifies employee support.

6.       Employee support records information into ADP PayForce.

7.       Employee maintains communication with supervisor regarding time off.

8.       Supervisor enters leave and pay codes, if applicable, into Kronos.

        


9.       Employee notifies supervisor and HR of the expected return to work date, and provides documentation to support the return.

10.   HR will evaluate the documentation for potential accommodation requests.

11.   If/when the return is approved, HR will notify employee support.

Procedures for Intermittent Leaves of Absence

1.       Employee submits the LOA request to his/her supervisor.

2.       Supervisor notifies Human Resources of LOA request.

3.       HR notifies the employee and the supervisor of the approved LOA.

4.       HR advises the supervisor of the appropriate codes to use for the approved leave.

5.       HR notifies employee support.

6.       Employee support records information into ADP PayForce.

7.       Employee maintains communication with supervisor regarding time off.

8.       Supervisor enters leave and pay codes, if applicable, into Kronos.

        


9.       Employee notifies supervisor and HR of the expected return to work date, and provides documentation to support the return.

10.   HR will evaluate the documentation for potential accommodation requests.

11.   If/when the return is approved, HR will notify employee support.