Paid Leave
(Vacation and Sick)
- Definition
- Exhaustion of Leave
- Return to Work
- Communication
- Between Department and Employee
- With Treating Healthcare Provider (THP)
- With Co-Workers of Absent Employee
- Resources
Pay: Leave is paid.
Application: Provides pay while employee is absent for any of the qualifying leave options.
Maximum Amount: Up to the amount of accruals employee has. Leave is intermittent, reduced schedule, or continuous.
Eligibility: Any employee who accrues vacation and/or sick leave.
Authorization and Documention: Department must authorize.
Situation: Exhaustion of accruals and employee is medically unable to return to work regularly and consistently.
Action and/or Documentation:
Three weeks prior to exhaustion of paid leave, department should discuss with employee the department’s interest in the employee’s return as soon as possible and send employee the Request for Leave (FMLA Notice or Non FMLA letter).
Non FMLA: Employee has been absent less than two consecutive weeks or is absent intermittently.
Authorization Documents: No release documentation is required (or as determined by department procedure). Exception: Contagious condition requires Release to Work Letter and Form or similar document for UIHC employees. See: Epidemiology Policies.
Restricted Work: N/A unless restrictions are known from THP.
Non FMLA: Employee has been absent minimum of two consecutive weeks.
Authorization Documents: Release to Work Letter and Form or similar document.
Restricted Work: Evaluate restricted work needs if applicable to job requirements, job flexibility, and other potential work assignment for the specific restricted work period necessary. Supervisors work closely with HR Unit Rep.
Between Department and Employee
Who communicates with employee? Supervisor, HR Unit Rep, or Nursing Staffing Clerk
What is communicated to employee? Approval/denial and accrual balance.
What communication is needed from employee? Date of requested leave (30 days in advance when feasible).
How frequently should communication occur? Department determines necessary timeline for adequate scheduling of leave and work.
With Treating Healthcare Provider (THP)
Who initiates communication with THP? Employee
What is communicated? Department should request need for, duration, and frequency of intermittent leave. Department should request need for and duration of continuous leave (Paid/Unpaid Medical Leave Form).
How frequently should communication occur? Only when additional leave time is requested to provide need for and duration of leave. (FSDS Form Letter)
With Co-Workers of Absent Employee
Limited to informing coworkers affected by the absence to information that employee is absent for health reasons and sharing the anticipated date of return.
- Operations Manual, (sick leave) - Part III, Chapt. 22.3, c, (2)(b)
- Operations Manual, (vacation) - Part III, Chapt. 23.2
- Regents Merit System Administrative Rules (pdf)
- Collective Bargaining Agreements