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Librarian Leave
Leave of Absence without Pay


Librarians may be granted unpaid leave or "leave of absence without pay" (LWOP) for an employee's absence. LWOP may be allowed for time that a librarian is absent for any of the following reasons:

Use of LWOP

Accrued paid leave must be used before going on LWOP, unless the leave is a disability or parental leave of absence, or is a leave covered by the Family & Medical Leave Act (FMLA). If the approved leave of absence without pay is for personal reasons (e.g., extended vacation), all appropriate paid leave balances must be exhausted prior to going on LWOP.

LWOP should not exceed 12 months in duration except that military leave or disability leave may extend longer.

Generally, librarians returning from an authorized leave of absence are employed in the same position or in another position in the same class, geographical area and organizational unit. Such return to employment, however, must not be in conflict with rules relating to layoff or other terms of the Librarian employment program.

Should the librarian’s position be eliminated while the employee is on approved leave, at the time the employee is available to return to active status, if there is no other comparable vacancy in the unit, the employee will be separated under the provisions for Layoff - Reduction In Force.

Librarians are not to be charged leave without pay for a partial day absence when part of the day has been worked.

Effect of LWOP on Holidays, Leave Accrual, and Benefits

Holiday LWOP
Librarians must be employed and in pay status the last regularly scheduled work day prior to a holiday in order to qualify for the holiday pay. Librarians on LWOP for the workday immediately preceding a holiday do not qualify for holiday pay, and the holiday is charged as LWOP.

LWOP in excess of ten (10) working days, including holidays
Annual leave and sick leave hours are NOT accrued during any calendar month in which a librarian’s LWOP exceeds ten (10) working days, including holidays.

Also, the annual leave accrual month is extended by one month when the LWOP exceeds ten (10) working days, including holidays, in a calendar month.

During an approved medical or disability LWOP that is covered by the FMLA, the UW’s portion of the employee’s basic insurance benefits will be continued. Employees are still responsible for maintaining the employee portion of their medical insurance premiums, if any, while covered by the FMLA. Also, any optional insurance benefits the employee may have are not covered by the FMLA.

During an approved medical or disability LWOP that is not covered by the FMLA, a librarian must be in pay status for at least eight (8) hours per month to continue employer-paid insurance benefits. If the librarian is on LWOP for the entire month, eligibility for insurance benefits will be lost unless the employee arranges to self pay.

Librarians on LWOP for personal reasons must arrange to self-pay their insurance premiums if they will be on LWOP for an entire calendar month.


Requesting Leave Without Pay

To request LWOP, or to request to extend your current period of LWOP, you will need to take the following steps:

  1. Submit a written LWOP request to your supervisor for review. Your request must identify the reason and duration of the requested leave.
  2. If endorsed by your supervisor, your request will then be forwarded to the appropriate dean or vice president for approval and processed in accordance with your departmental leave processing practices. All requests for leave must be approved by your supervisor.
  3. If you request a LWOP for more than ten (10) working days, including holidays, your request must be approved by your department prior to the beginning of the leave.


Employees who have been notified that their position has been eliminated while on LWOP and that they have been laid off, should review information about benefits retention during a leave of absence without pay. Librarians whose LWOP may extend beyond one month should email the Benefits office at to discuss continuation of insurance coverage which may otherwise lapse.

Paycheck automatic deposit continues during unpaid leave for any pay that may be owed. Employees not enrolled in automatic deposit should contact their departmental payroll coordinator before going on LWOP to make arrangements for receiving their paychecks.

Employees on LWOP who have payroll deductions taken from their check to pay loans or insurance and will be on LWOP for more than a month will need to make arrangements through the Payroll Office to pay those obligations directly.

Employees who are on unpaid leave for more than one (1) full calendar month must either return their parking permit/U-Pass sticker to Parking Services or make arrangements with Parking Services to pay for the permit for the period of time on unpaid leave. Employees that do not return the permit, or do not make arrangements in advance, will be charged the monthly parking fee incurred during the absence when they return to pay status. Please contact your local Parking & Commuter Services office for additional information.

Librarian Leave Topics