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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 Leaves of Absence procedure.
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Processing Leave ACT Documents
The 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.
ACT Document Reasons ACT Sub Group Categories Medical FMLA Employee Illness
Family
Birth of a Child
Adoption/Foster Case
Living Donor
OJI
Bone Marrow DonorMedical Non-FMLA Employee Illness
Birth of a Child
OJIPersonal Leave Personal Leave
Administrative
Work AuthorizationPersonal Leave Without Pay Administrative
Work AuthorizationSabbatical Sabbatical Half Pay
Sabbatical Full PayEducational Educational Military FMLA Military Qualifying Exigency
Military Serious Health ConditionMilitary Non-FMLA Military Leave -
FAQs for Managers
Select a question below for more information.
Q: How does the employee request leave?
Q: What communications can I expect during this process?
Q: How do I know if the employee received approval for leave?
Q: Do I create an ACT document for Intermittent Leave?
Q: How do I return an employee from a Leave of Absence?
Q: What if an employee needs an extension of a Leave of Absence?
Q: Do I need to contact the employee while on a Leave of Absence?
Q: Does the manager complete a Return to Work ACT document?
Q: Can leaves be processed retroactively?
Q: How will the manager know if the return to work includes work accommodations?
Q: What forms does the employee use for Health Care Provider Certification?
Q: Does the new online intake form verify eligibility for FMLA, etc?
Q: How does the employee request leave?- Direct employees to the 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.
Q: What communications can I expect to receive during this process?Always
Only when certain conditions applyLeave Process Step Employee (Employees can include an additional personal email address in the request form.) Supervisor (from Oracle)* Level 1 approvers in WAM for doc type "LEAVES"** When employee submits an online request for leave: ✓ ✓ ✓ Reminder emails to employee to submit documents supporting their leave: ✓ Escalation emails when employee has not sent supporting documents: ✓ ✓ ✓ Confirmation when Employee Health receives supporting medical documents: ✓ When an employee is approved for leave: ✓ ✓ ✓ One week prior to expected return to work date — reminder about medical release and return to work: ✓ If employee has not provided a medical release to return to work (3 days prior to expected return date): ✓ ✓ ✓ When return to work is approved and return to work ACT Document required by department: ✓ ✓ Denial letters: ✓ ✓ ✓ *Click here for instructions on using the HRUAB Supervisor Find & Replace Program to mass update supervisor in Oracle.
Click here for instructions on how to update supervisor in Oracle via ACT Data Change.**Click here for instructions on how to update your unit’s WAM approvers.
Q: 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.
Q: 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.
Q: 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.
Q: 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.
Q: 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.
Q: Does the manager complete a Return to Work ACT document?Yes.
Q: Can leaves be processed retroactively?Yes.
Q: How will the manager know if the return to work includes work accommodations?The Leaves Team will advise you if work accommodations are needed.
Q: What forms does the employee use for Health Care Provider Certification?
Q: Does the online intake form verify eligibility for FMLA, etc?Yes.
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eLas & Campus Time & Attendance/Kronos FAQs
Select a question below for more information.
Q: What paycodes do we use to track time off?
Q: For bi-weekly employees, do the time editors in Campus Time & Attendance (CTA)/Kronos need to do anything at the end of the pay period (i.e. certify time, approve time, etc.)?
Q: For monthly employees, will they still be able to elect what benefit time they would like to take first?
Q: If time is donated or granted from the pool, will Central HR add that time back to eLAS or CTA/Kronos?
Q: 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 eLAS or CTA/Kronos?
Q: What paycodes do we use to track time off?ACT Reason eLAS CTA Hospital Kronos Medical, FMLA: Employee Illness
Family
Birth of a Child
Adoption/Foster Care
Living Donor
OJI
Bone Marrow DonorFMLA Sick (in hours)
FMLA PH (in hours)
FMLA Vacation (in hours)
FMLA w/out Pay (in hours)FMLA Sick
FMLA PH
FMLA Comp Time
FMLA VacationUAB Sick FMLA
UAB Per Hol FMLA
UAB Vac FMLAMedical, Non FMLA: Employee Illness
Birth of a Child
OJISick
PH
VacationSick
Personal Holiday
Comp Time
VacationUAB Sick
UAB Per Hol
UAB VacPersonal Leave: Personal Leave
Administrative
Work AuthorizationPersonal Holiday
VacationComp Time
Personal Holiday
Vacation
Away With PayUAB Vac
UAB Paid Leave
UAB Suspended
UAB Time Off without Pay
Q: For bi-weekly employees, do the time editors in CTA/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.
Q: 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 CTA/Kronos by end of year.
Q: If time is donated or granted from the pool, will Central HR add that time back to eLAS or CTA/Kronos?Yes.
Q: 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 eLAS or CTA/Kronos?Intermittent leave is managed at the department level. Once the Leaves 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 or CTA/Kronos when they take time off.