Leave of Absence Requests

A leave of absence (LOA) allows employees experiencing extraordinary circumstances to take an extended period off work. LOAs can be paid or unpaid and differ from vacation or paid time off (PTO).

Common reasons for LOAs are childbirth, adoption, caring for an ill family member, serious health conditions or military leave. In such cases, employees may be entitled to a leave of absence by federal or state law, which allows for time away from work and offers job protection.

Leave of Absence Process

View and Download the Leave of Absence Request Process (PDF)

1. Submit a New Leave Request

The employee submits a new leave request using the webform below for the following leaves: Family Medical Leave, Parental Leave, Personal Leave (Staff), Extended Personal Leave (Appointed), Military Leave, and Extended Military Leave only.

2. Notice of Eligibility

The leave specialist receives the request, determines eligibility and notifies the employee and supervisor with a Notice of Eligibility. If eligible, the leave specialist will request additional documentation (as needed), such as medical certification, how to apply for short-term disability or Parental Leave Request Form.

3. Medical or Other Certifications

If eligible for Family and Medical Leave (FML), the employee returns the medical certification completed by the employee’s or qualified family member’s treating physician. Documentation is also required for military leave and exigencies. A medical certification is not needed for birth or bonding with a child.

4. Approval or Denial of Leave

The leave specialist sends the employee and supervisor a Designation Notice approving or denying the leave. The designation notice includes the dates and the type of leave—continuous, intermittent, or reduced work schedule. The supervisor is provided with time reporting codes to apply to the employee’s timesheet while on leave.

5. Timekeeping

Continuous Leave

The employee's supervisor or assigned timekeeper enters time on the employee's timesheet during their leave.

Intermittent Leave/Reduced Work Schedule

The employee enters time on their timesheet during intermittent or reduced schedule leave.

6. Return To Work

The leave specialist will confirm the employee's return before the employee's return-to-work date. If the reason for leave was due to the employee's own medical condition, the employee must submit a return-to-work notice from their medical provider in order to return.

Requesting a Leave of Absence

Specific leave requests (outlined below) are submitted through a webform and directly routed to a leave specialist. If you are unsure about the leave you require or whether you are eligible, you can contact a leave specialist directly or submit a form.

If you don't have access to a computer or someone needs to submit
a request on your behalf (and are not an employee), contact a leave specialist.

Submit a Leave of Absence Request Form for these Leaves

Family and Medical Leave (FML)
The Family and Medical Leave Act (FMLA) is a federal law that allows eligible employees to take job-protected unpaid leave for specific qualifying reasons. During FML, employees must use sick, vacation, and compensatory time.

Military Training Leave
Leave with pay for active duty or active duty training not exceeding 30 working days in 2 consecutive calendar years. If employees exhaust the 30 days, they can use vacation time to continue pay.

Extended Active Military Leave
Extended active duty is more than 30 days. Employees who are members of the National Guard or a reserve component of the U.S. Armed Forces will receive their regular compensation during the first 30 days of active duty or active-duty training. After 30 days, the leave is unpaid.

Parental Leave
Eligible employees may take up to 12 weeks of paid and 12 weeks of unpaid parental leave for each employee parent. Employees must use sick and vacation time during the unpaid parental leave period.

Approved Personal Leave (Staff)
This unpaid leave is granted to employees with approved requests for up to one calendar year at the discretion of the responsible administrator.

Approved Extended Leave - Appointed Personnel
Unpaid leave may be granted for up to one calendar year at the discretion of the employee's department head, dean, and Provost.

Submit a Leave of Absence Request

These leaves do not require a Leave of Absence Request form. Requests should be made to your supervisor, unit, or college/department.

Potential Pay Options While On Leave

Short-Term Disability

You can use Short-Term Disability if:

You have elected this benefit
You applied to use the benefit, and
Meet the specified criteria.

Review Short-Term Disability Insurance

Long-Term Disability

You may use Long-Term Disability* if:

You applied to use the benefit, and
Meet the specified criteria.

^{*All benefits-eligible employees are automatically enrolled in long-term disability coverage.}

Review Long-Term Disability Insurance

Compassionate Transfer of Leave

To be eligible for Compassionate Transfer of Leave:

You must be on an approved leave.
You must meet the criteria outlined in the policy.

Review the requirements and procedures

Leave Interference

The FMLA entitles eligible employees of covered employers to take unpaid, job-protected leave for specified family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave. The law prohibits employers from interfering with, restraining, or denying the exercise of, or the attempt to exercise, any FMLA right.

Learn more about FMLA protections.

If you believe your supervisor or department is interfering with your right to take FML or retaliating against you, contact Cathy Grogan, Assistant Director, Benefits, at 520-621-7525 or cgrogan@arizona.edu.