Personal Medical Leave

Administration of Personal Medical Leave

Employees who are unable to work due to a serious health condition and either do not meet the requirements for FMLA leave or have exhausted their FMLA leave entitlement may request personal medical leave for up to 90 calendar days. To apply for personal medical leave, an employee should submit a request in writing to his or her Human Resources Client Partner and submit a physician's statement explaining his or her inability to work and the anticipated dates of absence due to the employee’s health condition. If the employee does not have a Human Resources Client Partner, the employee should submit the written request directly to Benefits Administration.  Supervisors should never accept or retain medical or disability information.

The HR Client Partner should forward the written request to Benefits Administration for inclusion in the employee's benefits file along with the supporting medical documentation. 

Employees are required to use their applicable accrued sick and annual time while on a personal medical leave.

If there are requests for personal medical leave over 90 days, Human Resources Client Partner should refer those requests to Benefits Administration for review.

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Reinstatement Following Personal Medical Leave
An employee who returns to work within the approved personal medical leave period will be reinstated to his or her former position or an equivalent position. An employee may be terminated if he or she does not return to work on the specified return date unless an extension has been requested and is either pending or been granted.

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Fitness for Duty
An employee returning from approved personal medical leave must provide written notification of their intended date of return to work and a physician's statement authorizing the employee to perform assigned job duties on a regular work schedule. Employees must submit the appropriate return to work notification to the Benefits Administration Department prior to reinstatement.

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Effect of Personal Medical Leave on Annual and Sick Time Accrual
Employees on unpaid leave will not accrue annual or sick time for each full calendar month of absence. Employees on unpaid leave for some portion of a calendar month will accrue annual sick time for that month on a prorated basis. (Pro-Rated Sick Time Schedule, Pro-Rated Annual Time Schedule)

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Effect of Personal Medical Leave on Merit Increases
Periods of personal medical leave in excess of 90 calendar days may affect the amount of a merit increase, if a merit increase is justified. If a merit increase is justified, it can be prorated to reflect the time the employee actually worked. Supervisors with employees on such leave should contact their Human Resources Client Partner for assistance.

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Effect of Personal Medical Leave on Benefits
While on approved personal leave, employees are eligible to continue specific benefits. Employees should contact the Benefits Administration Department for information on benefits continuation.

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