Leave of Absence

Prepare for and manage your Leave of Absence in Workday.

If you are faculty, a librarian, or academic staff, refer to the Academic Personnel website for information on the leave policy; refer to department for questions regarding your leaves.

If you are a Medical Centers employee, your Leave of Absence is managed in Kronos.

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Leave of Absence Types

An important part of managing your Leave of Absence is understanding various types of Leaves of Absence.

Leave of Absence policies for staff 

Leave of Absence Without Pay policies for staff 

While you are on a Leave of Absence, entry of Time Off is required in order to receive pay while away from work. You must indicate which of your Time Off accruals to use while away from work.

If you do not have enough accrued Time Off for an anticipated Leave of Absence, you may still receive approval from your supervisor to use Unpaid Time Off or request an unpaid Leave of Absence.

Request and manage your Leave of Absence in Workday.


Academic Personnel

Information on leave types for Academic Personnel

Step-by-step guide on how to request and manage a Leave of Absence - Leave Without Pay

Step-by-step guide on how to request and manage a Leave of Absence - Sabbatical

Step-by-step guide on how to request and manage a Leave of Absence - Sick/Injured or Becoming a Parent - Academic Personnel

Step-by-step guide on how to request and manage a Leave of Absence - Summer Hiatus - Academic Personnel


Medical Centers Employees

Medical Centers employees do not process or request leaves through Workday.

Medical Centers employees required forms for Leave of Absence

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Requesting a Leave of Absence

Before your Leave of Absence (LOA), review the Leave of Absence policies for staff and talk with your department.

For many Leaves of Absence, your department will process your Leave of Absence request in Workday on your behalf.

For certain leave types, you can request a LOA directly in Workday.

Requesting a Family Medical Leave Act (FMLA)  Leave of Absence

The Family and Medical Leave Act (FMLA) is a federal law which protects eligible employees when they take a Leave of Absence for one of several qualifying reasons.

Information on FMLA at the UW

An FMLA Leave of Absence request can be initiated in Workday either by an employee or their HR Partner.

You can request a FMLA leave by following these steps:

  1. Request a Leave of Absence type Sick/Injured in Workday. FMLA is not visible as a LOA type at the Request stage.
  2. Request Time Off(s) in Workday. This is how you designate which Time Off or Unpaid Time Off balance(s) you want to use during your LOA. If the absence(s) will be intermittent, Time Offs should be requested as they occur.
  3. Submit a Health Care Provider (HCP) form to HR. (Do not submit HCP form to the ISC.) Once HR has reviewed your medical information, the option to select FMLA as a LOA type will become available in Workday.

Family Medical Leave Act HCP forms

Step-by-step instructions on how to request a Leave of Absence – Sick/Injured or Becoming a Parent-Staff

Step-by-step instructions on how to request Time Off


Medical Centers Employees

If you are a Medical Centers employee, for many Leave of Absences, your department will process your Leave of Absence in Kronos, on your behalf.

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Returning from a Leave of Absence

When you are ready to return to work from your Leave of Absence, contact your supervisor to discuss your department’s return-to-work process.

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Leave of Absence or Time Off?

For most absences in Workday, you will make a request for Time Off (e.g., Sick, Vacation, Personal Holiday, Comp Time).

Information on types of Time Off

Some absences, including those that may qualify for the Family and Medical Leave Act (FMLA), Disability Leave, or Parental Leave require both a Leave of Absence (LOA) request and accompanying request for Time Off.

For example, an employee who needs 4 weeks to recover from back surgery would make a Leave of Absence request to be out of the workplace for 4 weeks, and also make the accompanying requests for Time Off to indicate what accrued Time Off or Unpaid Time Off they would like to use during their Leave of Absence. (e.g., 3 weeks Sick Time Off, 4 days of Comp Time, and their Personal Holiday.)

Additional examples:

To request Use LOA Type in Workday
4 weeks off work to recover from back surgery LOA - General Request - Sick/Injured Leave and Time Offs indicating what type of paid (or unpaid) accruals to use
1 week off work followed by time off as needed to care for parent with cancer LOA - General Request - Sick/Injured Leave and Time Offs indicating what type of paid (or unpaid) accruals to use
Parental Leave LOA - General Leave Request - Becoming a Parent and Time Offs indicating what type of paid (or unpaid) accruals to use
2 weeks off for a vacation in Hawaii Vacation Time Off
2 days off to care for a child with a cold Sick Time Off

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