Watch the video below for an overview of the new Leaves of Absence procedure.
The new Leave ACT Document reasons have been created to assist with appropriately tracking leave types and statuses. Pay status will no longer be tracked in ACT; see "FAQs for Managers" tab above for additional information.
ACT Document Reasons |
ACT Sub Group Categories |
| Medical FMLA | Employee Illness Family Birth of a Child Adoption/Foster Case Living Donor OJI Bone Marrow Donor |
| Medical Non-FMLA | Employee Illness Birth of a Child OJI |
| Personal Leave | Personal Leave Administrative Work Authorization |
| Personal Leave Without Pay | Administrative Work Authorization |
| Sabbatical | Sabbatical Half Pay Sabbatical Full Pay |
| Educational | Educational |
| Military FMLA | Military Qualifying Exigency Military Serious Health Condition |
| Military Non-FMLA | Military Leave |
How does the employee request leave?
What communications can I expect during this process?
How do I know if the employee received approval for leave?
Do I create an ACT document for Intermittent Leave?
How do I return an employee from a Leave of Absence?
What if an employee needs an extension of a Leave of Absence?
Do I need to contact the employee while on a Leave of Absence?
Does the manager complete a Return to Work ACT document?
Can leaves be processed retroactively?
How will the manager know if the return to work includes work accommodations?
What forms does the employee use for Health Care Provider Certification?
Does the new online intake form verify eligibility for FMLA, etc?
Always
Only when certain conditions apply
| Leave Process Step | Employee | Supervisor (from Oracle) | Level 1 approvers in WAM for doc type "LEAVES" |
| Employees can include an additional personal email address in the request form. | Click here for instructions on using the HRUAB Supervisor Find & Replace Program to mass update supervisor in Oracle. Click here for instructions on how to update supervisor in Oracle via ACT Data Change. |
Click here for instructions on how to update your unit’s WAM approvers. | |
| When employee submits an online request for leave: | ✓ | ✓ | ✓ |
| Reminder emails to employee to submit documents supporting their leave: | ✓ | ||
| Escalation emails when employee has not sent supporting documents: | ✓ | ✓ | ✓ |
| Confirmation when Employee Health receives supporting medical documents: | ✓ | ||
| When an employee is approved for leave: | ✓ | ✓ | ✓ |
| One week prior to expected return to work date — reminder about medical release and return to work: | ✓ | ||
| If employee has not provided a medical release to return to work (3 days prior to expected return date): | ✓ | ✓ | ✓ |
| When return to work is approved and return to work ACT Document required by department: | ✓ | ✓ | |
| Denial letters: | ✓ | ✓ | ✓ |
The supervisor listed in Oracle will receive a copy of the employee’s notification of approval or denial.
No. It is the department’s responsibility to keep record of the time away from work while on intermittent leave. The time taken will count toward the total time allowed for leave under FMLA regulations.
All paid time off should be tracked using the appropriate system (eLas, Hospital Kronos or Campus Kronos) and pay codes (Sick or FMLA Sick, Vacation or FMLA Vacation, etc. — see "eLas & Kronos FAQs" tab above for more information).
Maximum time allowed is 12 work weeks for family-related reasons and when medically necessary for the employee’s health condition. The amount of leave allowed per year is based on a “rolling” 12-month period measured backward from the date an employee uses any family-related leave.
Click here for instructions on processing a Return from Leave ACT document. See communications chart above for more information.
If the extension is within the 12-week window, the leaves team will process the extension in conjunction with the department. If it extends beyond the 12-week window, then the leave MUST be approved by the department before the extension can be processed.
⇨ Department Approval of Non-FMLA LOA Form
It is recommended that the supervisor stay in contact with the employee on an on-going basis. It is the employee’s responsibility to keep the supervisor in the know about their expected return date or if the expected return date changes.
Yes.
Yes.
The Leaves Team will advise you if work accommodations are needed.
⇨ Health Care Provider Certification Form
⇨ Return to Work Form
Yes.
What paycodes do we use to track time off?
For bi-weekly employees, do the time editors in Kronos need to do anything at the end of the pay period (i.e. certify time, approve time, etc.)?
For monthly employees, will they still be able to elect what benefit time they would like to take first?
If time is donated or granted from the pool, will Central HR add that time back to Kronos/eLAS?
For intermittent leave, is the appropriate person in the department notified of what has/has not been approved so the department can enter the time in Kronos and eLAS?
ACT Reason |
eLAS |
Campus Kronos |
Hospital Kronos |
| Medical — FMLA: | |||
| Employee Illness Family Birth of a Child Adoption/Foster Care Living Donor OJI Bone Marrow Donor |
FMLA Sick (in hours) FMLA PH (in hours) FMLA Vacation (in hours) FMLA w/out Pay (in hours) |
FMLA Sick FMLA PH FMLA Comp Time FMLA Vacation |
UAB Sick FMLA UAB Per Hol FMLA UAB Vac FMLA |
| Medical — Non FMLA: | |||
| Employee Illness Birth of a Child OJI |
Sick PH Vacation |
Sick Personal Holiday Comp Time Vacation |
UAB Sick UAB Per Hol UAB Vac |
| Personal Leave: | |||
| Personal Leave Administrative Work Authorization |
Personal Holiday Vacation |
Comp Time Personal Holiday Vacation Away With Pay |
UAB Vac UAB Paid Leave UAB Suspended UAB Time Off without Pay |
Time editors will need to enter the time. Payroll recommends that everyone’s time is “approved”. This can be the time editor OR the supervisor. This applies even when the employee is not on leave.
For employee illness, the general order is Sick, Comp Time, PH, Vacation. The correct FMLA codes exist in eLAS and will be updated in Kronos by end of year.
Yes.
Intermittent leave is managed at the department level. Once the Leaves of Absence Team receives approval from the doctor, the Leaves Team provides the expiration date (generally 6 months to 1 year) to the department and subsequently, the time is tracked by the employee/department by selecting the FMLA paycodes in eLAS/Kronos when they take time off.