HR: Leave of Absence

Leave of Absence

Eligible employees: include full-time and part-time: Faculty, Classified, Managerial, Academic Professionals, Confidentials.

If you will be absent for 10 or more work days, you need to request a leave of absence. Download the Leave of Absence Request Form or call Human Resources at 971-722-5859. Please note: If you are a full-time Faculty requesting a partial leave, you also need to submit the number of Faculty Days you expect to complete this contract year. If the leave is for medical reasons, either your own or an immediate family member, you are required to have your health care provider complete a Health Care Provider Certificate.

References

Employee Procedures for Requesting a Leave of Absence

Complete the upper portion of the Leave request and give it to your supervisor when you talk with him/her about the time you will be away from work. Your supervisor will sign the form and send to it HR. You and your supervisor are to set a date when you will let him/her know if you will be returning to work as scheduled.

You will receive a letter from Human Resources explaining the details of your leave, any reporting requirements, the impact of the time off on your pay and benefits and any additional paperwork. You will need to submit timecards reporting your absences. If you have questions about how to complete or submit a timecard, please contact your Payroll Specialist.

If your leave is for your own medical condition, you will be required to provide a doctor's release to return to work. This release is to includes any restrictions or limitations you have in performing your job. A release to return to work is not required if the Leave of Absence is for a family member's health condition.

Manager/Supervisor Procedures for Processing

Discuss the length of time and conditions of the requested leave of absence with the employee. Refer the employee to the reference list above. If an employee is not able to initiate the leave of absence process, the supervisor needs to discuss the leave with Human Resources (x5859). It is the supervisor's responsibility to ensure timecards are submitted for any employee on a leave of absence. If you have concerns or questions regarding the leave, please contact your HR Representative.

After meeting with the employee and determining the reason for the leave, sign the request form indicating your knowledge and approval of the request. A date when the employee is to contact you regarding the ability to return to work is to be completed on the form. Please note: If the leave is medically-related, remind the employee that a Health Care Provider Certificate is required for final approval by Human Resources. If the requested leave is for medical and/or family reasons, after signing, forward the form directly to Human Resources (Downtown Center 321; Fax: 971-722-5868). If the request is for non-medical and/or family reasons, after signing, forward the form to your chief executive for approval. The form is then forwarded to Human Resources.

Copies of communications by HR to employees will be sent to you for your office records. HR will send you a reminder of the date you and the employee agree to discuss their return to work.

Under federal regulations, all medical records are confidential and protected. Therefore, all medical documentation is to be forwarded to Human Resources.

Contact HR regarding the employee’s return to work or, if needed, an extension of their leave.

If you have questions, please call Human Resources at 971-722-5859.

Types of Family and Medical Leave of Absence

Medical (personal): The employee’s own serious health condition that makes the employee unable to perform the functions of his or her job, including incapacitation due to pregnancy. All regular full-time and part-time employees who work an average of 25 hours per week or who have worked 1,250 hours in the last year, and with a minimum of 180 days of continuous service are eligible to request a medical leave. An employee should submit a completed Request for Leave of Absence form at least 30 days prior to the beginning of a foreseeable need for leave. If that is not possible, then as much notice as practicable is required. The leave form should be given to the Supervisor for approval and forwarded to Human Resources. An employee may also be required to furnish medical certification of the health condition to qualify for leave. The employee will be expected to return to work as soon as he or she is able, as determined by the physician. A statement from the physician releasing the employee to return to work is required. When substantiated by a physician’s statement, a request for extension may be made.
Medical (family): Care of a child, spouse, domestic partner, parent or parent-in-law of the employee with a serious health condition. All regular full-time and part-time employees who work at least an average of 25 hours per week or who have worked 1,250 hours in the last year, and with a minimum of 180 days of continuous service are eligible to request family leave. An employee should submit a completed Request for Leave of Absence form at least 30 days prior to the beginning of a foreseeable need for leave. If that is not possible, then as much notice as practicable is expected. The leave form should be given to the Supervisor for approval and forwarding to Human Resources. An employee may also be required to furnish medical certification of the health condition to qualify for leave.
Sick Child: Care of a sick child with an illness or condition that requires home care, but is not a serious health condition. All regular full-time and part-time employees who work at least an average of 25 hours per week and with a minimum of 180 days of continuous service are eligible to request a medical leave. An employee must give verbal notice of the absences but must submit a completed Request for Leave of Absence within 3 days of returning to work. If the employee takes more than 3 days of sick child leave a year, medical certification of the need for the leave may be required at the employer’s expense.
Parental: Care of newborn infant, newly adopted child, or newly place foster child. In adoption and foster care, leave may begin before taking physical custody if it is needed to complete the custody process. All employees with a minimum of 180 consecutive days of service are eligible to request a parental leave. An employee should submit a completed Request for Leave of Absence form at least 30 days prior to the anticipated leave date. The leave form should be given to the supervisor for approval and forwarding to Human Resources.

