Click on a step below to expand for more information.
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Step 1: Request Leave
Step 1
- Employee submits request for leave through the UAB LEAVE of ABSENCE REQUEST APP.
- Employee and Manager receive email from leave@uab.edu confirming receipt of request.
- FMLA eligibility policy and required forms/next steps emailed to Employee.
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Step 2: Submit Certification
Step 2
- Employee and his/her Health Care Provider complete medical certification forms: Certification of Healthcare Provider for Serious Health Condition Form.
- Employee or Health Care Provider submits completed forms to UAB Employee Health via fax at 205-975-6900 or email to medleavedocs@uabmc.edu.
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Step 3: Eligibility Verified
Step 3
- UAB Employee Health notifies Leave of Absence (LOA) Team upon verification of medical requirements.
- LOA Team reviews claim and emails approval or denial of leave to the Employee, Manager and Department Contact.
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Step 4: Employee on Leave
Step 4
- If approved, Employee goes on leave.
- Employee must use accrued benefit time before moving to unpaid status.
- Employee maintains communication with LOA Team (leave@uab.edu), UAB Employee Health and their Department, if there are any changes to condition or expected return date.
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Step 5: Return from Leave
Step 5
For Employee Illness Leave and Birth, Adoption, Foster Care Leave:
- Employee’s Health Care Provider sends Request to Return from Medical Leave of Absence Form to UAB Employee Health.
- LOA team contacts Manager/Department Contact regarding return to work status.
For Family Illness Leave:- Employee/Department Contact notifies LOA Team when employee returns to work.
Click on a step below to expand for more information.
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Step 1: Submit Request
Step 1
Personal Leave of Absence is coordinated with the manager and department representative. Personal leave is for any condition/situation that is outside of Medical or Military Leaves of Absence.
- Employee submits a written request to the Manager/Department detailing the reason and timeframe for leave.
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Step 2: Department Approves/Denies
Step 2
- Department approves or denies the request for personal leave: Department Approval of Non-FMLA Medical LOA Form.
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Step 3: Approval Submitted
Step 3
- If approved, the department will submit Department Approval of Non-FMLA Medical LOA Form to the Leave of Absence Team at leave@uab.edu for official recordkeeping.
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Step 4: Employee on Leave
Step 4
- If approved, Employee goes on leave.
- Employee must use vacation and personal holidays before moving to unpaid status.
- Employee maintains communication with Department if there are any changes to terms of leave.
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Step 5: Return from Leave
Step 5
- Employee returns to work.
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Leaves of Absence Resources
- Medical Certification Form
- Personal Leave/Department Approval Form
- Manager Leave Process Review
- Leave Process for Employees: Medical Leave
- Leave Process for Employees: Personal Leave
Watch the video below for an overview of the Leaves of Absence procedure.
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Processing Leave ACT Documents
The 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 DonorMedical Non-FMLA Employee Illness
Birth of a Child
OJIPersonal Leave Personal Leave
Administrative
Work AuthorizationPersonal Leave Without Pay Administrative
Work AuthorizationSabbatical Sabbatical Half Pay
Sabbatical Full PayEducational Educational Military FMLA Military Qualifying Exigency
Military Serious Health ConditionMilitary Non-FMLA Military Leave -
FAQs for Managers
Select a question below for more information.
Q: How does the employee request leave?
Q: What communications can I expect during this process?
Q: How do I know if the employee received approval for leave?
Q: Do I create an ACT document for Intermittent Leave?
Q: How do I return an employee from a Leave of Absence?
Q: What if an employee needs an extension of a Leave of Absence?
Q: Do I need to contact the employee while on a Leave of Absence?
Q: Does the manager complete a Return to Work ACT document?
Q: Can leaves be processed retroactively?
Q: How will the manager know if the return to work includes work accommodations?
Q: What forms does the employee use for Health Care Provider Certification?
Q: Does the new online intake form verify eligibility for FMLA, etc?
Q: How does the employee request leave?- Direct employees to the online intake form: UAB LEAVE of ABSENCE REQUEST APP.
