Whether you need to be away from work for an extended time to care for yourself or a family member, the university’s leave administration process and vendor partner will help guide you through the necessary steps.
Qualifying leave became available to eligible staff in 2024 as part of the university's transition to a PTO model. For more information, see the Leave Program Changes webpage.
Applying for Extended Leave
The extended leave request process follows the same steps for all qualifying leaves for Short-Term Disability, Caregiver and Parental Leave (available to staff only), as well as for Family Medical Leave Act (FMLA) leaves of absence (available to both faculty and staff):
- Discuss extended absence with supervisor to plan for time off.
- Provide as much notice as possible as circumstances permit.
- Apply at least 30 calendar days before anticipated need, where possible.
- Register with , the university’s primary tool for submitting and reviewing leave requests and recording time while on leave.
- See the (PDF) for registration instructions.
- File and submit a leave claim request via the or to MetLife by phone. (Review the (PDF) for step-by-step instructions.)
- You will receive confirmation and claim number once submitted. Supervisors will also receive notification that a claim has been filed.
- You may be asked to provide additional information or documentation while your claim is under review (see below).
- Complete instructions included in your packet from MetLife once a claim is submitted.
- Packets are available online within a few hours and typically mailed within two business days).
- For caregiver leave, proof of relationship must be on file with the university. If needed, complete the (PDF) and return to the Leave Administration Team.
Supervisors and timekeepers can request a qualifying leave on behalf of someone else by emailing the Leave Administration Team at umleaveadmin@umsystem.edu.
Family Medical Leave Act (FMLA) Eligibility
Claims are automatically reviewed for Family and Medical Leave Act (FMLA) eligibility. FMLA provides job protection while the qualifying leave provides income replacement. For more information on FMLA leave of absence, visit the FMLA webpage.
While on Leave
Most of the information you need while taking an extended absence from work will be provided to you via MetLife. Here are a few helpful tips to keep in mind:
- If you need to begin leave before your claim is approved, use your available PTO and/or banked vacation time when completing your timesheet.
- The Leave Administration Team will adjust the timesheet once your leave claim is approved. This helps ensure there are no payroll processing interruptions.
- Reporting time:
- While on continuous leave: The university's Leave Administration Team will enter your approved time off in your timesheet.
- While on intermittent leave: Report time away from work to MetLife via phone or the , as well as your normal call-in procedure. The Leave Administration Team will enter the approved intermittent time off in your timesheet.
- For questions:
- Approvals and claim status: Contact MetLife.
- Timekeeping and pay: Contact the HR Service Center.
- Using the MyBenefits portal: Consult the full (PDF)
Pay and Benefits
Employees will receive payment from the university following the standard payroll schedule and usual deductions. In instances where a qualifying leave is approved after the payroll cutoff, the Leave Administration Team will work with the employee for necessary payroll adjustments.
Annual Base Benefit Rate (ABBR)
The Annual Base Benefit Rate (ABBR) covered by the qualified leave programs includes total income before taxes. Your ABBR does not include:
- Bonuses
- Car, housing or moving allowances
- Employer contributions to a qualified deferred compensation plan (e.g., for retirement, such as the DC Plan or DC component of the Hybrid Plan)
- Income received from part-time, non-benefit eligible university employment
- Overtime pay or shift differential
- Pre-tax contributions to:
- A qualified deferred compensation plan
- Section 125 (cafeteria) plan
- Flexible Spending Account (FSA)
- Any other extra compensation or income received from sources other than the university.
Returning to Work
In general, your MetLife packet will walk you through any steps needed for returning to work from an extended absence. However, there may be a few additional steps depending on the type of leave(s) being used:
- Report your return date to your supervisor and MetLife. If there are any changes to your return to work date, make sure to update MetLife and your supervisor.
- If using Short-Term Disability leave or on a FMLA leave of absence for your own serious health condition, you must complete a (PDF) prior to your first day back at work per Collected Rules and Regulations, Section 340.010: Family and Medical Leave.
Reviewed 2024-04-04
