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									                                                               IT&S Training and Development
                                                                    University Hospitals
                                                                Management Services Center




    Employee Direct Access: Requesting a Leave of Absence
    As an employee, you have three ways that you can request a leave of absence. You can—
      • Submit a leave request online using Employee Direct Access (EDA)
      • Alert your manager who will then initiate the leave request through Manager Direct Access
        (MDA)
      • Contact HR Services who will then initiate the leave request through MDA
    This document will help you to—
      • Where possible, request the request in EDA
      • If necessary, resubmit the leave request
      • Complete the Certification of Physician form
      • Complete the Return to Work Authorization form
      • Understand leave policies and available types




1                                                              QUICK START GUIDE
Employee Direct Access: Requesting a Leave of Absence




Requesting Leaves
To request a leave, follow these steps:
1. Log into EDA.
             The system displays a list of actions available for the EDA responsibility.




2. Select Request Leave of Absence.
             The system displays the Request Leave of Absence page.




3. Click the Create a New Absence Request button.




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                                                Employee Direct Access: Requesting a Leave of Absence




            The system displays the Create an Absence Request page.




4. Enter information about the planned absence:
            For information on leave types and policies, refer to page 9.
    a. In the Absence Status field, always use Planned. This field is required and defaults to
       Planned.
    b. In the Absence Type field, select an absence type that begins with Leave (i.e., Leave –
       FMLA, Leave – Military, etc.). This field is required.

                 Do not use the Leave – FMLA (Extension) or Leave – Medical (Extension) absence
                 types. These options are for Corporate Health use only.

    c. In the Absence Reason field, select an absence reason.
    d. In the Start Date field, to select a proposed start date, type a date in the field or click the
            (calendar) icon to select a date. This field is required.
    e. In the End Date field, to select a proposed end date, type a date in the field or click the
            (calendar) icon to select a date.
    f.   In the Comments field, type additional comments.
5. Click the Next button.




3                                                                            University Hospitals
Employee Direct Access: Requesting a Leave of Absence




             The system displays the Review page.




6. Review information about your planned leave.
             Click the Back button to make any changes as needed.
7. Click the Submit button.
8. Click the Home button.
9. Complete the Certification of Physician form.




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                                                      Employee Direct Access: Requesting a Leave of Absence




Resubmitting Denied Requests
In some cases, HR Services or Corporate Health may deny a request for medical or FMLA leave.
HR Services will work with you to resubmit your request using the appropriate leave type.

           Denied leaves that are resubmitted (where appropriate) will be considered PTO time
           and may be subject to corrective action.

EDA will be updated to include the reason the request was denied. Standard comments will be
listed in the Comments field to indicate the reason and any next steps. Use the table below to
review the comments you may see for denied requests:

                        Comment                                                 Next Step

    Exhausted your FMLA annual hours – not eligible       Resubmit the request as a personal leave request by
    for FMLA leave                                        following the instructions that begin on page 2. When
                                                          you get to step 4, select Leave – Personal in the
    Have not met the 12 month service requirement –       Absence Type field.
    not eligible for FMLA or Personal/Education leave     Note that personal leaves are paid while you have
                                                          available PTO, and then become unpaid leaves. You
    Have not met the 1,205 worked hours                   are responsible for paying some portion of your
    requirement – not eligible for FMLA leave             benefits during this time.

    Does not meet age requirement for FMLA to care
    for child – child must be under age 18.

    Have not met initial employment requirement –         Resubmit the request and select Military in the
    not eligible for any leave type except Military       Absence Type field if appropriate.

    Have submitted the request using actual dates –       Resubmit the request and select Planned in the
    resubmit using proposed dates only                    Absence Status field.

    You are not eligible for the leave type submitted,    Resubmit the request and change your selection in
    but are eligible to request the follow leave types:   the Absence Type field to correspond to the
    XXXX, YYYY                                            specified type.

To resubmit a denied request, follow the instructions that begin on page 2.




5                                                                                    University Hospitals
Employee Direct Access: Requesting a Leave of Absence




Completing the Certification of Physician Form
If you are requesting an FMLA or medical leave, you and your physician or practitioner will need
to complete the Certification of Physician form and return it to Corporate Health.

        You must submit the completed Certification of Physician form within fifteen (15) days
        after you have received notification from HR Services.

To access the form:
1. Log into EDA.
2. Select Request Leave of Absence.
3. Click the Certification of Physician button.
             The system displays the form.



                                                                     Note: An updated version of
                                                                     this form may be available.
                                                                     Your form may look
                                                                     different.




                       Page 1 of Certification Of Physician Or Practitioner Form




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                                              Employee Direct Access: Requesting a Leave of Absence




                                                                    Note: An updated version of
                                                                    this form may be available.
                                                                    Your form may look
                                                                    different.




