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Types of Leave


Leave Administration

Medical Leave

Any employee who is out more than 10 days for a medical reason must apply for a leave of absence. An employee may request a medical leave of absence for his or her own illness, or for the serious illness of an immediate family member. Medical leaves are granted in 90 day increments.

A medical leave may be eligible for Family and Medical Leave Act protection if an employee meets the requirements below:  

  • Faculty, A&P, USPS, and OPS employees must be employed for at least twelve (12) months (these need not be consecutive months).
  • In addition the employee must have worked at least 1250 hours in the twelve (12) month period immediately preceding the Leave Request.

If the employee meets both of the above requirements the employee is eligible, upon request, for twelve (12) weeks of unpaid Medical Leave under the provisions of the Family and Medical Leave Act (FMLA).

Family and Medical Leave Act (FMLA)

The Family and Medical Leave Act is a federal law that covers all UCF employees; it entitles UCF employees who meet certain eligibility requirements to take up to 12 weeks of unpaid, job protected leave per fiscal year for specified Medical and Family reasons. It also includes Military Family Leave for qualifying exigencies and Injured Service Member Care Leave, plus a Domestic Violence Leave clause under Florida Statute.

Approved leave over 160 hours under the Family Medical Leave Act extends an employee’s tenure clock.  Faculty members interested in adjusting their tenure clock, or who have questions about their tenure clock, should contact Faculty Excellence at 407-823-1113 to discuss any adjustments.

Click here for additional information on the tenure clock.

Click FMLA Frequently Asked Questions for questions regarding the Family Medical Leave Act.

Both the “Medical Leave Request Form” and the accompanying “Certificate of Health Care Provider Form” must be completed and delivered to the employee’s supervisor for departmental signature. An employee who prefers that their medical information remain confidential may send the Certification of Health Care Provider form directly to Human Resources.

Prior to returning to work, an employee who is out on Medical Leave, due to his/her own injury or illness, must complete and return to his/her supervisor an Intent to Return to Work and Medical Release Form that states that s/he is able to return to work. The employee’s physician must complete the Medical Release Section of the Form.

In addition to a full Medical Leave of Absence, Medical Leave may be granted as follows:

An Intermittent Medical Leave of Absence :
The employee is working and may take time off intermittently for specific medical reasons confirmed by a health care worker. The employee may take time off periodically for one or more hours, or for up to ten (10) days. They must submit a Leave and Pay Exceptions Report (LAPER) to document the usage of accrued Sick Leave, Annual Leave, Compensatory Leave, and/or Leave Without Pay when s/he is not at work. It is the department’s responsibility to track the hours via the FMLA Log here. FMLA hours used cannot be made up and must be recorded and deducted from entitlement.

A Reduced Work Schedule Medical leave of Absence:
The employee is working less than his/her normal work schedule. The employee’s proposed work schedule must be attached to the leave request form and approved by their department. If a USPS employee is maintaining a reduced work schedule, he/she must submit a Timesheet to document the hours worked, and a Leave and Pay Exceptions Report (LAPER) to document the usage of accrued Sick Leave, Annual Leave, Compensatory Leave, hours granted from the Sick Leave Pool, or Leave Without Pay when s/he is not at work.

If an A&P or Faculty employee is maintaining a reduced work schedule, s/he must submit a Leave and Pay Exceptions Report (LAPER) to document the usage of accrued Sick Leave, Annual Leave, Compensatory Leave, hours granted from the Sick Leave Pool, or Leave Without Pay (LWO) when s/he is not at work.

Please click Sick Leave or Annual Leave for additional information on the use of accrued leave while on an approved medical leave of absence.

Forms required for Medical Leave
Medical Leave Request Form
Certification of Health Care Provider for Employee’s Serious Health Condition
Certification of Health Care Provider for Family Member’s Serious Health Condition
Intent to Return to Work and Medical Release Form

Click here for frequently asked questions regarding the Family Medical Leave Act (FMLA). For additional information on the Family Medical Leave Act ( FMLA) click here .

For specific information related to Faculty employees, refer to Article 17 of the UFF Collective Bargaining Agreement .

