Unpaid Leave
- 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 unpaid.
Application: Provides continuous leave necessary for employee to recover and return to work.
Maximum Amount:
Merit AFSCME: Maximum of one year – granted in no more than 90-day increments. Must exhaust all accrued sick leave.
Other employees: Up to one year may be available.
Eligibility:
Merit AFSCME: Regular employee who has completed one year of employment and has exhausted sick leave. If on FMLA for personal use: Must exhaust sick leave and all but two weeks vacation before eligible for unpaid medical leave.
SEIU: Must have one year seniority. Other employees: No tenure requirement.
Authorization and Documentation:
Merit AFSCME: Leave is authorized with appropriate medical documentation
P&S, MSE/C, and SEIU: Leave is at employer discretion. Continuous leave may qualify as ADA accommodation. Contact FSDS or HR Unit Representative.
Situation: Leave extension is requested. More information on unpaid medical leaves can be found in the Operations Manual at: http://www.uiowa.edu/~our/opmaunal/iii/21.htm#212.
Action and/or Documentation:
Merit-AFSCME: Three-four weeks prior to exhaustion of leave department should discuss with employee return to work plans and related medical needs. Unpaid leave is to be granted for regular employees up to 12 months if medical documentation is provided which substantiates need for leave.
P&S, MSE/C, SEIU, Faculty: Three-four weeks prior to exhaustion of leave department should discuss with employee return to work plans and related medical needs.
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
Merit-AFSCME
Who communicates with employee? Supervisor, HR Unit Rep, or Nursing Staffing Clerk
What is communicated to employee? Approval/Denial, advise employee of leave options and requirements in bargaining agreement as applicable for leave approval, arrange leave schedule, advise of release to work requirements, ask if leave extension may be requested. Two weeks prior to end of leave request release to work, and if leave extension is medically necessary.
What communication is needed from employee? Approval/Denial, advise employee of leave options and requirements for leave approval, if authorized (typically as ADA accommodation) arrange leave schedule, advise of release to work requirements, ask if leave extension may be requested.
How frequently should communication occur? Department to determine necessary timeline for adequate scheduling of leave and work. At least every 90 days during leave.
P&S, MSE/C, SEIU
Who communicates with employee? Supervisor, HR Unit Rep, or Nursing Staffing Clerk
What is communicated to employee? Approval/Denial, advise employee of leave options and requirements for leave approval, if authorized (typically as ADA accommodation) arrange leave schedule, advise of release to work requirements, ask if leave extension may be requested.
What communication is needed from employee? Approval/Denial, advise employee of leave options and requirements for leave approval, if authorized (typically as ADA accommodation) arrange leave schedule, advise of release to work requirements, ask if leave extension may be requested.
How frequently should communication occur? Department to determine necessary timeline for adequate scheduling of leave and work. At leasts every 90 days during leave.
With Treating Healthcare Provider (THP)
Who initiates the conversation? Employee, Supervisor, or HR Unit Rep
What is communicated? Non FMLA leave: Department should request completion of need and duration of leave (FSDS Form). Intermittent Non FMLA unpaid leave is not available.
How frequently should communication occur? When additional clarification is needed or situation changes.
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, Part III, Chapter 21.2
- Regents Merit System Administrative Rules (pdf)
- Collective Bargaining Agreements
- Unpaid Medical Leave as an ADA Reasonable Accommodation
- Long Term Disability Benefits (although not a leave, the benefit is a resource to eligible employees during unpaid leave.
- University Benefits