Integrated Service Center

Leave of Absence

Last updated Tuesday, July 10, 2018

Prepare for and manage your Leave of Absence in Workday.

Academic Personnel

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.

Once you have determined your leave type, work with your Academic Partner to initiate the leave of absence request in Workday, following the appropriate resource below.

Leave of Absence Resources for Academic Personnel

Academic Personnel are also eligible for Sabbatical and Summer Hiatus Leaves of Absence, both of which are initiated by their department:


Medical Centers Employees

For many Leaves of Absence, if you are a Medical Centers employee, you will need to complete and submit the required forms and your department will process your Leave of Absence in Kronos, on your behalf.

For questions on Medical Centers Leaves of Absences contact your HR Operations office.


Staff Campus

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).

Learn more about Time Off types in Workday.

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 this LOA Type in Workday
4 weeks off work to recover from surgery LOA – General Request – Sick/Injured Leave and Time Offs indicating what type of paid (or unpaid) accruals to use
See Requesting a Leave of Absence, below, for more details.
1 week off work followed by time off as needed to care for a parent LOA – General Request – Sick/Injured Leave and Time Offs indicating what type of paid (or unpaid) accruals to use
See Requesting a Leave of Absence, below, for more details.
Parental Leave LOA – General Leave Request – Becoming a Parent and Time Offs indicating what type of paid (or unpaid) accruals to use
See Requesting a Leave of Absence, below, for more details.
2 weeks off for a vacation Vacation Time Off
2 days off to care for a sick child Sick Time Off

Leave of Absence Policies

An important part of managing your Leave of Absence is understanding the relevant policies. Visit UWHR’s website for additional information:

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.

Requesting a Leave of Absence

For many leave types, you or your HR Partner can request an LOA directly in Workday. Review these resources for step-by-step instructions:

⇒ 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.

Start by reviewing the LOA – Family Medical Leave Act (FMLA) Journey Map (PDF) to understand the overall process of requesting FMLA. Visit UWHR’s website for additional information.

Steps to request a Leave of Absence for FMLA in Workday are below; for more information, visit the Request Leave of Absence (FMLA) (PDF) Quick Guide or the Leave of Absence – Sick/Injured or Becoming a Parent User Guide.

  1. The employee or HR Partner can initiate a request for Leave of Absence by selecting the Absence type “LOA-General Request-Sick/Injured Leave” or “LOA-General Leave Request- Becoming a Parent” in Workday. FMLA is not visible as a LOA type at the Request stage.
  2. Submit a Health Care Provider (HCP) form to HR. (Do not submit HCP form to the ISC.) Once HR has reviewed your medical information, they will approve your leave as FMLA in Workday.
  3. 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.
  4. The HR Partner in your unit will be able to apply a FMLA tracking code to the days you use leave for that purpose.

⇒ Shared Leave
Refer to the ISC’s User Guides for requesting Shared Leave, donating Shared Leave, and the steps taken upon a return from Shared Leave.

⇒ Military Paid Time Off and Unpaid Leave
Refer to the Military – Paid Time Off and Unpaid Leave User Guide for details.

⇒ Educational Leave
Refer to UWHR’s information on Leave of Absence Without Pay.

Certain Leaves of Absence are processed in Workday on your behalf. These Leaves of Absence include:


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.