Leave Processes

Medical/Maternity/Child Care Leaves - Technical Service and Staff Employees:

  • Employee contacts AM to request leave (intermittent or continuous), or supervisor/HR contacts AM on their behalf.
  • AMS sends the applicable documents to the employee (FMLA, Leave Details Form, etc.)
  • Employee is responsible for having the documents complete and returned to our office in a timely manner.
  • Once documents are received, AMS reviews documents and approves or denies based on the information provided.
    • Employee receives approval notice and AMS will contact the employee to review their time off plan and ensure all questions are answered as well as sending them the time off designations with their approval notice.
    • Supervisors will receive an approval notification with time off information included.
    • Employees are notified to contact us with any benefit questions, etc. during their leave. 
      • If the employee wants to drop their medical coverage, it is their responsibility to process these changes in Workday, AM can’t do this on behalf of the employee.
  • If not approved, employee is notified including the reason for the denial.
  • Employee begins their leave and AMS reviews time off to ensure that it is submitted prior to the payroll deadline.
    • AMS is not responsible for entering time off, the employee and supervisor are responsible for this. 
  • Employee is responsible for providing updates for leave extensions and return to work notes to Absence Management throughout the process.
  • When RTW notes are received, AM confirms this with the employee and supervisor.
  • Child Care leaves following maternity and bonding leaves do not require documentation at the time of return, they are required at the end of the maternity leave. 
  • If out of work 6 months or more, AM sends the self-disclosure form to be complete per HR99.
  • Once returned to work, AM ends the leave.

Intermittent FMLA Leave – All Employees:

  • Employee contacts AM to request leave (intermittent or continuous), or supervisor/HR contacts AM on their behalf.
  • AMS sends the applicable documents to the employee (FMLA)
  • Employee is responsible for having the documents complete and returned to our office in a timely manner.
  • Once documents are received, AMS reviews documents and approves or denies based on the information provided.
    • Employee receives approval notice and AMS will contact the employee to review their time off plan and ensure all questions are answered as well as sending them the time off designations with their approval notice.
    • Supervisors will receive an approval notification with time off information included.
    • Employees are notified to contact us with any questions, etc. during their leave. 
  • If not approved, employee is notified including the reason for the denial.
  • When intermittent leave expires or exhausts, the employee receives an e-mail from AM.

 

Formal Study/Personal Leaves - Technical Service and Staff Employees:

  • Employee contacts AM to request leave, or supervisor contacts us on their behalf.
  • AM reviews the situation with the employee and explains the process and benefits during the leave and provides them with the Leave Details Form (LDF) for completion.
  • Once the complete LDF is received, AM sends it to the HR contact for approval from the appropriate person in the area.  Once approval decision has been made, LDF is sent back to AM.
  • AM will contact the employee with the decision and then answer any questions they may have. 
  • AM will process the leave if approved by the area and manage until the return to work.
  • If out of work 6 months or more, AM sends the self-disclosure form to be complete per HR99.

 

Medical/Maternity/Child Care Leaves - Academic Employees:

  • Employee contacts AM to request leave (intermittent or continuous), or supervisor/HR contacts AM on their behalf.
  • AMS sends the applicable documents to the employee (FMLA, Leave Details Form, etc.)
  • Employee is responsible for having the documents complete and returned to our office in a timely manner.
  • Once documents are received, AMS reviews documents and approves or denies based on the information provided.
    • AMS contacts HRSP/HRC for paid leave eligibility prior to communicating with the employee on the approval. 
    • Employee receives approval notice and AMS will contact the employee to review their time off plan and ensure all questions are answered as well as sending them the time off designations with their approval notice.
    • Direct report will receive an approval notification with time off information included.
    • Employees are notified to contact us with any benefit questions, etc. during their leave. 
      • If the employee wants to drop their medical coverage, it is their responsibility to process these changes in Workday, AM can’t do this on behalf of the employee.
  • If not approved, employee is notified including the reason for the denial.
  • Employee begins their leave and AMS reviews time off to ensure that it is submitted prior to the payroll deadline.
    • AMS is not responsible for entering time off (for those who accrue time off), the employee and supervisor are responsible for this. 
  • Employee is responsible for providing updates for leave extensions and return to work notes to Absence Management throughout the process.
  • When RTW notes are received, AM confirms this with the employee and supervisor.
  • Child Care leaves following maternity and bonding leaves do not require documentation at the time of return, they are required at the end of the maternity leave. 
  • If out of work 6 months or more, AM sends the self-disclosure form to be complete per HR99.
  • Once returned to work, AM ends the leave.

Formal Study/Personal Leaves - Academic Employees:

  • Employee contacts AM to request leave, or supervisor contacts us on their behalf.
  • AM reviews the situation with the employee and explains the process and benefits during the leave and provides them with the Leave Details Form (LDF) for completion.
  • Once the complete LDF is received, AM sends it to the HR contact for approval from the appropriate person in the area.  Once approval decision has been made, LDF is sent back to AM.
  • AM will contact the employee with the decision and then answer any questions they may have. 
  • AM will process the leave if approved by the area and manage until the return to work.
  • If out of work 6 months or more, AM sends the self-disclosure form to be complete per HR99.
  • If this process is complete internally, AM still must be aware of the leave approval and have the LDF form complete with our required information for the leave of absence.

 

For all absences and employee types, once the employee reaches three consecutive absences, contact Absence Management for further follow up.  After seven days, a return to work release will be required for the employee to return to work.