Purpose:

To provide a means for departments to offer employees excused leave without pay when circumstances (such as education, research, travel, family or other unusual personal needs) necessitate.

Policy:

The University will consider requests for unpaid leaves of absences for one to twelve months from regular employees who have at least one year of continuous service with the University.

Guidelines:

1. Written request for a Personal Leave of Absence must be submitted to the employee’s department supervisor on a leave of absence request form, specifying the reason for the request and duration, at least three months in advance. The Human Resources or Department Administrator should submit the form and any supporting documentation to UHRM’s Absence Management Coordinator.
2. Under all circumstances, the leave of absence form must be properly signed by the employee and the supervisor and copies maintained by each.
3. Approval of the leave request does not guarantee job reinstatement; however, the University may make an effort to reinstate the employee to the same or a comparable job if available. The employee may be considered for re-employment into other positions by applying to posted positions through the University’s online employment site, UChicago Jobs. If the employee does not return from their personal leave of absense, the employee will be terminated.
4. In deciding on a leave request, the department should consider the operational staffing needs and current level of the unit’s activity, the availability of replacements, along with the employee's job performance, attendance and the necessity for the request.
5. Reinstatement after a leave is at the discretion of the University.
6. An employee who has been assured reinstatement to a position and fails to return to work at the expiration of the leave, shall be terminated as of the last day of the leave of absence.
7. Extension of leaves may be requested.
8. Personal leaves begin on the effective date requested. A benefits-eligible staff employee shall be paid for his/her accrued vacation and personal holidays allowable under University policy. The employee must be paid no later than the next regularly scheduled payday.
   
   There may be instances of University departments that reduce or suspend operations at the end of an academic term or year. Employees in these departments may be required to request a Personal Leave of Absence during the period of reduced or suspended operations. Affected employees may use their vacation and personal holiday accrual balances until they have been exhausted.
9. Where the employee is reinstated, the employee's service will be bridged to the employee’s original hire date.
10. Where the employee is reinstated, the employee may be subject to a reference or background check based upon the hiring unit’s policies and procedures.
11. A personal leave of absence will be granted to an employee so they remain in an active status following the end of an employee’s Short Term Disability leave and until the employee’s Long Term Disability application has been reviewed and a determination made on the Long Term Disability application.

1. Medical and dental insurance must be maintained for three months if the employee wishes to have immediate coverage upon return to work without waiting for the next open enrollment. During the first three months, the employee pays the employee rate. Thereafter, the employee pays the full cost of the coverage.
2. Long-term disability, life, and personal accident insurance may be maintained at the employee's option.
3. During an approved personal leave, an employee participating in the Retirement Income Plan for Employees (ERIP) will not continue to contribute, but the previously credited income will not be affected.
4. The employee cannot participate in a Flexible Spending Account.
5. Accrued sick leave remains intact.
6. Paid time-off accruals cease.