                     Page 2 of Certification Of Physician Or Practitioner Form
4. Print the form.
5. Complete the sections designated “To Be Completed By Employee”.
           Note that the form has two pages. Be sure to complete all relevant sections.
6. Have your physician or practitioner complete the sections of the form designated “To Be
   Completed By Physician/Practitioner”.
7. Return the form to Corporate Health.
           The return address and the fax number are both listed on the form.
           You must submit the completed Certification of Physician form within fifteen (15) days
           after you have received notification from HR Services.




7                                                                           University Hospitals
Employee Direct Access: Requesting a Leave of Absence




Returning to Work
When you are returning to work after an FMLA or medical leave, you will need to complete the
Return to Work Authorization form. Typically, this form should be completed two days prior to
your return.
To access the form:
1. Log into EDA.
2. Select Request Leave of Absence.
3. Click the Return to Work Authorization button.
             The system displays the form.



                                                                      Note: An updated version of
                                                                      this form may be available.
                                                                      Your form may look
                                                                      different.




                                 Return to Work Authorization Form
4. Print the form.
5. Complete the form and return it to Corporate Health.
             The return address and the fax number are both listed on the form.




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                                              Employee Direct Access: Requesting a Leave of Absence




Understanding Leave Policies and Available Types
Use the information in the following table to help you understand the leave policies and the
types of leave you can request:

    Leave Name            Eligibility        Approval           Job Protection       Maximum Leave

                                                                                   12 weeks
Family Medical                                                                     Can then apply for
Leave Act (FMLA)                                                                   a medical leave
                                         Leave approved
                    12 months of         through Corporate    12 weeks
                    service with 1,250   Health based upon    regardless of paid
                    hours of paid time   health criteria      or unpaid
                                         under FMLA
FMLA Intermittent




                    After initial                                                  26 weeks including
                    employment period                         30 calendar days     FMLA time
                    (90 days)            Leave approved       of job protection
                                         through Corporate
Medical Leave       Not eligible for                          Does not apply if
                                         Health based upon
                    intermittent or      health criteria      FMLA time has
                    reduced work                              been exhausted
                    schedule

                                                              Meets re-            One year
                                                              employment
                    Called to active     Advance notice to
Military Leave                                                requirements and
                    duty                 manager and HR
                                                              is qualified for
                                                              previous position

                    Compelling reason                                              4 weeks
                    1styear – not
                    eligible             Manager and HR
                                         Senior vice-         30 calendar days
Personal Leave      2nd year – 1 week
                                         president approval   of job protections
                    3rd year – 3 weeks   of exceptions
                    Over 3 years – 4
                    weeks


                    12 continuous                             30 calendar days
Sabbatical                               Manager and HR
                    months of service                         of job protections


                                                                                   9 months
                    12 continuous                             30 calendar days
Education Leave                          Manager and HR
                    months of service                         of job protections




9                                                                           University Hospitals
Employee Direct Access: Requesting a Leave of Absence




   Leave Name                Eligibility             Approval           Job Protection        Maximum Leave

                       After initial
                       employment period
                       (90 days)              Leave approved
Worker’s
                                              through Corporate
Compensation           Not eligible for       Health based upon
Leave                  intermittent or        health criteria
                       reduced work
                       schedule

Additionally, some leave types are unpaid and all require you to pay for some portion of your
benefits while on leave:

    For this leave type—                   You are paid using—                       You may be unpaid—

                               Short-term/long-term disability (STD/LTD)

 Family Medical Leave          Paid time off (PTO)
                                                                              If no employee time is available
 Act (FMLA)                    STD supplement
                               Old vacation bank

                               STD/LTD
                               PTO
 FMLA Intermittent                                                            If no employee time is available
                               STD supplement
                               Old vacation bank

                               STD/LTD
                               PTO
 Medical Leave                                                                If no employee time is available
                               STD supplement
                               Old vacation bank

                               Difference between base monthly salary
                               and gross military pay for up to 3 months of
                               each deployment                                If no paid time off is available
 Military Leave                                                               and/or active duty pay is greater
                               Over 3 months pays ½ of UH salary less
                                                                              than UH base salary rates
                               military pay for up to 9 months
                               May use PTO

                                                                              If all PTO and old vacation bank
 Personal Leave                All PTO prior to going unpaid
                                                                              time is used


 Sabbatical                    PTO or can go unpaid                           If out of PTO


 Education Leave               PTO or can go unpaid                           If out of PTO




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                                               Employee Direct Access: Requesting a Leave of Absence




     For this leave type—              You are paid using—                  You may be unpaid—

                            Worker’s comp
 Worker’s Compensation
                            PTO                                       If no employee time is available
 Leave
                            Old sick/vacation banks




11                                                                         University Hospitals

								
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