This guidance explains the differences between time off and leave of absence, how they work together, and how your balances are affected.
What is the Difference Between Time Off and Leave of Absence
It is important to understand the difference between Time Off and a Leave of Absence in Workday.
Time Off
Definition: Time off refers to planned or unplanned time away from work that is generally shorter in duration.
Examples: Vacation, sick time, personal days, and legal holidays.
How it Works:
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You earn time off based on your eligibility and company policies.
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Your available balances will update as you earn and use time.
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There are rules about how much time you can take at once and how adjustments are handled.
Leave of Absence (LOA)
Definition: A Leave of Absence is an approved period of extended absence from work for a specific reason. This typically requires a separate application and approval process.
UW-Madison offers various types of Leaves of Absence, and each has its own specific eligibility requirements. To learn more about each type of Leave of Absence and its eligibility criteria, please visit: Types of Leave of Absence
Examples: Family and Medical Leave (FMLA/WFMLA), Paid Parental Leave, Military Leave, or Faculty Sabbatical.
Types of LOA:
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Continuous: A single, uninterrupted period of absence.
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Intermittent: Taking leave in separate blocks of time, for the same reason.
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Reduced Schedule: Reducing your usual work hours for a period.
How it Works:
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LOAs may have specific entitlement balances and time limits.
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The end date of an LOA might be unknown initially.
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Most Leaves of Absence are unpaid by default. You can use your available time off (like vacation or sick leave) to remain in paid status during an LOA.
- You may work with a Divisional Disability Representative (DDR) who serves as a point of contact for your Division for family, medical , and parental accommodation requests (e.g., FMLA/WFLMA, or Parental Leave) and can help you apply to the right leave program and will provide the final approval for leave requests.
If you have any questions about Leave of Absence eligibility, please reach out to your manager or supervisor. They can guide you on who to contact for further assistance.
How Time Off and Leave of Absence Work Together
Using your accrued time off is how you can continue to receive pay while you are on an approved Leave of Absence.
Important: When using time off during an LOA, you must follow the specific policy for that type of time off. For example, you generally cannot use sick leave during a professional leave of absence, but you may be able to use vacation time.
For more information on time off policies, see Time Off Policies.
How Time Off Balances and Accruals Work
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Earning Time Off: Eligible employees earn time off when they are in paid status, according to the Time Off Policies.
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During Unpaid Leave: If you are on an unpaid Leave of Absence, you will not earn new time off until you return to paid status.
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Checking Your Balances: To see your current time off balances, please refer to the KB Requesting Time Off in Workday .
Questions?
Contact your local HR department.