- HR Partners/managers can submit the online leave request on behalf of employees.
- The employee and the supervisor (from Oracle) will receive an automated email from the new online intake form once the employee submits their request for leave.
Q: What communications can I expect to receive during this process?Always
Only when certain conditions applyLeave Process Step Employee (Employees can include an additional personal email address in the request form.) Supervisor (from Oracle)* Level 1 approvers in WAM for doc type "LEAVES"** 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: ✓ ✓ ✓ *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.
Q: How do I know if the employee received approval for leave?The supervisor listed in Oracle will receive a copy of the employee’s notification of approval or denial.
Q: Do I create an ACT document for Intermittent Leave?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 (UAB Medicine Kronos, Campus Time & Attendance) and pay codes (Sick or FMLA Sick, Vacation or FMLA Vacation, etc. — see "CTA/ 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.
Q: How do I return an employee from a Leave of Absence?Click here for instructions on processing a Return from Leave ACT document. See communications chart above for more information.
Q: What if an employee needs an extension of a Leave of Absence?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.
Q: Do I need to contact the employee while on a Leave of Absence?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.
Q: Does the manager complete a Return to Work ACT document?Yes.
Q: Can leaves be processed retroactively?Yes.
Q: How will the manager know if the return to work includes work accommodations?The Leaves Team will advise you if work accommodations are needed.
Q: What forms does the employee use for Health Care Provider Certification?
Q: Does the online intake form verify eligibility for FMLA, etc?Yes.
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Campus Time & Attendance/Kronos FAQs
Select a question below for more information.
Q: What paycodes do we use to track time off?
Q: For bi-weekly employees, do the time editors in Campus Time & Attendance (CTA)/Kronos need to do anything at the end of the pay period (i.e. certify time, approve time, etc.)?
Q: For monthly employees, will they still be able to elect what benefit time they would like to take first?
Q: If time is donated or granted from the pool, will Central HR add that time back to CTA/Kronos?
Q: 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 CTA/Kronos?
Q: What paycodes do we use to track time off?ACT Reason CTA Kronos Medical, FMLA: Employee Illness
Family
Birth of a Child
Adoption/Foster Care
Living Donor
OJI
Bone Marrow DonorFMLA Sick
FMLA PH
FMLA Comp Time
FMLA VacationUAB Sick FMLA
UAB Per Hol FMLA
UAB Vac FMLAMedical, Non-FMLA: Employee Illness
Birth of a Child
OJISick
Personal Holiday
Comp Time
VacationUAB Sick
UAB Per Hol
UAB VacPersonal Leave: Personal Leave
Administrative
Work AuthorizationComp Time
Personal Holiday
Vacation
Away With PayUAB Vac
UAB Paid Leave
UAB Suspended
UAB Time Off without Pay
Q: For bi-weekly employees, do the time editors in CTA/Kronos need to do anything at the end of the pay period (i.e. certify time, approve time, etc.)?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.
Q: For monthly employees, will they still be able to elect what benefit time they would like to take first?For employee illness, the general order is Sick, Comp Time, PH, Vacation.
Q: If time is donated or granted from the pool, will Central HR add that time back to CTA/Kronos?Yes.
Q: 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 CTA/Kronos?Intermittent leave is managed at the department level. Once the Leaves 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 CTA/Kronos when they take time off.
Select a question below for more information.
Q How are my benefits handled while on an approved leave of absence?
Q: What are the different leave types?
Q: What is FMLA?
Q: How do I know if I am eligible for FMLA?
Q: What are the schedule options when on leave?
Q: What are the paid leave categories?
Q: How do I track my paid time off?
Q: Paid or unpaid leave?
Q: What are the details of Military Leave?
Q: What resources are available for UAB leave of absence questions?
Q: What forms does the employee use for Health Care Provider Certification?
Q: How are my benefits handled while on an approved leave of absence?
See the Leaves of Absence and Long-Term Disability Benefits Quick Guide.
Q: What are the different leave types?
