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UHR Procedures: Leaves of Absence Without Salary

APPLIES TO: Regular Instructional Faculty, Clinical Instructional Faculty, Research Scientists, Research Professors, Archivists, Curators and Librarians

ISSUED BY (DEPT): University Human Resources and the Office of the Provost and Executive Vice President for Academic Affairs

SPG NUMBER: 201.30-1

DATE: 11/23/2004

RESPONSIBILITY	ACTION
A.	Procedure to request a leave of absence or extension of a leave of absence
Faculty Member	Complete, sign, and submit a Request for a Leave of Absence (form #36609) with the appropriate documentation, as specified on the form. Form 36609 (PDF)
Dean and (where applicable) department chair or program director (or his or her designate)	Review the request to determine whether the faculty member is eligible for the requested leave or extension. If the faculty member is eligible, endorse the request by completing the Request for a Leave of Absence form and submitting it Human Resources Records and Information Services (HRRIS). If the staff member’s salary for the current payroll period will be affected, inform the Payroll Office of the impending change of status
Dean (or his or her designate)	If an instructional faculty member has requested that his or her leave be extended beyond one year, prepare a Regents’ Communication and submit it to the Office of Academic Human Resources.
Office of Academic Human Resources	If the Office of Academic Human Resources endorses the extension, send the Regents’ communication to the Office of the Vice President and Secretary of the University.
Office of the Vice President and Secretary	Submits Regents’ communication to the Regents for action. If Regents approve the extension, notify HRRIS.
Human Resource Records and Information Services (HRRIS)	Review all requests for leaves or extensions to determine whether they conform to the service requirements and to all other provisions of the leaves of absence policy. Process the appointment change.
Faculty member	If benefit continuation information has not been received within 14 days of leave begin date, contact the HR/Payroll Service Center (615-2000) to request benefit continuation information.
B.	Process for returning from a leave of absence or extension of a leave
Faculty member	Notify the department of intent to return on a specific date. If relevant and necessary, provide a medical release from personal physician. See HRRIS form 36606 Faculty or Staff Member Release of Medical Information. Benefit changes for dependent status that occur during leave: If benefits were continued while on leave, qualified family status change(s) must be reported within 30 days of the change(s). Changes in status become effective as of the event date If benefits were not continued while on leave, qualified family status change(s) must be reported within 30 days of the return from leave. Change(s) in status become effective as of the return from leave date
HRRIS/Benefits Transaction Team (BTT)	Upon return from leave: If benefits were continued on leave, the same benefits will continue upon return from leave. A Return from Leave Confirmation statement of benefits will be mailed to the home address. If benefits were not continued while on leave, benefits prior to leave will be reinstated upon return from leave and a Return from Leave Confirmation statement will be mailed to the home address.
Faculty member	Upon return from leave: Review the Return from Leave Confirmation statement If benefits were continued while on leave, and the leave did not cross a calendar year, report on the Return from Work Confirmation statement any data entry errors within 30 days of return from leave. If benefits were continued while on leave, and the leave did cross a calendar year, report any new elections within 30 days of return from leave. If benefits were not continued while on leave, and the leave did not cross a calendar year, any data entry errors on the Return from Work Confirmation statement, or changes based on qualified status changes must be reported within 30 days of return from leave. If benefits were not continued while on leave, and the leave did cross a calendar year, report any new elections within 30 days of return from leave. Changes should be reported on the Return from Leave Confirmation statement and returned to HRRIS/BTT. Refer to the Benefits website for information on qualified family status changes.
HR/Payroll Service Center	The faculty member may cancel coverage at any time; however, refunds will only be made if he or she cancels coverage within 30 days of return from leave.
Dean, department chair or program director (or his or her designate)	If the date on which the faculty member plans to return to work is the same as the projected return date on the Request for a Leave of Absence form, no further action is needed. If the date of return differs from the originally projected return date, submit the necessary information to HRRIS.
Human Resources Records and Information Services (HRRIS)	Make the appropriate appointment change.