Managing Medical Leaves (Non-Occupational)

A leave of absence, not work related, due to an employee’s own health condition is considered a non-occupational medical leave. Reasons to take this type of leave include: an absence of more than one work week due to:

  • accident
  • injury
  • illness
  • pregnancy-related disability.

This leave may be taken for a set period of time (e.g., six weeks), as a reduced schedule (e.g., only working 28 hours per week) or intermittently (sporadic absences).

Requesting a Leave of Absence

 
  1. Employee notifies their supervisor and submits a medical note to the Leave Management Office after one work week of absence 

  2. Supervisor notifies Departmental HR contact of the leave request

  3. Departmental HR contact provides the employee with Cigna’s contact information and applicable FMLA documentation to complete. Employee returns applicable FMLA documentation to the Leave Management Office.

  4. Employee files NYSDBL claim:

    • By Phone: 888-842-4462, 8 a.m. - 8 p.m. EST, Monday through Friday; or

    • Onlinewww.cigna.com/customer-forms (no username/password)

    • Note: 1199 Clerical and Cafeteria employees should call the Benefit Fund's Member Service to file a claim, not Cigna. Members should still complete FMLA paperwork if applicable

  5. Departmental HR contact will receive an email from Cigna requesting employee's salary continuation/sick time used and last day worked

  6. Once the claim has been processed, the Departmental HR contact will receive a Disability Leave Confirmation email from Cigna, including the approved dates of leave as certified by the physician (this information is sufficient to complete a PAF)

  7. Cigna and Leave Management are in touch with the employee and their physician as needed throughout the disability leave and will provide updated notifications via email to the Departmental HR Contact when appropriate.

Note about New York State Disability (NYSDBL): This benefit provides a weekly cash benefit (up to $170/week) for up to 26 weeks, for a short-term disability leave. There is a seven-day waiting period for which no benefits from NYSDBL are paid. Benefits begin on the eighth consecutive day of disability. For employees utilizing paid sick leave, their NYSDBL payments will be remitted to Columbia.

Prior to returning to work, medical certification from a physician (doctor’s note) should be submitted by the employee to both Cigna* and the CUHR Leave Management Office.

*1199 Clerical and Cafeteria employees should submit the document to CUHR Leave Management Office only.

If the employee requires a workplace accommodation, the CUHR Leave Management Office should be contacted to coordinate with the department and employee prior to their return to work.

Cigna
1-888-842-4462
PO Box 29221
Phoenix, AZ 85038-9221
Telephone:  (888) 842 4462
Fax: (800) 642-8553
Fax for extensions/updates: (866) 472-3221

Benefit Description and Vacation/Holiday/Personal Day Pay

  • Full-Time Officers of Administration, including those in an 11-Month Program: Eligible for a paid medical leave for up to six months (salary continuation) during any rolling 12-month period when the extended absence is caused by a non-work-related accident or illness. New York State Disability (NYSDBL) will run concurrently.  
     
  • All Other Officers of Administration, including Nine-Month, 10-Month and Part-Time Officers of Administration: May be eligible for partial payment by New York State Disability, as determined by New York State law based on length of employment, salary and time taken in the last 12 months.
     
  • Officers of Instruction, Research and Libraries: please review the Faculty Handbook. 

If eligible for leave under the Family and Medical Leave Act (FMLA), FMLA will run concurrently with New York State Disability Benefits. 

Vacation, Personal Days and Holiday Accrual
There is no accrual of vacation, personal or holiday time during an extended leave of absence (30 calendar days or longer). For additional information regarding accrual for overlapping months, see the Officers Form Process for Managers page in the Time and Attendance section of the toolkit.

Non-Union Support Staff employees hired on or after October 21, 1994: After 30 days of employment, Non-Union Support Staff shall be entitled to a paid medical leave earned at the rate of one day for each month of employment, retroactive to date of hire, up to a maximum of  12 days per year.  After one or more years of employment, employees shall be entitled to a total of 12 additional days of paid medical leave at of the beginning of his or her second year and each subsequent year of employment, provided that at no time will an employee be entitled to accumulate more than 60 working days of sick leave during any one year, including the days earned or to be earned in the current sick leave year. Paid medical leave will be prorated for part-time Non-Union Support Staff by the number of days and hours they work per week.  

Non-Union Support Staff employees hired prior to October 21, 1994: Employees shall be entitled to accumulate up to 60 working days of paid medical leave during any one year, including the days earned or to be earned in the current sick leave year. Paid medical leave will be prorated for part-time Non-Union Support Staff by the number of days and hours they work per week. 

If eligible for leave under the Family and Medical Leave Act (FMLA), FMLA will run concurrently with New York State Disability Benefits. 

Vacation, Personal Days and Holiday Accrual
There is no accrual of vacation, personal or holiday time.

