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Leave Administration

Current Employees

Overview

An official leave of absence is required for absences extending beyond 10 business days. Medical (for yourself or a family member) and Parental Leaves of Absence are the most common.

Note: When an employee plans to use annual Time Off or compensatory Time Off of up to thirty (30) days, keeping the use within the University’s leave policy and using it for vacation purposes only, a request for a leave of absence is not necessary; however departmental approval is still required. When using accrued Time Off for over ten days due to medical reasons, a leave of absence must be requested.

When must I submit my request for Leave of Absence?

We recommend that you submit your request in Workday at least 30 days in advance for foreseeable leave or as soon as practicable for unforeseeable leave. You will be allowed 15 calendar days to provide a completed Certification of Health Care Provider (CHCP) Form. The CHCP is needed to confirm your qualifying reason and to document the use of sick time off. For Military Exigency please provide reason/documentation for support.

Paid Parental Leave requests must be submitted 3 months prior to the Leave start date. HR provides specific information related to Paid Parental Leave.

The approval of any leave of absence is at the discretion of the Chief People Officer.

Leave of Absence Status:

  • Leave of Absences will also be designated as Family Medical Leave by the university, if applicable.
  • The employee must complete a request for Time Off in Workday in conjunction with all Leave of Absences to ensure accurate pay if they wish their absence to be paid. (Exception: For Paid Parental Leave, the Leave Specialist processes the Time Off). Reference Workday Knowledge Article “Reporting Time While on Leave.”
  • The time off for the entire leave of absence may be submitted prior to the start date.

TYPES OF LEAVE

Sick Pool

Sick Pool Enrollment

A 16-hour contribution to the sick pool allows you and your UCF co-workers who are enrolled in the sick pool a chance to have up to a maximum of 12 weeks PAID leave when you need it most. Faculty, A&P, and USPS personnel are eligible to join the sick pool, which has open enrollment periods each March and September. Joining this Sick Pool requires continuous employment with the university for more than one year. In addition, applicants are required to have a balance of at least 64 hours of unused sick time off from which sixteen must be donated upon acceptance into the sick pool. Part-time benefits-earning Faculty, A&P, and USPS employees must have a sick time off balance and donate sick hours to the pool in an amount that is proportionate to the full-time equivalency of their position.

It is a benefit to UCF employees to be able to access a sick pool; however, some people feel that they have a large bank of sick hours, and think that they are likely never going to be sick enough to use all of those hours, even if they are afflicted with a serious illness. So why else should someone volunteer sixteen of those many hours in order to join the UCF sick pool? The answer is simple—to offer your support to the UCF community. The sick pool has helped many of our co-workers through tremendously difficult times; unexpected surgeries, cancers, car accidents, chronic illnesses, and many more heartbreaking circumstances. The sick pool is a way to help people that you may see every day. When a member’s time off hours are exhausted, the sick pool can support up to a maximum of 12 weeks additional PAID leave.

Your donation of sixteen hours is all that is necessary to join and become eligible for the same benefits. Together we can support one another!

How do I apply to join the sick pool? During March or September, please apply via Workday Help Case.  Current members of the Sick Pool do not need to rejoin during open enrollment.

Sick Pool Request Hours

Sick pool members unable to work and wishing to request hours, please apply via a Workday Help Case. When creating the case, use case type Sick Pool Hours Request and follow the prompts.

You must be on an authorized leave of absence for yourself in order to use sick pool hours.

How can I verify that I am enrolled in the sick pool?

 

Questions?

LOAandworkcomp@ucf.edu regarding open enrollment or requesting sick pool hours and any other questions.

Workers’ Compensation

Overview

Workers’ Compensation is “insurance” paid in full by UCF that provides coverage to an employee for a job-related injury or illness from the very first day of employment. Employees, who are injured or become ill due to the conditions of their job, receive partial income replacement and/or payment of expenses for medically necessary services under Workers’ Compensation. Job-related illnesses or injuries are not covered under the State Self-Insured Plan or any of the health maintenance organizations in the State Health Insurance Program. Claims for job-related conditions should not be filed under any of these plans. Employees sustaining a job related injury or illness must follow current procedures. The following information is provided for all employees including OPS and student assistants.

AmeriSys is the medical case manager for all Workers’ Compensation claims.

Any time an accident or an injury occurs, whether or not the employee wishes to seek medical care, it must be reported to AmeriSys. This should be done by the supervisor and employee, if available, as soon as possible.

 

 

International Travel Resources and Insurance

Faculty and Staff preparing to travel outside the United States on university sponsored trips should review the available resources and must register ahead of time.  While traveling, report any work related injury or illness promptly to your supervisor.  For medical referrals, treatment or evacuations, please contact the insurance company directly; contact information and resources are provided when you register 2-4 weeks prior to departure online. When treatment is sought using sources other than the Travel Insurance, please obtain an itemized bill so you can file a claim for reimbursement upon your return.  Please file any Travel Insurance claim and report the injury to AmeriSys within one week of your return to the USA.

Frequently Asked Questions

  • Is FMLA confidential?

    Medical information for you and your family members is confidential and maintained as such.

  • Does Workers’ Compensation Leave count against my FMLA Leave entitlement?

    Yes. FMLA Leave and time off work due to workers’ compensation can be concurrent provided the reason for the absence is due to a qualifying serious illness or injury.

  • How are my insurance deductions affected when I am on Medical or Parental Leave?

    • Insurance deductions will only be affected when you are not paid sufficient hours to cover your biweekly benefits premiums. If you choose to use accrued Time Off, you are required to use a minimum of twenty (20) accrued Time Off or holiday hours per pay period (if available) per UCF Regulation 3.040.

    • If you do not receive any pay, your insurance deductions cannot be payroll deducted. Please contact HR Benefits at benefits@ucf.edu or 407-823-2771 to arrange your premium payments. If you do not pay your premiums, your benefits will be suspended. To reinstate your benefits, you must pay all outstanding premiums. It may take up to ten (10) days to process late payments and reinstate your benefits during which time you will not have active coverage.