Military Family Caregiver Leave

An employee entitled to leave under the FMLA is entitled to a special leave entitlement that permits the employee to take up to 26 weeks of leave to care for a covered service member during a single 12 month period. A covered servicemember is: (1) a current member of the Armed Forces, including a member of the National Guard or Reserves, who is undergoing medical treatment, recuperation or therapy, is otherwise in outpatient status, or is otherwise on the temporary disability retired list, for a serious injury or illness*; or (2) a veteran who is discharged or released under conditions other than dishonorable at any time during the five-year period prior to the first date the eligible employee take FMLA leave to care for the covered veteran, and who is undergoing medical treatment, recuperation, or therapy for a serious injury or illness*

During Military Family Caregiver Leave, the leave is without pay. The leave may be with pay when the employee uses accrued annual or compensatory leave. In accordance to UCF Sick Leave provisions, sick leave may be used when the sick or injured person is a spouse, grandparent, parent, bother, sister , child, or grandchild.

Medical Leave Request Form
Certification for Serious Injury or Illness of Current Servicemember FMLA
Certification for Serious Injury or Illness of a Veteran FMLA

Military Family Qualifying Exigency Leave

Employees who have been employed with the University for one year and have worked 1250 hours in the 12 month period prior to requesting leave who have a spouse, son, daughter, or parent on active duty or call to active duty status in support of the national Guard or Reserves deployed to a foreign country in support of a contingency operation may use their 12 week Family Medical Leave Act entitlement to address certain qualifying exigencies. Qualifying exigencies may include short notice deployment, attending certain military events, arranging for alternative childcare, addressing certain financial and legal arrangements, attending certain counseling sessions, rest and recuperation, and attending post-deployment reintegration briefings. Also for certain activities related to the care of the military member’s parents, who is incapable of self-care where those activities arise from the military member’s deployment or impending deployment.

During Military Family Leave for a qualifying exigency the leave is without pay. The leave may be with pay when the employee used accrued annual or compensatory leave.

Medical Leave Request Form

Military Leave OPS Request Form

Leave of Absence Request – Military

Certification of Qualifying Exigency for Military Family Leave

Parental Leave

An employee may be granted an unpaid parental leave of absence not to exceed six months when the employee becomes a biological parent or a child is placed in the employee’s home pending adoption. The period of parental leave shall begin no more than two weeks before the expected date of the child’s arrival unless otherwise approved by the supervising physician and not later than twelve months after the arrival of the child.

A parental leave may be eligible for Family and Medical Leave Act protection if an employee meets the requirements below:  

  • Faculty, A&P, USPS, and OPS employees must be employed for at least twelve (12) months (these need not be consecutive months).
  • In addition the employee must have worked at least 1250 hours in the twelve (12) month period immediately preceding the Leave Request.

If the employee meets both of the above requirements the employee is eligible, upon request, for twelve (12) weeks of unpaid Parental Leave under the provisions of the Family and Medical Leave Act. The first 12 work weeks of parental leave will be considered entitlement under FMLA. In no case shall parental leave extend beyond six months.

Family and Medical Leave Act (FMLA)

The Family and Medical Leave Act is a federal law that covers all UCF employees; it entitles UCF employees who meet certain eligibility requirements to take up to 12 weeks of unpaid, job protected leave per fiscal year for specified Medical and Family reasons. It also includes Military Family Leave for qualifying exigencies and Injured Service Member Care Leave, plus a Domestic Violence Leave clause under Florida Statute.

Approved leave over 160 hours under the Family Medical Leave Act extends an employee’s tenure clock.  Faculty members interested in adjusting their tenure clock, or who have questions about their tenure clock, should contact Faculty Excellence at 407-823-1113 to discuss any adjustments.

Click here for additional information on the tenure clock.

Upon request, employees may use accrued leave, with management approval; otherwise, the leave will be without pay. Sick leave may be used while the employee or family member is under the care of a physician.

Please note the following:

  • Sick Leave may only be used during the period while the employee or spouse is under the care of a physician, normally six to eight weeks after delivery. The employee may also be entitled to use sick leave under the provisions of the Family and Medical Leave Act to care for a newborn that has a serious health condition.  When the employee is not the child’s biological parent, parental leave shall normally be leave without pay; however, use of accrued sick leave shall be granted when a UCF Medical Certification Form has been provided that states that the child has a serious health condition or state that the employee is needed to provide basic medical or personal needs, safety, transportation, or to provide psychological support. For adoption, documentation is also required to show that the child has been placed in the employee’s home.
  • Annual Leave or Compensatory Leave may be used during the parental leave.
  • A Leave and Pay Exceptions Report must be submitted  each biweekly pay period while using accrued leave.
  • Faculty employees may only use accrued leave during periods covered by a valid employment agreement.