Frequently Asked Questions

I'm going on a vacation, do I need to fill out a leave of absence request?

No, but you do need to have your Supervisor or Manager approve the dates you want to be away from work. Some departments have a form available for this purpose, others request a written notice. For more information, refer to your bargaining unit agreement.

My supervisor already knows I will be gone for a month because of surgery, or I have just returned to work after an emergency operation that kept me off of work for 4 weeks. Why do I have to fill out a leave of absence request?

A Leave of Absence status helps protect you in several ways:

The policy and labor agreements state you need to request a leave of absence if you will be away from your job for 10 or more working days.
You will be notified if there will be an impact on your pay or benefits while you are away from work. HR can assist you in any additional services connected with your time away, such as Long Term Disability, Employee's Assistance Program (EAP), UNUM Life Insurance Accelerated Benefits, COBRA, etc.
If your leave qualifies under the federal and/or state laws, you are guaranteed to return to your same or an equal job.
Protects you from future questions about your absence during this time period or concerns about excessive absenteeism.
Your payroll specialist will be able to process your time card in a timely fashion and accommodate your compensation requests within the guidelines of the bargaining unit contracts and labor laws.

I hurt myself at work and have completed the Workers' Compensation Claim form. Do I still need to fill out a leave request?

If you will be away from work for more than ten working days, you will be placed on a Leave of Absence. For more information, see Workers' Comp or call 971-722-5860.

I have been offered a temporary position for 6 months. Should I ask for a leave of absence from my regular PCC job?

The answer to an individual situation considers many factors. It is recommended that if the position will result in a change in your benefit category, your FTE, or is outside PCC, contact your HR Representative to discuss your situation and whether it is advantageous for you to complete the leave of absence document.

What if I don’t know how long I will be gone?

The end dates for a leave of absence can be modified by contacting your supervisor or HR. Leave requests cannot be processed without an anticipated end date. You and the physician need to determine a reasonable length of time for you to be away from work. You are expected to contact your supervisor prior to your scheduled return to work to confirm that you will be able to resume working. If you are able to return to work sooner than anticipated, you should contact your supervisor at least 2 days prior to your return. If you will be gone longer than originally expected, your leave can be extended with the approval of your supervisor and HR.

How can I tell if I will run out of accrued pay?

You can estimate your accrued leave by looking at your most recent pay stub or the Web for Employees to view your leave balances. Once you have completed a Leave of Absence request, Human Resources will send you a letter with your pay and benefit information.

If a paid holiday happens while I am on leave, will I be paid for the holiday?

For Full-time Classified: You will receive holiday pay for holidays falling during an approved leave of absence if you have paid leave on the scheduled work days before and after the holiday.

For Part-time Classified: You will receive holiday pay for your normally scheduled work hours that fall on a holiday.

My family member is very sick and I need to be there to help care for them. What do I have to do?

Sick leave may be used for a maximum of three days to care for an “immediate family member” (parent, parent-in-law, step-parent, brother, sister, son, daughter, son-in-law, daughter-in-law, husband, wife, domestic partner, grandparent, grandchild or other person residing in the employee’s household). A leave of absence is not required, but you need to discuss the circumstances with your supervisor. If you need to be gone from work longer than 3 days to care for an Eligible Family Member (child, spouse, domestic partner, parent or parent-in-law) who has a serious health condition, you will need to request a leave of absence and complete the Certification of Health Care Provider.

How long can I be on a leave of absence?

Leaves of absence from PCC may be granted for up to one year. If you are unable to return at the end of the year, your employment with the College may be terminated. Qualifying leaves of absence are protected under the federal and state Family & Medical leave regulations for up to 12 weeks (480 hours) within one year.

Do I turn in a time card when I am on a leave of absence?

Yes. Payroll needs to know whether the leave is to be paid or unpaid, and if you are using accrued sick, vacation, comp time or incentive hours.

Related Information

Long Term Disability - contact the Benefits Office at 971-722-5859
Sabbatical - Contact Vice President of Academic & Student Affairs, Christine Chairsell
Professional Leave - Refer to your contract or handbook