Family Medical Leave

Family Medical Leave of Absence (FMLA) is available is to eligible employees who may need to take time away from work due to:

  • Personal illness
  • Family illness
  • Other qualified family matters
An eligible employee may request a total of twelve weeks of FMLA during any twelve month period.


You may be eligible to request a FMLA leave if you

  • work more that 50% time (20 hours per week)
  • have worked for the university for a continuous period  of not less than one year
  • have worked at least 1,250 hours in the prior 12 month period 

A regular (temporary, occasional or probationary) employee working less than 50% time is not eligible for FMLA.

Requesting FMLA

Whenever possible you should request FMLA at least 30 days in advance. 

Process to request FMLA
Request FMLA documentsContact Human Resources to receive the necessary FMLA documents  
Leave Request FormComplete the 'Leave of Absence Request' form and submit to your department.
Your department will acknowledge your request for leave by signing the forms and and forwarding the form to Human Resources.
Medical CertificationSubmit the 'Certification of Health Care Provider' form to Human Resources by the due date on your 'Notice of Eligibility Rights'.
FMLA DeterminationHuman Resources will determine if you are eligible for the FMLA you request.
  • If eligible, you will be sent a 'Designation Letter' approving your time away work under FMLA.
  • If not eligible, you will be sent a denial letter indicating the reason for denial.
  • If the information is not sufficient to determine if you are eligible for FMLA, you will be sent a notice requesting additional information or clarification of the information submitted, along with a deadline for submitting the requested information

Certification of Health Care Provider form 

All requests for Family Medical Leave of Absence (except for requests for leave for the birth or adoption of a child) must include a ‘Certification of Health Care Provider' form. 

This certification must include
  • enough information to confirm a serious health condition exists, the probable duration and the specific period of incapacity. 
  • a description of the care and an estimate of the time that the employee needs to care for the family member. 
  • If the request is for intermittent leave the certification must state the dates on which such treatment is expected to be given and the duration of such treatment.
  • An employee may be required to provide recertification at thirty day intervals during the Family Medical Leave of Absence period.

Paid vs unpaid status

In order to receive pay during FMLA, you may use accrued sick leave, vacation or compensatory time.

comparison of paid vs unpaid status

Paid Status

If you have accrued leave, you must complete and submit the Request of Absence (ROA) forms.  If you are unable to submit the required ROA(s), your supervisor should submit the ROA(s).  Benefit contributions at the employee rate will continue to be deducted while you are on leave.

Unpaid Status

If you do not have accrued leave, you must submit ROAs for leave without pay. If you are unable to submit the required ROA(s), your supervisor should submit the ROA(s).

Effect of FMLA on benefits 

The effect an extended leave will have on your benefits depends on if you are in a paid or unpaid status. 



 Paid StatusUnpaid Status
Health, Life and STDWill continue as long as deductions are made through payrollCan continue If personnel payments for the employee the cost of benefit are made
Leave accrualsVacation and sick leave hours will continue to accrueNo leave will  accrue
RetirementService credit continueService credit does not continue, but will resume upon return
Continuous serviceIncluded if you return at the end of your approved leaveIncluded if you return at the end of your approved leave
Educational aidEligibility continuesEligibility continues

Note: If any portion of your leave is unpaid you will be required to make personal payments for the full premium for those benefits for the period you are unpaid.Failure to make the required payments will result in termination of employee's benefits.