Prior to returning to work, an employee who delivers a child must submit to his or her supervisor an Intent to Return to Work and Medical Release Form that states that the employee is able to return to work.

Parental Leave Forms
Parental Leave Request Form
Certification of Health Care Provider for Employee’s Serious Health Condition
Certification of Health Care Provider for Family Member’s Serious Health Condition
Intent to Return to Work and Medical Release Form
In unit Faculty MOU for Paid Parental Leave

For specific information related to Faculty employees including FAQs, modified instructional duties, and paid parental leave, refer to the Faculty Excellence website or Article 17 of the UFF Collective Bargaining Agreement.

For specific information related to Graduate Students and paid parental leave, reference the Graduate Student Catalog.

Click here for frequently asked questions regarding the Family Medical Leave Act.

Military Leave

Procedures Applicable to Employees on Military Leave
Military Leave of Absence – How It Affects Benefits
People First should be contacted at 1-866-663-4735 by either the employee or the power of attorney prior to (or as close to) the beginning of the military leave of absence to discuss the continuation or cancellation of benefit plans. The employee should ensure that the power of attorney has the contact name(s) and telephone number(s) of the benefits representative in the event circumstances change and updates to benefits must be made.

During the first 30 calendar days of military leave, the employee will remain in full and active pay status. Premiums and other deductions continue to be deducted from the employee’s paycheck. Following the first 30 calendar days, the employee may elect to use annual, sick, or compensatory leave intermittently each pay period to cover premiums and deductions, or be placed on unpaid leave. The employee should contact the Human Resources – Leave of Absence Section who can provide an estimate of the employee paid portion of premiums and deductions. The premiums may either be deducted from the employee’s pay check through the use of paid leave, military pay supplement (if eligible), or by submitting a personal check or money order directly to Human Resources.

Health/life/supplemental insurance benefits
An employee called to active duty has the option to continue or cancel any coverage in any benefit plans the employee was enrolled in at the time of reporting for active duty. For health and basic life, the University will continue to pay the state share of the premiums for that coverage. The employee will continue to be responsible for any amount that the employee had been paying.

If enrolled in optional life or any supplemental insurance coverage, the employee may continue or cancel any or all of the coverage. Since the premiums for this coverage is the total responsibility of the employee, employees that continue the coverage are responsible for the entire monthly premium.

For those that elect to continue an insurance coverage, any premium amounts due from the employee will continue to be deducted from each payroll. If the amount of the employee’s pay is not sufficient, the employee or their representative must make the payments by personal check or money order. In such instances, payments will be due to Human Resources no later than the first (1) day of the month prior to the coverage, i.e., by October 1 for November coverage. If the payment is made after that date, the employee risks a suspension of coverage.

The basic life insurance and optional life insurance both provide additional coverage for accidental death and dismemberment, at no cost. Regardless of the reason for the death, the basic and optional life insurance will pay the beneficiary. However, the additional coverage for accidental death and dismemberment is paid in the event of an accident and will not be paid if death occurs due to war or any act of war, declared or undeclared. Since it is provided at no cost, it is not possible to cancel the accidental death and dismemberment coverage and retain the basic life coverage.

An employee that cancels an insurance coverage due to being called to active duty, may reenroll in that same coverage if the employee returns to work no later than ninety (90) calendar days after separation from military service, by contacting People First at (866) 663-4735 within thirty-one (31) calendar days after returning to work. For such employees, any pre-existing condition provisions of any coverage will not apply to those persons who were insured under the employee’s coverage in effect at the time the employee was called to active duty.

Medical care reimbursement/dependent care spending accounts
Enrollment in medical care reimbursement and dependent care spending account enrollments may be continued at the elected amount, at a reduced amount or cancelled. The same reenrollment provisions apply to these accounts as apply to an insurance coverage, except that an employee that cancels a medical care reimbursement account may not reenroll in such an account in the same calendar year. Also, if the employee’s pay is less than the amount of the deduction, the employee or their representative must make the payments by personal check or money order.

