Note: This is a printed version of https://employeehelp.workday.uw.edu/your-time-absence/leave-of-absence. Please visit this page on the ISC website to ensure you're referencing the most current information.

Employee Workday Help

Leave of Absence

Last updated Monday, April 15, 2024

Leave of Absence policies and procedures depend on your employee type. The majority of this page provides information for Staff Campus employees; if you are not a Staff Campus employee, refer to the appropriate menu below for guidance.

Refer to the Academic Personnel website for information on leave policy; refer to your department for questions regarding your leaves.

Once you have determined your leave type, work with your Academic Partner to initiate the leave of absence request in Workday, following the appropriate resource below.

Academic Personnel are also eligible for Sabbatical and Summer Hiatus Leaves of Absence, both of which are initiated by their department:

For many Leaves of Absence, if you are a Medical Centers employee, you will need to complete and submit the required forms and your department will process your Leave of Absence in Kronos, on your behalf.

For questions on Medical Centers Leaves of Absences contact the appropriate HR Operations office:

On This Page:

Leave of Absence or Time Off?

For most absences, you will make a request for Time Off (e.g., Sick, Vacation, Personal Holiday, Comp Time) in Workday. Learn more about Time Off types in Workday.

However, some absences, including those that may qualify for the Family and Medical Leave Act (FMLA), Disability Leave, or Parental Leave, require both a Leave of Absence (LOA) request and an accompanying request for Time Off.

For example, an employee who needs four weeks to recover from back surgery would:

  • Submit a Leave of Absence request to be out of the workplace for four weeks
    -AND-
  • Submit accompanying requests for Time Off to indicate which type of accrued Time Off or Unpaid Time Off they would like to use during their Leave of Absence. (e.g., 3 weeks Sick Time Off, 4 days of Comp Time, and their Personal Holiday.)

Additional examples:

To request… Use this LOA Type in Workday
4 weeks off work to recover from surgery LOA – General Request – Sick/Injured Leave and Time Offs indicating what type of paid (or unpaid) accruals to use
See Requesting a Leave of Absence, below, for more details.
1 week off work followed by time off as needed to care for a parent LOA – General Request – Sick/Injured Leave and Time Offs indicating what type of paid (or unpaid) accruals to use
See Requesting a Leave of Absence, below, for more details.
Parental Leave LOA – General Leave Request – Becoming a Parent and Time Offs indicating what type of paid (or unpaid) accruals to use
See Requesting a Leave of Absence, below, for more details.
2 weeks off for a vacation Vacation Time Off
2 days off to care for a sick child Sick Time Off

Leave of Absence Policies

An important part of managing your Leave of Absence is understanding the relevant policies. Visit UWHR’s website for additional information:

While you are on a Leave of Absence, entry of Time Off is required in order to receive pay while away from work. You must indicate which type of accrued Time Off you wish to use while away from work.

If you do not have enough accrued Time Off for an anticipated Leave of Absence, you may still receive approval from your supervisor to use Unpaid Time Off or request an unpaid Leave of Absence.

Requesting a Leave of Absence

You or your HR Partner can request an LOA in Workday for the following leave types:

The Family and Medical Leave Act (FMLA) is a federal law which protects eligible employees when they take a Leave of Absence for one of several qualifying reasons. For an an overview of FMLA and eligibility, visit UWHR’s website.

For help planning your leave, review the So You’re Going to Be a Parent (PDF) infographic for parental leave FAQs, as well as example scenarios.

To request an FMLA Leave of Absence:

  1. Review the end-to-end process of requesting an FMLA Leave of Absence in the FMLA Leave of Absence Journey Map (PDF).
  2. When you’re ready to submit your request in Workday, refer to the Leave of Absence – Sick/Injured or Becoming a Parent User Guide.

Take me to the User Guide

Refer to the User Guides for requesting Shared Leave, donating Shared Leave, and the steps taken upon a return from Shared Leave.

Refer to the Military – Paid Time Off and Unpaid Leave User Guide for details.

Refer to UWHR’s information on Leave of Absence Without Pay.

Certain Leaves of Absence are processed in Workday on your behalf. These Leaves of Absence include:

Returning from a Leave of Absence

When you are ready to return to work from your Leave of Absence, contact your supervisor to discuss your department’s return-to-work process.