Family & Medical Leave Act Policy

Employees are eligible for the Family Medical Leave if they have been employed by the University for at least 12 months and have worked at least 1,250 hours during the 12 months preceding the leave. An employee is entitled to FMLA once every 12 months based on a rolling calendar year. Employees need to apply for FMLA leave even if there are accumulated sick/vacation days to cover the absence.

Reasons For Taking Leave

Unpaid leave may be granted for any of the following reasons:

To care for the employee's child after birth, or placement for adoption or foster care;
To care for the employee's spouse, registered same sex domestic partner, son or daughter, or parent, who has a serious health condition; or
For a serious health condition that makes the employee unable to perform the employee's job
Effective January 28, 2008 eligible employees may take up to 26 weeks of unpaid leave during one 12-month period for the employee to care for a spouse, child or parent who is a service member undergoing medical treatment, recuperation or therapy, is on out-patient status, or is on the temporary disabled retired list for a serious injury or illness.
Effective January 28, 2008 eligible employees may take up to 12 weeks of unpaid leave during any 12-month period for “any qualifying exigency” when the employee’s spouse, child or parent is on active duty or is notified of an impending call or order to active duty in the Armed Forces (including the Reserves and National Guard in support of a “contingency operation”)

Certain kinds of paid leave may be substituted for unpaid leave during FMLA leave since paid leave and FMLA leave are separate but concurrent leaves. If the FMLA request is for the employee’s own illness, all available sick leave must be used prior to leave without pay; vacation may be used at the employee’s discretion. If the FMLA request is for one of the approved family members, all vacation must be used prior to leave without pay. Paid sick leave used to care for the family member will be determined by the University policy or the applicable collective bargaining agreement.

The employee’s health, dental, vision and life insurance will remain in effect during the approved 12 week FMLA period and premiums will continue to be deducted from their check. Should the employee exhaust their paid time and be removed from the payroll, Central Management Services (CMS) will bill the employee for the same amount that was being deducted from their check for the approved 12 week period.

FMLA Application Procedures

If an employee is off more than three work days, the Office of Human Resources (HR) should be contacted. HR will mail an FMLA packet to the employee or it can be downloaded using the FMLA Packet link below under FMLA forms and Instructions. The required documentation will include the following:

FMLA PACKET. This should be completed by the employee, signed by the supervisor and returned to HR.
MEDICAL CERTIFICATION/PHYSICIAN’S STATEMENT. This should be completed by the employee’s doctor and returned to HR.

HR will review the Physician's Statement to determine if the employee will be granted family medical leave. The employee and the employee’s supervisor will be notified in writing whether or not FMLA leave is granted. If leave is granted, the employee will be notified when an updated Physician's Statement will be required.

FMLA Forms and Instructions

Employee Rights and Responsibilities under FMLA are provided within the FMLA packet, linked below. Please read the information thoroughly before completing the FMLA forms.

Employees need to complete the entire FMLA packet and the appropriate Medical Certification form.

FMLA Packet