Records Administration & Compliance

Leaves of Absence Resources

• Medical Certification Form
• Personal Leave/Department Approval Form
• Manager Leave Process Review
• Leave Process for Employees: Medical Leave
• Leave Process for Employees: Personal Leave

Watch the video below for an overview of the new Leaves of Absence procedure.

Processing Leave ACT Documents

The new Leave ACT Document reasons have been created to assist with appropriately tracking leave types and statuses. Pay status will no longer be tracked in ACT; see "FAQs for Managers" tab above for additional information.

FAQs for Managers

How does the employee request leave?
What communications can I expect during this process?
How do I know if the employee received approval for leave?
Do I create an ACT document for Intermittent Leave?
How do I return an employee from a Leave of Absence?
What if an employee needs an extension of a Leave of Absence?
Do I need to contact the employee while on a Leave of Absence?
Does the manager complete a Return to Work ACT document?
Can leaves be processed retroactively?
How will the manager know if the return to work includes work accommodations?
What forms does the employee use for Health Care Provider Certification?
Does the new online intake form verify eligibility for FMLA, etc?

How does the employee request leave?

• Please direct employees to the new online intake form: UAB LEAVE of ABSENCE REQUEST APP.
• HR Partners/managers can submit the online leave request on behalf of employees
• The employee and the supervisor (from Oracle) will receive an automated email from the new online intake form once the employee submits their request for leave.

What communications can I expect to receive during this process?

 Always  
 Only when certain conditions apply  

How do I know if the employee received approval for leave?

The supervisor listed in Oracle will receive a copy of the employee’s notification of approval or denial.

Do I create an ACT document for Intermittent Leave?

No. It is the department’s responsibility to keep record of the time away from work while on intermittent leave. The time taken will count toward the total time allowed for leave under FMLA regulations.

All paid time off should be tracked using the appropriate system (eLas, Hospital Kronos or Campus Kronos) and pay codes (Sick or FMLA Sick, Vacation or FMLA Vacation, etc. — see "eLas & Kronos FAQs" tab above for more information).

Maximum time allowed is 12 work weeks for family-related reasons and when medically necessary for the employee’s health condition. The amount of leave allowed per year is based on a “rolling” 12-month period measured backward from the date an employee uses any family-related leave.

How do I return an employee from a Leave of Absence?

Click here for instructions on processing a Return from Leave ACT document. See communications chart above for more information.

What if an employee needs an extension of a Leave of Absence?

If the extension is within the 12-week window, the leaves team will process the extension in conjunction with the department. If it extends beyond the 12-week window, then the leave MUST be approved by the department before the extension can be processed.

⇨ Department Approval of Non-FMLA LOA Form

Do I need to contact the employee while on a Leave of Absence?

It is recommended that the supervisor stay in contact with the employee on an on-going basis. It is the employee’s responsibility to keep the supervisor in the know about their expected return date or if the expected return date changes.

Does the manager complete a Return to Work ACT document?

Yes.

Can leaves be processed retroactively?

Yes.

How will the manager know if the return to work includes work accommodations?

The Leaves Team will advise you if work accommodations are needed.

What forms does the employee use for Health Care Provider Certification?

⇨ Health Care Provider Certification Form
⇨ Return to Work Form

Does the new online intake form verify eligibility for FMLA, etc?

Yes.

eLas & Kronos FAQs

What paycodes do we use to track time off?
For bi-weekly employees, do the time editors in Kronos need to do anything at the end of the pay period (i.e. certify time, approve time, etc.)?
For monthly employees, will they still be able to elect what benefit time they would like to take first?
If time is donated or granted from the pool, will Central HR add that time back to Kronos/eLAS?
For intermittent leave, is the appropriate person in the department notified of what has/has not been approved so the department can enter the time in Kronos and eLAS?

What paycodes do we use to track time off?

For bi-weekly employees, do the time editors in Kronos need to do anything at the end of the pay period (i.e. certify time, approve time, etc.)?

Time editors will need to enter the time. Payroll recommends that everyone’s time is “approved”. This can be the time editor OR the supervisor. This applies even when the employee is not on leave.

For monthly employees, will they still be able to elect what benefit time they would like to take first?

For employee illness, the general order is Sick, Comp Time, PH, Vacation. The correct FMLA codes exist in eLAS and will be updated in Kronos by end of year.

If time is donated or granted from the pool, will Central HR add that time back to Kronos/eLAS?

Yes.

For intermittent leave, is the appropriate person in the department notified of what has/has not been approved so the department can enter the time in Kronos and eLAS?

Intermittent leave is managed at the department level. Once the Leaves of Absence Team receives approval from the doctor, the Leaves Team provides the expiration date (generally 6 months to 1 year) to the department and subsequently, the time is tracked by the employee/department by selecting the FMLA paycodes in eLAS/Kronos when they take time off.