Remember that open enrollment is held in the Fall of each year, Please contact People First or the UCF Human Resources office for the open enrollment dates. Employees are encouraged to make their necessary benefit changes prior to departure.

Tax Sheltered Annuity [403(b)]
If the employee remains in a full or partial pay status, the employee/designee must decide whether to continue or cancel the reduction. The employee or designee should contact the TSA company representative or contact the UCF Human Resources Office- Benefits Section at (407) 823-2771 to discuss options.

Deferred compensation
An employee’s military pay cannot be considered by the State in computing the amount of deferral. Upon call-up, an employee who is participating in the deferred compensation program may choose whether or not he/she wishes to continue his deduction while serving on active duty. Unless the appropriate papers have been processed through the Deferred Compensation Office, deferrals will continue at the same amount as was in effect prior to call-up, unless the military pay supplement is not sufficient to cover the deferral.

If an employee wishes to discontinue their deduction, they must contact their investment provider directly. If the employee is not sure who his/her investment provider is, they can contact the State Deferred Compensation Office toll-free at 877-299-8002.

Retirement contributions
Employees on military leave may receive retirement credit under Division of Retirement and Florida Retirement System rules per Florida Administrative Code 60S-2.005 and Section 121.111 of the Florida Statue. Requirements and eligibility may vary by retirement plan. Contact the Human Resources Benefits section at [email protected] or (407) 823-2771 for specific details.

Leave accrual– Annual and Sick
The first 30 calendar days of the military leave of absence is with full pay with no reduction to accrued leave or compensatory leave. After the 30 calendar day period the employee may use accrued annual, sick, or compensatory leave to remain in an active pay status and will continue to accrue annual and/or sick leave proportionate with the number of hours in active pay status.

Employees on military leave will continue to earn full annual leave, sick leave, and holiday pay. All unused leave is retained for the employee and credited to his/her account upon return to employment. For a USPS employee called to active duty that have an annual leave balance in excess of 240 hours on December 31 of each year, the excess hours are converted to the employee’s sick leave account. For Faculty and A&P employees called to active duty who have an annual leave balance in excess of 352 hours on December 31 of each year, the excess hours are converted to the employee’s sick leave account.

Sick Leave Pool
Members of the sick leave pool may not use hours from the pool while on military leave. While on military leave, though, an employee may make a contribution to the sick leave pool to replenish hours when notified this is a condition of continued membership.

Re-employment
Employees who are reservists called to active military service must notify the agency within 30 days from the date of release from active service. The employee or his/her power of attorney is responsible for notifying the University of the last day of active duty.

Miscellaneous Collection Deductions
If the employee has monetary obligations (i.e., Garnishments, Court Ordered Support, IRS Tax Levies, Federal Student Loans) being deducted from his/her check, these deductions will continue to be processed through the payroll system in the normal manner. Employees are responsible for making up any difference in the amount owed for court ordered support by submitting payment via personal check or money order to the Benefits Department.

Other payroll deductions
Employees who have deductions for credit unions or other deductions which were being payroll deducted prior to the call to active duty must advise the payroll office of their wishes to continue or stop each of these deductions. Parking deductions will resume upon return to the University until total payment has been received.

Direct Deposit
Direct Deposit (EFT) will continue.

The military pay supplement should cease upon the employee’s release from active military service. The employee or his/her power of attorney is responsible for notifying Human Resources of the last day of active duty. However, an employee may request and the University may approve the use of paid leave to cover the period between the employee’s release and their return to work.

Return to Reemployment from Active Military Duty
Upon the employee’s return from the military leave, the department completes and submits an ePAF returning the employee to work. A copy of the employee’s discharge papers should be kept by the department. The employee must contact People First at 1-866-663-4735 and Human Resources Benefits Section at 407-823-2771 within 30 days of discharge to discuss reenrollment opportunities into Benefit plans and to ensure the period of leave is properly credited to the employee’s retirement account. A copy of the discharge papers may be required.

Death
If the employee dies during the military leave, the power of attorney should immediately contact the University Benefits Section for assistance and to discuss benefits options that may be available to the surviving spouse, dependents, or beneficiary.

