Family Medical Leave

Family Medical Leave of Absence (FMLA) is available is to eligible employees who may need to take time away from work due to personal illness, family illness or other qualified family matters.  An eligible employee may request a total of twelve weeks of FMLA during any twelve month period.


You may be eligible to request a FMLA leave if you:

  • work more that 50% time (20 hours per week)
  • have worked for the university for a continuous period  of not less than one year
  • have worked at least 1,250 hours in the prior 12 month period 

A regular (temporary, occasional or probationary) employee working less than 50% time is not eligible for FMLA.

How to Request FMLA

Whenever possible you should request FMLA at least 30 days in advance. 

  • To request FMLA complete the online 'Leave of Absence Request' form . 
  • You will receive an email confirming the receipt of of your request.  
  • Your supervisor will be notified of your request.
  • Human Resources will evaluate your request and notify you if you are eligible for FMLA.  

Medical Certification

If you are eligible for FMLA, Human Resources will request medical certification. You will be sent a 'Certification of Health Care Provider' that will need to be completed by a physician complete. This certification must include
  • enough information to confirm a serious health condition exists, the probable duration and the specific period of incapacity of the employee or family member. 
  • if the request is for intermittent leave the certification must state the dates on which such treatment is expected to be given and the duration of such treatment.
  • you may be required to provide recertification at thirty day intervals during the FMLA period.

Leave Determination

Once the completed 'Certification of Health Care Provider' is submitted, Human Resources will determine if you are eligible for the FMLA 
  • If eligible, you will be sent a 'Designation Letter' approving your time away work under FMLA.
  • If not eligible, you will be sent a denial letter indicating the reason for denial.
  • If the information is not sufficient to determine if you are eligible for FMLA, you will be sent a notice requesting additional information or clarification of the information submitted, along with a deadline for submitting the requested information.

Paid vs unpaid status

In order to receive pay during FMLA, you may use accrued sick leave, vacation or compensatory time. Flex time is not accrued and can not be used to stay in a paid status.

comparison of paid vs unpaid status

Paid Status

To use accrued leave, you must complete and submit a Request of Absence (eROA).  If you are unable to submit the required eROA(s), your supervisor should submit the ROA(s).  Benefit contributions at the employee rate will continue to be deducted while you are on leave.

Unpaid Status

If you do not have accrued leave, you must submit eROAs for leave without pay. If you are unable to submit the required eROA(s), your supervisor should submit the ROA(s).

Personal payments for benefits

If any portion of your leave is unpaid you will be required to make personal payments for your benefits at employee rate. You will need to contact Human Resources to make payment arrangements. If you fail to make the required payments your benefits may be terminated.

Effect of FMLA on benefits 

The effect FMLA will have on your benefits depends on if you are in a paid or unpaid status. 



 Paid StatusUnpaid Status
Health, Life and STDWill continue as long as deductions are made through payrollCan continue If personnel payments for the employee the cost of benefit are made
Leave accrualsVacation and sick leave hours will continue to accrueNo leave will  accrue
RetirementService credit continueService credit does not continue, but will resume upon return
Continuous serviceIncluded if you return at the end of your approved leaveIncluded if you return at the end of your approved leave
Educational aidEligibility continuesEligibility continues

Note: If any portion of your leave is unpaid you will be required to make personal payments for the full premium for those benefits for the period you are unpaid.Failure to make the required payments will result in termination of employee's benefits. 

Short Term Disability

If you enrolled in short term disability  through the Hartford or UnumProvident, you may qualify for benefits.

How to file a claim for benefits with The Hartford
In order to file a claim call the Hartford directly at (866) 712-3443.
How to file a claim for benefit with UnumProvident

You will need to complete theUnumProvident Short Term Disability Claim Form and submit the form to Human Resources. If you are hospitalized for more than a 24 hours period or have outpatient surgery you may not have a waiting period and will need to also complete one of the following forms.

UnumProvident Hospital-Baby Claim Form

UnumProvident Hospital-Medical Claim Form

Compassionate Transfer of Leave (CTL)

After you have exhausted your accrued leave you may be eligible for CTL. For details review the CTL Policy.