Requesting a Leave of Absence

Home / Campus / ( Published on 2016-02-12 )

Requesting a Leave of Absence Employees may request a leave of absence related to:

  • Pregnancy, prenatal medical care, or childbirth;
  • A serious health condition due to a non-occupational injury or illness;
  • Work-incurred injury or illness;
  • The serious health condition of a son or daughter, spouse, domestic partner, or parent;
  • Bonding with a newborn, adopted or foster-care child; and
  • Military Family Leave to eligible employees with a spouse, son or daughter, or parent on active duty or called to active duty.

If you are eligible, your leave of absence may be designated as Family and Medical Leave (FML). Eligibility is based on having worked for the University for 12 months (need not be consecutive) and 1250 productive hours in the prior rolling calendar year. FML affords 12 workweeks of paid or unpaid protected leave per year as well as continuation of the employer contribution for your medical, dental, and vision benefits. If your leave extends beyond this period, additional leave of absence may be available to you in accordance with your collective bargaining agreement (CBA), Personnel Policies for Staff members (PPSM), the Academic Personnel Manual (APM) and/or as a reasonable accommodation.

If you know in advance that you will need a leave of absence (e.g. you are planning to have surgery or you are pregnant), you should give your HR Generalist and your Supervisor/Department Chair at least 30 days advance notice. If you learn of your need for leave less than 30 days in advance, you should give your supervisor notice as soon as practicable. Following are the specific steps you should take to request a leave of absence

  1. Notify your Supervisor/Department Chair when a Leave of Absence (LOA) is needed.
    1. If you know in advance you will need a leave of absence (e.g. you have a scheduled surgery or you are pregnant), you should give your Supervisor/Department Chair at least 30 days advance notice.
    2. If you determine you will need a leave less than 30 days in advance or the leave is urgent, you should give your Supervisor/Department Chair notice as soon as is practicable.
  2. Complete the leave of absence form.
    1. Staff and Postdoctoral Scholars should complete and submit the leave of absence request form to their HR Generalist and their Supervisor/Department Chair: LOA Request Form.
    2. Residents should complete and submit the leave of absence request form to their Residency Coordinator and the Benefit's Specialty Center (Sharon Mendonca): LOA Request Form.
    3. Academic employees will complete the Special Leave of Absence Request form in conjunction with their Academic HR Generalist.
  3. Confer with your HR Generalist: Find Your HR Representative:
    1. Request the Family and Medical Leave (FML) packet. Your Generalist will need to determine your FML eligibility and will notice you of your rights and responsibilities around the FML.
    2. Review the leave dates and any questions about applicable leave policies.
    3. If you have not already done so, plan your leave pay and leave balance usage in accordance with your Collective Bargaining Agreement (CBA), Personnel Policies for Staff Member (PPSM), Academic Personnel Manual (APM), and/or your Department's Health Science Compensation Plan.
    4. If you will be off pay status during your leave of absence, review how to make personal payments to continue your benefits.
    5. Provide your HR Generalist/Residency Coordinator with a personal email address. While you are on a leave of absence you may confer with us by phone, regular mail, or your personal email address (via secure mail). Conferring through your work email is not permitted if you are medically precluded from any work activity.
    6. Discuss disability benefit options:
      • Staff and Academic employees appointed at 50 percent or more for a year or more are eligible for Liberty Mutual benefits.
      • Postdoctoral Scholars and Residents/Fellows should contact the Benefits Specialty Center for information regarding eligibility. Postdoctoral Scholars may find their HR Generalist here. Residents should confer with their Residency Coordinator.
      • Faculty in the Health Sciences Compensation Plan should confer with their Academic HR Generalist about eligibility for Extended Illness Pay under their Department's Health Science Compensation Plan.
  4. If you are requesting a protected leave of absence under the Family and Medical Leave Act, work with your health care provider to ensure the medical certification is returned to the Staff or Academic HR Generalist within 15 days of issuance of FML certification packet.
  5. If you will be making personal payments to continue benefits:
    1. Contact Payroll/Benefits if you do not receive a personal payments letter. You may contact them via phone at 415/476-2126 or email: [email protected]
    2. Failure to make personal payments in a timely manner may result in the loss of University benefits coverage.
  6. Check with your Supervisor/Department Chair and HR to confirm when you will return to work.
    1. Request a release to return to work form from your health care provider and submit this documentation on or before your return to work.
    2. If your leave will be extended and/or you will have work-related restrictions upon your return, it is your responsibility to obtain updated medical certification from your health care provider and provide this certification before your return and/or the end date of your certified leave period.
      • If your leave will be extended, your healthcare provider should identify the additional period of your leave so we can work with you on advising you of any additional leave entitlements you may be eligible for.
      • If you are being released to return to work with restrictions, the certification should identify the functional restriction(s) and the period of time you will be restricted for. This will allow us to productively engage in the interactive process and work with you and the Department on evaluating any reasonable accommodations.

Tips:

  • Thoroughly review all documentation received from UCSF as it is critical to your leave and may have an impact on your University benefits.
  • Visit the UCnet: Taking a Leave of Absence page for more information.