The reasons for leave are:
- Employee Illness
- Family Illness
- Birth, Adoption, Foster Care
- Other Types of Leave
- Military
- Bone Marrow
- Living Donor
- Sabbatical
- Educational
- Personal Leave
Q: What is FMLA?
The Family and Medical Leave Act (FMLA) is a federal regulation that entitles eligible faculty/staff members (employees) up to 12 workweeks of unpaid, job-protected leave and benefits continuation for qualifying events including:
- The employee’s own serious health condition
- A family member’s serious health condition (spouse, parent, child under the age of 18 or 18 years of age or older and incapable of self-care because of a mental or physical disability)
- The birth or care of a newborn child
- The adoption or foster care of a child
- Qualifying military exigencies
- Military caregiver leave (up to 26 weeks)
Q: How do I know if I am eligible for FMLA?
In order to be eligible for FMLA leave, the employee must:
- Be employed at UAB for at least 12 months
- Have worked at least 1,250 hours during the 12-month period immediately preceding the start of the leave
Q: What are the schedule options when on leave?
- Continuous: leave is for a consecutive number of days
- Intermittent: leave taken in separate blocks of time or working a reduced schedule
Q: What are the paid leave categories?
Living Donor Paid Leave: UAB/UAB Medicine eligible employees may receive up to four weeks paid time off as a living organ donor or one week paid time off as a bone marrow donor. Regular part-time and Alternative Work Schedule employees will receive prorated paid time off days based on the percentage of normally scheduled work hours within a 40 hour week.
Paid Parental Leave: A period of paid leave of absence (that does not reduce an Eligible Employee’s balance of any accrued benefit time such as sick, vacation, PTO/ETO, or personal holidays) for the purpose of recovery from the birth of a child and/or to bond with a newborn or with a newly-adopted child who is under the age of 18. Notwithstanding the foregoing, Paid Parental Leave runs concurrently with an Eligible Employee’s FMLA leave. UAB/UAB Medicine will provide up to six work weeks Paid Parental Leave to an Eligible Employee during the first six months following birth or adoption. Paid Parental Leave may be taken continuously or intermittently within the first six months following birth or adoption
Q: How do I track my paid time off?
Exempt (Monthly Paid) Employees:
- Campus faculty and staff regular exempt 01 and 03 (monthly paid): UAB Campus has transitioned to Campus Time and Attendance (CTA) for tracking and reporting all time away including but not limited to vacation, sick time, FMLA and more. Visit Campus Time and Attendance for more information. Contact HRMRecords@uab.edu for assistance.
- UAB Hospital and LLC monthly paid employees (70 orgs): Hospital/LLC has transitioned to UAB Medicine Kronos for tracking and reporting all time away including but not limited to vacation, sick time, FMLA and more. Contact UABMEDBenefitTimeInquiry@uabmc.edu for assistance.
Nonexempt (Bi-weekly Paid) Employees: The Campus Time & Attendance system is utilized by UAB Campus nonexempt employees to track time worked on a daily basis and document paid non-worked hours (benefit time).
Q: Paid or unpaid leave?
- Some leaves are designated as “Paid” leaves — such as sick, vacation and personal holiday leave balances are earned paid leaves.
- Some leaves are designated as “Unpaid” leaves, however if appropriate approval is obtained, employee may substitute accrued sick, vacation and personal holiday time for their unpaid leaves.
- Employees must use all sick time, vacation and personal holidays prior to placement in an unpaid status. Use of accrued benefit time does not extend the length of time away from the job beyond the leave specific entitlement. Under certain circumstances, employees may utilize donated sick time while on a Family and Medical Leave of Absence.
Q: What are the details of Military Leave?
There are two categories of Military Leave:
- Military Leave for Employee (self)
- Military Family Leave
- Qualifying Exigency: Eligible employee may take qualifying exigency leave when the employee's spouse, son, daughter or parent who is a member of the Armed forces (including Nat. Guard and Reserves) is on covered active duty or has impending call or order for active duty.
- Military Caregiver: Eligible employee who is the spouse, son, daughter, parent or next of kin of a covered service member with a serious injury or illness.
