Page Comparison

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1. Department manager submits request to have FMLA materials sent to faculty member.
2. Department manager notifies COLA HR. 
   
   1. Usually, someone from COLA HR is also cc:ed on the FMLA Award (or Denial) notifications sent by Leave Management in Central HR, but, if not, please forward those to us.
3. Return to Work: When returning from continuous FMLA, faculty must turn the Return to Work Release Form into the Department Manager (acting on behalf of the Chair): https://hr.utexas.edu/sites/default/files/return_work_release_form.pdf
4. The Department Manager keeps the completed form on file and notifies COLA HR that the employee is authorized to return
   1. Please refer to HR's FMLA guidance for complete information regarding returning to work, including returning with restrictions. Further steps will be required if the faculty member is not authorized to return to work full time.

Scenario 3: Faculty member will need to on 100% Leave Without Pay and has available FMLA hours

1. Department Manager determines the date 100% LWOP needs to begin.
2. Department manager notifies COLA HR.
3. COLA HR will submit Faculty Request for Leave.
4. Department ensures faculty timesheets are completed, entering 8 hours per day of unpaid time off concurrent with 8 hours of FMLA per day, and noting in comments the date FMLA will be exhausted.
5. Once FMLA hours are exhausted, APS will adjust faculty member’s status in WD to “On Leave” and make any needed updates to timesheets.

Scenario 4: Faculty member will need to go on 100% Leave Without Pay

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and has no available FMLA hours

1. Department Manager determines the date 100% LWOP needs to begin.
2. Department manager notifies COLA HR. 
3. COLA HR will submit Faculty Request for Leave.
4. APS will adjust faculty member’s status in WD to “On Leave” and make any needed updates to timesheets.

Scenario 45: Faculty member will need to go on unpaid time off (a.k.a., partial leave without pay).

1. Department chair determines what faculty member's responsibilities will be during period of partial work and partial unpaid time off.
2. Department chair notifies Associate Dean for Academic Affairs and requests approval for proposed plan of work.
3. Department manager determines the date unpaid time off needs to begin.
4. Department manager notifies COLA HR. 
5. COLA HR will submit Faculty Request for Leave.
   1. The next step is dependent on whether the faculty member has FMLA or Parental Leave or not:
      1. If FMLA or Parental Leave: Department Manager/Faculty member ensure timesheets are completed, entering concurrent unpaid time off and FMLA/Parental Leave.
      2. If No FMLA or Parental Leave, APS will update timesheets to process unpaid time off.

Scenario 56: Faculty member has enough paid leave to cover time out sick or injured. (Note: if illness or injury is work-related, please follow Worker's Comp guidance (see Definitions).

1. Department manager/Faculty member ensure timesheets are completed.
   1. If FMLA is awarded, enters concurrent FMLA time off.
   2. If short-term with no teaching/course impact, no further action required.
   3. If longer-term and/or teaching/course impact, notify COLA HR; assess situation; and follow steps in Scenario 1 and/or steps outlined in other applicable scenarios.

Scenario 67: Faculty member does not have enough paid leave to cover time out sick or injured. (Note: if illness or injury is work-related, please follow Worker's Comp guidance (see Definitions).

1. Department manager notifies faculty member of option to apply for sick leave pool or to have sick leave donated.
2. Department manager notifies COLA HR.
3. Department manager tracks development of sick leave pool application and/or sick leave donation.
4. Department manager notifies COLA HR of final outcome;
   1. If hours are donated or sick pool is approved, complete timesheets, as in Scenario 5.
   2. If no sick leave pool or donated hours, process initiated for leave without pay or unpaid time off (see above).

Scenario 78: Faculty member is on a research-related leave--or release from teaching--but cannot work due to illness or injury.

1. Department chair notifies Associate Dean for Academic Affairs.
2. Department manager notifies COLA HR.
3. Subsequent steps determined on a case-by-case basis.

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Related Policies

Faculty Sick Leave:

Per TX State Statute, faculty must report use of sick leave during the normal workday for regular employees, even if no classes are missed.

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