This guidance provides information on how to request and return from a leave of absence (LOA).
Request a Leave of Absence
Taking a Leave of Absence involves several important steps to ensure you apply for the correct leave type and provide all necessary information.
- Understand Your Options: Before submitting a request, take time to review the various Types of Leave Benefits that might be available to you.
- Inform Your Supervisor: Once you know you need a leave of absence, inform your direct supervisor/manager. They can guide you on the next steps, including who to contact in your school, college, division.
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Contact Your Local HR Representative or DDR:
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For family, medical, or parental leave reasons (e.g,.FMLA/WFMLA, Parental Leave): Contact your Divisional Disability Representative (DDR) directly. They will work with you to determine the leave options that you qualify for and what forms or documentation are required.
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For other leave types (e.g., bereavement, faculty sabbatical): Your local HR representative will help you understand the leave options available to you.
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- Gather Required Documentation: To help your local HR representative or DDR provide the best support, make sure you have all necessary documentation ready. This could include medical certifications, completed request forms or other supporting papers.
- Important: Do not upload or attach any medical documentation in Workday. This sensitive information should be provided directly to your DDR or local HR representative as instructed.
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Submit Your Request in Workday: Once you have reviewed the leave types and spoken with your local HR representative or DDR, you can submit your request in Workday. Your local HR representative or DDR may also enter your leave of absence on your behalf. Remember: Submitting your request in Workday is just one step in the leave of absence process. There may be additional requirements that need to be completed outside of Workday for final approval (e.g., providing medical documentation directly to your DDR). Follow the KB Request Leave of Absence in Workday for instructions.
- Leave of Absence Approval: You will receive a leave approval memo from your local HR representative or DDR when your leave of absence is approved. This memo will include important details regarding your leave of absence such as; the dates of your approved leave of absence, the type of leave of absence your are approved for, details regarding the use of paid or unpaid time off during your leave of absence and any requirements needed before you return to work. Your leave of absence will also be approved in Workday.
Requesting Time Off During a Continuous Leave of Absence
To remain in paid status during a continuous leave of absence, you may use your paid time off (e.g., vacation, sick). You may review the paid leave policies for the reasons each type of paid time off may be used.
- Once your LOA has been approved, you will receive a Time Off Intentions During Leave of Absence Form in Workday, where you or your local HR representative can confirm what type of paid time off you would like to use while on a leave of absence.
- Enter your time off before or during your LOA, then your manager/supervisor will approve your time off while you are on a LOA.
- If you are not able to enter paid time off during your LOA, communicate with your local HR representative and manager/supervisor who may be able to enter time off on your behalf.
- Follow the KB Requesting Time Off in Workday for instructions.
Returning from a Leave of Absence
Prepare for your return to work by reviewing important information and completing any necessary requirements.
Before you return:
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Review your approval memo: Your leave approval memo contains important information and requirements for your return to work. It also tells you who to contact if you have questions.
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Complete all requirements: Make sure you have completed any necessary tasks or submitted any required documentation before your planned return date.
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Reminder: Do not upload or attach any medical documentation in Workday.
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Other Considerations
- Changing your leave dates: If you need to change the dates of your leave, contact your local HR representative or DDR immediately.
- Returning with limitations/restrictions: If you will be returning to work with any limitations or restrictions, please contact your DDR to discuss potential workplace accommodations.
Once you have completed the steps above, follow the KB Request a Return from a Leave of Absence in Workday for instructions.
Additional Resources
Questions?
Contact your local HR department.