Professional staff employees may be granted unpaid leave or “leave of absence without pay” (LWOP) for an employee absence. LWOP may be allowed for time that an employee is absent for any of the following reasons:
The terms and conditions under which an employee may take LWOP are specified by the Professional Staff Program.
Accrued paid leave must be used before going on LWOP unless the leave is a disability or parental leave of absence, or is covered by the Family and 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 used prior to going on LWOP.
A supervisor is not required to approve the LWOP request unless the Professional Staff Program specifies otherwise.
LWOP should not exceed 12 months in duration except that military leave or disability leave may extend longer.
Generally, professional staff employees 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 Professional Staff Program.
If the professional staff employee’s position is eliminated while the employee is on approved leave and if there is no other comparable vacancy in the unit at the time the employee is available to return to active status, the employee will be separated under the provisions for Layoff-Reduction In Force.
Overtime exempt professional staff employees are not charged LWOP for a partial day absence when part of the day has been worked.
Professional staff employees are eligible to be paid for the holiday if they are in pay status for at least four hours on the work day preceding a holiday.
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 professional staff employee's LWOP exceeds ten (10) working days, including holidays.
The annual leave accrual month is extended for one month when 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 professional staff employee must be in pay status for at least eight (8) hours per month to continue employer-paid insurance benefits. If the professional staff employee is on LWOP for the entire month, eligibility for insurance benefits will be lost unless the employee arranges to self pay.
Employees on LWOP for personal reasons must arrange to self-pay their insurance premiums if they will be on LWOP for an entire calendar month.
To request LWOP or to request to extend a current period of LWOP, you will need to take the following steps:
Employees whose LWOP may extend beyond one month should be sure to review information about benefits retention during a leave of absence without pay. Email the Benefits office at firstname.lastname@example.org 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 paychecks.
Employees on LWOP who have payroll deductions taken from their check to pay loans or insurance will have to make arrangements through the Payroll Office to pay those obligations directly.
Employees on LWOP 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. If the permit is not returned or if advance arrangements are not made, the monthly parking fee(s) incurred during the absence will be charged when the employee returns to pay status. Please contact the local Parking & Commuter Services office for additional information.