Consistent with the Collective Bargaining Agreement (CBA), 2110 members absent for more than one (1) work week must request a medical leave of absence and apply for benefits under New York State Disability (NYSDBL). Employees must exhaust remaining sick days prior to receiving NYSDBL payments directly. Please note the NYSDBL payments will be remitted to Columbia for employees utilizing sick days. Employees may request to use vacation days when sick time exhausts. This payment will be in addition to NYSDBL payments received from the carrier.

A full description of the benefit and schedule of sick day accrual may be viewed on the Collective Bargaining Agreement.

If eligible for leave under the Family and Medical Leave Act (FMLA), FMLA will run concurrently with New York State Disability Benefits. 

Vacation and Holiday Pay While On Leave
While on a paid leave, holiday pay is available. When on an unpaid leave, no holiday pay is available. Vacation does not accrue during a leave of absence.

Consistent with the Collective Bargaining Agreement (CBA), TWU members absent for more than one (1) work week must request a medical leave of absence and apply for benefits under New York State Disability (NYSDBL). Employees must exhaust remaining sick days prior to receiving NYSDBL payments directly. Please note the NYSDBL payments will be remitted to Columbia for employees utilizing sick days. Employees may request to use vacation days when sick time exhausts. This payment will be in addition to NYSDBL payments received from the carrier.

A full description of the benefit and schedule of sick day accrual may be viewed on the Collective Bargaining Agreement.

If eligible for leave under the Family and Medical Leave Act (FMLA), FMLA will run concurrently with New York State Disability Benefits. 

Vacation and Holiday Pay While On Leave
There is no paid holiday while on a leave of absence. Vacation shall not accrue during an absence that exceeds two (2) months.

Consistent with the Collective Bargaining Agreement (CBA), 1199/SSA members absent for more than one (1) work week must request a medical leave of absence and apply for benefits under New York State Disability (NYSDBL). Employees must exhaust remaining sick days prior to receiving NYSDBL payments directly. Please note the NYSDBL payments will be remitted to Columbia for employees utilizing sick days. Employees may request to use vacation days when sick time exhausts. This payment will be in addition to NYSDBL payments received from the carrier.

A full description of the benefit and schedule of sick day accrual may be viewed on the Collective Bargaining Agreement.

If eligible for leave under the Family and Medical Leave Act (FMLA), FMLA will run concurrently with New York State Disability Benefits. 

Vacation and Holiday Pay While On Leave
While on a paid leave, vacation and holiday pay is available. When on an unpaid leave, no vacation or holiday pay is available.

A full description of the benefit and schedule of sick day accrual may be viewed on the Collective Bargaining Agreement or by contacting the 1199 Health and Welfare Fund.

If eligible for leave under the Family and Medical Leave Act (FMLA), FMLA will run concurrently.

Vacation and Holiday Pay While On Leave
While on a paid leave, holiday pay is available. When on an unpaid leave, no holiday pay is available. Vacation does not accrue during a leave of absence.

Local 32BJ members should review the benefits provided for a short-term disability leave of absence. A full description of the leave provisions available under the contract may be viewed on the Collective Bargaining Agreement (CBA).

If eligible for leave under the Family and Medical Leave Act (FMLA), FMLA will run concurrently with New York State Disability Benefits. 

Holiday Pay While On Leave
No holiday pay is available.

Consistent with the Collective Bargaining Agreement (CBA), Local 100 members absent for more than one (1) work week must request a medical leave of absence and apply for benefits under New York State Disability (NYSDBL). Employees must exhaust remaining sick days prior to receiving NYSDBL payments directly. Please note the NYSDBL payments will be remitted to Columbia for employees utilizing sick days. Employees may request to use vacation days when sick time exhausts. This payment will be in addition to NYSDBL payments received from the carrier.

A full description of the benefit and schedule of sick day accrual may be viewed on the Collective Bargaining Agreement.

If eligible for leave under the Family and Medical Leave Act (FMLA), FMLA will run concurrently with New York State Disability Benefits. 

Holiday Pay While On Leave
No holiday pay is available.

Useful Tools & Information

Employees may continue their benefits if on an approved leave of absence. 

Learn more

A job aid for a short-term disability leave has been created to assist managers in understanding their responsibilities and include detailed information about processing a leave, completing a PAF, template letters and helpful hints. Any questions regarding procedures, FMLA or benefit eligibility should be addressed to CUHR Leave Management.

Job Aid for Medical Leaves of Absence
PAF Codes for Processing Leaves
FMLA Forms

Family and Medical Leave Act (FMLA)

In addition to FMLA, other University policies and laws, if eligible, will run concurrently, including: Medical Leave of Absence, NYC Earned Safe and Sick Time Act, New York State Disability and Workplace Accommodations.

FMLA does not supersede any University policy or collective bargaining agreement that provides greater family or medical leave rights than the rights established under FMLA. Conversely, FMLA provides that the rights established for employees under FMLA cannot be diminished by any policy or agreement.

The leave granted under FMLA generally is a lesser benefit than that available under various University policies and collective bargaining agreements. Because the University meets or exceeds FMLA requirements in many respects, this policy designates many existing types of leave as FMLA leave, so that the University leaves and the FMLA leave run concurrently.