Military Leave Request Form
Military Leave Request Form for OPS
Military Leave Checklist

Personal Leave

An employee may be granted a personal leave of absence for non medical reasons, provided the university deems such leave to be justified and not detrimental to the operations of the organization. The approval of any leave of absence, with or without pay, is at the discretion of the employee’s supervisors and the Chief Human Resources Officer.

While on an approved personal leave of absence, an employee may be in paid leave status when he/she is using annual or compensatory leave in accordance with UCF’s Leave Policy. The employee may request to be on unpaid leave or a reduced work schedule. When on leave without pay, the employee is responsible for the full premium cost (employer and employee contributions) for basic life insurance benefits.

To apply for a personal leave, the employee must submit a Personal Leave of Absence Request Form. For Faculty members this form must be approved by the Provost (or designee). For A&P and USPS employees the form must be approved by the Chief Human Resources Officer (or designee).

Forms required for Personal Leave
Personal Leave Request Form
Intent to Return to Work Form (non medical)

Florida Disaster Volunteer Leave Act

An employee of the University of Central Florida may be granted a leave of absence with pay for not more than 15 work days in any 12 month period to volunteer for specialized disaster relief services. Such leave of absence may be granted upon the request of the employee and upon the approval of the employee’s employing agency after verifying the employee’s volunteer status. An employee granted leave under this section is not deemed to be an employee of the state for purposes of workers’ compensation. Leave under this act may be granted only for services related to a disaster occurring within the boundaries of the State of Florida, except that, with the approval of the university president or designee, leave may be granted for services in response to a disaster occurring within the states or territories of the United States.

An employee who is granted leave under this section must attest to his or her employing agency that her or she has completed his or her volunteer service for a disaster, and must also specify the period of time for which he or she served as a volunteer for that event and a description of the disaster response or recovery services that the employee provided.

Legal Sources:
* State of Florida Section 110.120 Florida Statutes

Leave of Absence Request – Military

Leave of Absence Request – Personal

 

Victims of Domestic & Sexual Violence

The University will provide up to 3 days of unpaid leave (the leave may be paid if the employee has accumulated leave) to an employee who is a victim of domestic or sexual violence or has a family or house hold member who is a victim of domestic or sexual violence whose interests are not adverse to the employee as it relates to the domestic or sexual violence may take unpaid leave from work to address domestic or sexual violence by:

  1. Seek an injunction for protection against domestic violence or an injunction for protection in cases of repeat violence, dating violence, or sexual violence.
  2. Seeking medical attention for, or recovering from, physical or psychological injuries caused by domestic or sexual violence to the employee or the employee’s family or household member.
  3. Obtaining services from a victim services organization, including, but limited to a domestic violence shelter or program or a rape crisis center.
  4. Making the employee’s home secure from the perpetrator of domestic violence or finding a new home to escape the perpetrator.
  5. Seeking legal assistance to address issues arising from domestic violence or attending or preparing for court related proceedings arising from the act of domestic violence.

Family or household member means a spouse, parent, son, daughter and persons jointly residing in the same household.

The employee must provide the University with at least 48 hours advance notice of the employee’s intention to take the leave unless providing such notice is not practicable. The Leave of Absence Request Form will be utilized to request leave under this policy. When an absence occurs, the University will not take any action against the employee if the employee provides documentation or certification of the event within 15 calendar days of the event or when requested by the University.

The University will require the employee to provide documentation or certification that the employee or the employee’s family or house hold member is a victim of domestic or sexual violence and the leave is for one of the purposes stated in the statute and listed above. The employee must provide such documentation or certification within 15 calendar days of the event or after the University has requested documentation or certification. Completing the Leave of Absence Request form initiates the process, and the employee shall provide:

  1. Documentation from an employee, agent, or volunteer of a victim service organization, an attorney, a member of the clergy, or a medical or other professional from whom the employee or the employee’s family or household member has sought assistance in addressing domestic or sexual violence and the effects of the violence.
  2. A police or court record: or
  3. Other corroborating evidence.

Through the Employee Assistance Program (EAP), employees are provided with experienced, professional counselors who help with virtually all types of personal problems.  Click here to learn more.