1. Military Leave for Employee (self)
Employees ordered to military duty are provided with a maximum of 21 working days with pay per calendar year is provided to all employees who are ordered to military duty. This 21 working days per year includes weekend drills as well as summer training and any other type military duty, except that noted in Alabama law, Ala. Code Section 31-12-1. Employees will only be paid for the time they would ordinarily be scheduled to work for UAB. In no case are employees paid for a period in excess of the time they are ordered to military duty.
The employee must provide a copy of the orders or other satisfactory documentation of attendance to the supervisor as soon as received. After the first 21 days of military leave per year, any additional military leave, except that noted in Alabama law, Ala. Code Section 31-12-1, will be without pay or may be charged to vacation or personal holiday time at the employee’s request.
In the case of a major military call-up, the UAB President may alter these regulations (such as "calendar" year rule), but any changes must apply to all affected employees, not just individual cases.
2a. Military Family Leave: Qualifying Exigencies
Qualifying exigencies - arise out of the fact that the employee’s spouse, sponsored adult dependent, child or child of a sponsored adult dependent, or parent is a member of the U.S. Armed Forces deployed to a foreign country, is a member of the National Guard or Reserves, on covered active duty, or has been notified of an impending call or order to active duty in support of a contingency operation in a foreign country.
Qualifying exigencies include the following:
- Short-notice deployment (7 calendar day maximum)
- Military events and related activities
- Childcare and school activities of the service member's child
- Financial and legal arrangements for the service member
- Counseling
- Rest and recuperation of the service member (15 days for each instance)
- Attending to certain post-deployment activities, including attending arrival ceremonies, reintegration briefings and events and other official ceremonies or programs sponsored by the military for a period of 90 days following the termination of the covered military member's active duty status, and addressing issues arising from the death of a covered military member.
- Parental Care to care for a military member's parent who is incapable of self-care when the care is necessitated by the member's covered active duty.
- Additional activities that the employer and employee shall agree qualify as an exigency and agree to both the timing and duration of such leave.
2b. Military Family Leave: Military Caregiver
To care for a U.S. service member or veteran with a serious injury or illness incurred or aggravated in the line of duty while on active military duty if the employee is the spouse, sponsored adult dependent, child (son or daughter) or child of a sponsored adult dependent, parent or next of kin of the service member or veteran. This type of FMLA leave is referred to "military caregiver leave.” (Leave entitlement is up to 26 work weeks in a single 12-month period.)
Q: What resources are available for UAB leave of absence questions?
Leave benefits are dictated by Federal Laws and UAB Policies. Employees should work with their Supervisors, HR Consultants and HR Leave Team to determine what their leave benefits are in their unique situation. Contact the UAB Leaves of Absence Team at leave@uab.edu, 205-934-4408, or visit uab.edu/leaveofabsence.
Q: What forms does the employee use for Health Care Provider Certification?
HR Updates
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Deadlines and information on vacation accrual rollover for exempt monthly employee
Any vacation accrual balances in excess of the total maximum accrual for exempt monthly employees will rollover to sick accruals on January 1, 2026, in accordance with HR Policy 301: Vacation. The rollover will reflect approved time off requests...
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HR announces selection of Assistant Vice President, Benefits & Wellbeing
Lisa Meddock will join UAB Human Resources as Assistant Vice President, Benefits & Wellbeing, effective January 12, 2026. Meddock has more than 15 years of leadership experience, during which time she has gained a deep understanding of the design...
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2025 UAB Security & Fire Safety Report now available online
The 2025 UAB Annual Security & Fire Safety Report is now available online. To access it, you can go to the UAB Police Department website at uab.edu/police and click on “Read the 2025 UAB Annual Security & Fire Safety (Clery) Report” on the sidebar, or...
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Best practices for submitting time-off requests in CTA
UAB Human Resources has compiled a few tips and best practices for submitting a time-off request in Campus Time & Attendance (CTA). Whether you're planning a vacation, taking a personal day, or requesting partial time off, following these simple tips...
