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Executive Office Shared Environment

Leaves of Absence

A Leave of Absence (LOA) is a period of time away from work due to medical, personal, military, or family reasons.

LOAs are typically unpaid, but employees may use paid time off balances concurrently. Some leave types allow the interspersing of paid and unpaid time to maintain paychecks and benefits eligibility.

Types of Leave

Types of Leave

FMLA protects employees who need leave for personal medical reasons, care of family members, or qualifying military activities.

Eligibility: Worked for a Washington State agency ≥12 months and 1,250 hours in the last 12 months.
Length: Up to 12 weeks (480 hours FTE) in a rolling 12-month period.
Coverage: Can be continuous or intermittent; healthcare documentation determines duration.

Notes on benefits:

  • During FMLA-covered leave: UW employer-paid group health benefits continue; employees remain responsible for their portion.
  • After FMLA-covered leave: Employees must remain in pay status ≥8 hours/month to retain benefits. Employees may self-pay to maintain benefits if no paid time off is available.

Parental Leave protects employees who need leave for the birth or placement of a child.

Eligibility: Available to all regular professional staff, classified staff, and contract covered staff. It is for birth or non-birth parents.
Length: Four (4) months for professional staff; Six (6) months for classified non-union staff. Contract–covered staff should refer to their collective bargaining agreement.
Coverage: Leave is continuous and unpaid; up to 30 days of sick time may be used. Can be taken anytime in the 12 months following the child’s birth or placement.

Note: FMLA may run concurrently with parental leave.

Eligibility: Temporary disability leave for childbirth is available to birth parents for postpartum medical needs.
Length: 6–8 week postpartum recovery period, certified by a healthcare provider.
Coverage: May use paid time off or unpaid time.

Note: FMLA may run concurrently with postpartum leave.

Disability Leave protects employees who need leave for medical reasons and is granted when a healthcare provider certifies that the employee is unable to perform their job duties.

Eligibility: Continuous (full) leave is automatically approved under UW’s Disability Leave policy pending medical certification.
Length: Up to accrued paid time off or nine (9) months, whichever is greater.
Coverage: May use paid time off or unpaid time.

Note: FMLA may run concurrently with disability leave.

  • Educational pursuit
  • Government service
  • Personal reason

For all other types of leave, please submit an Executive Office Employee Relations Consultation Form and a member of the team will reach out to you to answer questions and provide you with next steps.

How to Request a Leave of Absence

These steps outline best practices for initiating and requesting a Leave of Absence and explain what to expect during the review process.

  1. Notify your manager of a potential need for leave as soon as you are aware.
  2. Submit a Leave of Absence request in Workday to formally initiate the process.
  3. Submit an EO Employee Relations Contact Form to receive guidance and next steps.
  4. Receive required forms and instructions from EO Employee Relations, including information about supporting documentation, if applicable.
  5. Complete and submit all required forms to Campus HR Operations, working with your healthcare provider if needed.
  6. Campus HR Operations reviews the request and determines approval status and leave parameters.
  7. Receive notification of the decision, which is also shared with your supervisor and EO Employee Relations.

During an Approved Leave – Employee

  • Coordinate with EOHR if you need assistance with time/leave entry during your leave.
  • Request extensions in writing by notifying your supervisor and submitting an updated request to Campus HR Operations.

Support an Employee Requesting Leave

These steps outline best practices for supporting employees through the Leave of Absence request process and understanding your role.

  1. Receive notification of an employee’s potential need for leave.
  2. Refer the employee to submit an EO Employee Relations Contact Form to ensure they receive accurate guidance.
  3. Review and approve the Leave of Absence request in Workday, or consult EO Employee Relations with questions.
  4. Respond promptly to outreach from EO Employee Relations during the review process.
  5. Review the approval outcome and leave parameters once a determination is made.

During an Approved Leave – Supervisor

  • Monitor time entry accuracy and coordinate with EOHR if issues arise.
  • Refer extension requests to Campus HR Operations and consult EO Employee Relations if there are departmental concerns.
  • Contact EO Employee Relations with any questions or issues during the leave period.