Updates to Leave Management Procedures
Dear Colleagues:
Effective immediately, we are pleased to announce the following steps to streamline all leave management procedures. When an employee requests a leave – including medical, family, or parental leave – the department must complete the Qualtrics request form prior to the start of the leave. Leave Management will use this submission to review and process the request, then will communicate directly with employees upon receiving a request to gather documentation and process the leave.
Following a successful Paid Family Leave pilot program, this integration aims to simplify processes, enhance efficiency, and improve the leave experience for both employees and departments.
Department Responsibilities
- Submit the Request Form: Complete the Qualtrics request form in its entirety with all relevant information before the leave begins.
- Provide Support: Assist Leave Management if an employee is nonresponsive during the process.
After the Form Submission, Leave Management will:
- Complete the appropriate forms using information provided by the department administrator and/or local HR representative.
- Send copies of the completed notice forms to the employee, department administrator, and/or local HR representative.
- Directly answer employee questions regarding their leave of absence.
- Complete all leave transactions within PAC.
- Note: Local HR remains responsible for completing transactions in a timely manner for Officers of Research and when an employee returns to work.
- Note: Local HR remains responsible for completing transactions in a timely manner for Officers of Research and when an employee returns to work.
Exclusions and Unchanged Processes
- Officers of Instruction will not be managed under the new workflow. Departments should continue following the existing process with the central Leave Management office.
- Certain departments with highly complex structures are excluded from this workflow. Leave Management will continue to communicate directly with those departments.
Next Steps and Training
We will continue to incorporate additional changes as feedback is gathered from local departments. Leave Management training sessions will be held next week to review requirements, benefits, and the new workflow. Time will be allocated for questions and comments.
Please register to attend on one of the following dates:
Your partnership is greatly appreciated. If you have any questions, please contact Leave Management at [email protected].
Sincerely,
Michael Bloom
Associate Vice President of Benefits