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Staff Handbook

Leaves of Absence

Family and Medical Leave (FMLA) Rights

The Family and Medical Leave Act (FMLA) covers your absence from work for up to 12 weeks per calendar year for certain family and medical reasons. You do not have to take the leave all at once. Starting on the first day of a leave, you must take all accrued paid time off as part of the absence. To be eligible, you must be able to answer, “yes” to both of these questions:

Reasons for Taking a Leave

An FMLA leave may be taken for the following reasons:

FMLA Advance Notice and Medical Certification

WEB RESOURCE
FMLA policy, procedure, and required forms.

You must provide 30 days advance notice when an FMLA leave is foreseeable. If you are on an FMLA leave for a serious health condition, you will be asked to provide medical certification to support your absence.

Job Benefits and Protection

During an FMLA leave, you can maintain your IU-sponsored healthcare coverage under the group insurance plan. Contact Human Resources for details about how to do this. When you return to work after a leave, you will be restored to your original or an equivalent position—with equivalent pay, benefits, and other employment terms.

Use of Paid Time Off

Starting on the first day of the FMLA-covered absence, you must take all accrued compensatory time off, paid time off (PTO, vacation, income protection/sick, etc.) before going into unpaid status.

Leaves for Military Duty and Military Family Leave

Leaves for Military Duty

Employees are entitled to a paid leave for up to 15 workdays per military year for active duty, training duties, or reserve call-ups for which the employee has military orders. Normally, the paid military leave of absence does not apply to training drills regularly scheduled on weekends.

If you incur absences for more than 15 workdays, you may charge the absence to accrued time off until the time off balance(s) have been exhausted or go on a leave of absence or separate. Using accrued time off will not count against the maximum amount of time off you can take in a year, provided you have available accruals.

If you are inducted, enlisted, or called to active duty, you are eligible for a leave of absence without pay for the period of training and service for up to five years. The Uniformed Services Employment and Reemployment Rights Act (USERRA) provides specific benefits to you when you return from a military leave. Contact Human Resources for details.

Leaves for Military Families

WEB RESOURCE
Policy: Leaves for Military Duty and Military Family Leave

An employee who is a family member of a person on active duty in the United States Armed Forces is eligible for Military Family Leave under the Indiana Military Family Leave Act. To qualify as a family member, the employee must be the spouse, parent (biological, adoptive, or court-appointed guardian or custodian), grandparent (biological, adoptive, foster, or step), child (biological, adopted, foster, or step), or sibling (biological, adoptive, foster or step) of the person on active duty.

 The Act provides for unpaid leave for a total of 10 workdays per year during specific time periods related to the military duty. The employee must use accrued Vacation or PTO before taking any of the time off without pay or using any other accrued time off.

See the full policy, request form, and booklet at the address noted above.

Discretionary Leave of Absence

WEB RESOURCE
Policy: Discretionary Leave of Absence

A discretionary leave of absence is absence without pay, authorized in advance, for 30 or more calendar days up to one year. A leave of absence means that you intend to return to the same or similar position. Therefore, the position–or a similar position–will be available when you return. You must have the recommendation of the academic dean or department head. You may request a discretionary leave of absence to provide additional time following a leave granted by the Family Medical Leave Act (FMLA).

Employment elsewhere while on leave without the written approval of the appropriate chancellor/provost or vice president is prohibited and is subject to immediate discharge.

Once a leave of absence is approved, you should contact Human Resources concerning the status of your retirement and group insurance plans. You do not earn paid time off while on a leave of absence.

After you have ten or more years of service, you may take a one-time leave of absence for up to 90 calendar days. The university grants this opportunity only once in the life cycle of employment. The absence must not cause your department undue hardship.

 

Page updated: December 2012
University Human Resources
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