Leaves of Absence

A leave of absence (LOA) is a period of time when you may be away from your primary job, while maintaining your status of employment. A LOA is defined as an approved absence from work for a specified period of time for medical (including pregnancy), parental (bonding), family care, military or personal reasons. 

Submit a leave request with our new leave administrator, Sedgwick. Sedgwick provides an online, self-service portal called mySedgwick to help you manage your leave. Please access mySedgwick via MyAccess or by visiting www.Sedgwick.ucsf.edu 

Request a leave of absence 30 days in advance of the proposed start date of your leave. If this is an unplanned leave, immediately inform your manager of your need for a leave of absence, submit a request for leave to Sedgwick, and provide the required documentation and/or certification to support your request for a leave of absence as timely as possible. Once a leave of absence is initiated, staff will have 20 days from the receipt of the paperwork to return all completed and required documentation to Sedgwick.  Not doing so will result in the denial of the leave.

Please contact your department manager and follow your unit’s reporting procedure.

Absences should be reported by the employee (or people leader if necessary) and can be done three different ways: 

1. mySedgwick Portal: Access via MyAccess, or at www.Sedgwick.ucsf.edu   
2. Sedgwick’s Interactive Voice Response System (IVR) at 844-601-8448; absences can be reported 24/7/365
3. Call Sedgwick at 844-601-8448 and report the absence with a Sedgwick Representative during normal operating hours of 5am to 5pm PST Monday-Friday.

When you apply for a leave of absence with Sedgwick you will be asked to provide the following information: 

• Your UCSF ID (Locate this at www.myaccess.ucsf.edu under my ID)
• Home address, phone number, and personal email (you will be asked to confirm your preferred communication method)
• Last day worked, first day absent, and estimated return date
• The reason for the absence and whether it will be continuous or intermittent
• Your doctor’s contact information
• Current work schedule

The Sedgwick care team will mail or email all documents needed for your claim.  Please follow these important steps to ensure a smooth process:

1. Complete and return all requested paperwork as soon as possible, but no later than 20 calendar days.
2. Your information packet will include instructions and all required information.  Please do not skip any required details.
3. If needed, you may print documents from the self-service application mySedgwick.

Use the self-service mySedgwick portal tool to track your claim, see your claim status, and confirm your remaining leave balance(s).  From the UCSF network, use any device to directly access the application at www.Sedgwick.ucsf.edu   

You must follow your local call in procedures and report your intermittent leave absence within 2 calendar days to Sedgwick using one of the following methods of contact:

• By telephone: through the IVR, or speak with a care team representative at 844-601-8448.
• Online via mySedgwick portal: www.sedgwick.ucsf.edu  

You must submit your documents within 20 calendar days using one of the following methods: 

• Upload via mySedgwick: www.sedgwick.ucsf.edu
• Email:  [email protected]  
• Fax: 855-800-5116
• Mail: P.O. Box 14648, Lexington, KY 40512

Include your claim/leave number, first and last name, and employee ID on all documents. To find your UCSF ID, go to MyAccess and select "my ID."

If you require an extension past your original return-to-work date, you must contact your manager and Sedgwick at 844-601-8448 or www.Sedgwick.ucsf.edu  

You will have 20 calendar days to send in the updated medical information and any other required documentation to support your request.

Notify Sedgwick as soon as possible if you need to cancel your leave for any reason by using one of the following methods of contact:

• By telephone: Speak with a care team representative at 844-601-8448, 5 a.m. to 5 p.m. Pacific Time, Monday through Friday.
• Online 24/7 through mySedgwick by accessing the portal via MyAccess or at www.Sedgwick.ucsf.edu   

Prior to your return

Obtain a return-to-work notice from your provider and submit it to Sedgwick using one of the following methods: 

• Upload:  www.sedgwick.ucsf.edu
• Email:   [email protected]  
• Fax:   855-800-5116

If you are a Health employee, you must be cleared by Occupational Health before you can return to work.  Two weeks prior to your expected return to work date, you will need to contact Occupational Health at 415-885-7580 to schedule a non-work-related Return to Work appointment. Drop in visits are not accommodated. Please find more information and tips on the Occupational Health website: https://hr.ucsf.edu/wellbeing/occupationalhealth/injury-and-return-work 

Sedgwick will contact you 14 days prior to your return to confirm that you are coming back to work. Before returning:

1. Notify your manager to confirm your return and schedule.
2. Obtain your return to work notice from your provider and submit to Sedgwick
3. If you are returning to work with medical restrictions, please provide documentation to your supervisor and Sedgwick from your health care provider that clearly outlines the work restrictions and the duration of the restrictions.
4. Contact Occupational Health to schedule your return-to-work appointment and obtain clearance, if necessary. 

Upon your return

1. Review your history timesheets to ensure they are accurate.
   • Once you have returned to work, if you need to alter MyTime timesheets, complete the MyTime Timesheet Adjustment Form and forward to your supervisor.
2. Check your benefits in your UCPath portal via your 'Benefits Summary' page. Verify all benefits enrollments are accurate. For any benefits you suspended while on Leave, please contact the UCPath Center external site (opens in a new window) for assistance on how to re-enroll.

Contact your department manager and UCSF Disability Management Services (DMS) if you require accommodations or have any restrictions upon your return to work by calling 415-476-2621. 

• Managers can submit a leave request on your behalf if you are unable to do so.
• Complete all required paperwork and documentation as quickly and accurately as possible.  This will ensure efficient processing of your leave and ensure that your leave is not denied based on insufficient documentation.
• If your return-to-work date changes, communicate the updated date to your supervisor and Sedgwick as soon as possible.
• Providing information regarding any restrictions prior to your return will help your department, Sedgwick, and HR work with you to assess any reasonable accommodations and/or modified duty assignments that may be available.
• If medical documentation is required for the return process, you must provide this documentation on or before the date you return to work.