Leaves of Absence - Human Resources at Ohio State

Leaves of Absence

Ohio State recognizes that there may be a time when you need to be away from work for an extended period. Your total rewards package includes leaves of absence for multiple purposes. The types of extended paid and unpaid leaves of absence for eligible employees are explained in the policies listed on this page.

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Detailed Information

To apply for a leave of absence, notify your manager or your department’s HR Professional. Leave approval is at the department’s discretion, unless otherwise protected by state or federal leave requirements. You must apply for leave by entering a Leave of Absence request in Workday. Any leaves for medical reasons should be requested as Family and Medical Leave in Workday, even if you do not think you are eligible for FMLA. IAMVS will review your request for FML and update your request if necessary.

While on an approved leave, you must communicate with your supervisor or HR Professional to advise of your expected return to work.

You must also request a Return from Leave in Workday when you are able to return to work.

If you change your address while on leave, make sure you understand the impact on your medical benefits. An address change can impact your medical plan eligibility, particularly if your new address is outside of Ohio. If you temporarily reside outside of Ohio for 30 or more consecutive days, you may want to consider enrolling in the temporary Out-of-Area Plan. See more information on address changes.

Most Leaves of Absence are unpaid absences from work. During a leave of absence, you may utilize paid time off (i.e., injury/illness/sick, vacation, paid parental, etc.) pursuant to the Paid Time off Policy, or you may utilize unpaid time off once your applicable paid time off is exhausted.

University-Paid Benefits

The university continues to pay for your Group Term Life Insurance and Long-Term Disability coverage when you are on a leave of absence (regardless of if you are receiving pay or not). Tuition Assistance for Dependents will continue if you are active in an eligible appointment.

Flexible Spending Accounts (FSA)

You are not permitted to contribute to a Dependent Care FSA during a leave of absence, which is any absence from work exceeding 30 days. Dependent Care FSA will be automatically terminated, and you must re-enroll in Dependent Care FSA (if desired) within 30 days of your return from leave. If you participate in a Health Care FSA, it will remain available during your leave for the remainder of the plan year and the missed contributions will be collected upon your return from leave.

Utilizing Paid Time Off During a Leave of Absence

Your health care, short-term disability and retirement benefits continue while you are utilizing paid time off during your Leave of Absence (i.e. illness/injury/sick, vacation, parental time off), provided you have enough paid time off to cover the cost of your employee contributions. The employee premium cost of your benefits is deducted from your pay, as usual while you are utilizing paid time off.

Unpaid Leave

While you are not receiving pay from the university, nor utilizing paid time off, you will be billed for health, voluntary group term life, short-term disability, and individual disability insurance contributions. Coverage will be terminated if you do not make payment by the due date.

If you participate in a Health Care FSA, it will remain available during your leave for the remainder of the plan year and the missed contributions will be collected upon your return from leave.

If Voluntary Group Term Life Insurance or Short-Term Disability Insurance coverage is terminated, evidence of insurability (EOI) may be required to resume upon return.

Retirement

During a leave of absence for which you are not receiving pay nor utilizing paid time off, neither you nor the university makes contributions towards your retirement. See the Faculty Professional Leave and Military Leave policies for special retirement features of these policies.

Other Deductions During Leave

For questions regarding other paycheck deductions during leave, such as parking and union dues, contact CampusParc and your union.

If you need to take leave for your own serious health condition or to care for an immediate family member experiencing a serious health condition, you may be eligible for Family and Medical Leave.

You have the option to continue your benefits during your approved Family and Medical Leave (FML) or waive them. Please complete the Benefit Continuation During an Approved Family Medical or Military Leave Election form to indicate your choice.

If you elect to continue your benefits during your Family and Medical Leave of absence, your employee contributions are deducted from your pay, as usual if you are using paid time off during your leave.

If you elect to continue your benefits during FML and you are not utilizing paid time off during your leave, you will be billed monthly for the employee premium cost of your benefits. Coverage will stop if you do not make payment by the due date.

If you elect to stop your benefits during FML, you have 30 days from the date you return to work to elect benefits. If you elect to discontinue your Voluntary Group Term Life Insurance or Short-Term Disability Insurance coverage during your leave, Evidence of Insurability (EOI) may be required to resume your coverage upon return from leave.

Individuals whose medical leave does not qualify under FML, must continue existing benefits coverage. Your employee benefit contributions are deducted from your pay, as usual while you are utilizing paid time off during your medical leave of absence.

If you are on a non FML medical leave of absence and are not utilizing paid time off, you will be billed monthly for the employee premium cost of your benefits. Coverage will stop if you do not make payment by the due date.

If you participate in a Health Care FSA, it will remain available during your leave for the remainder of the plan year and the missed contributions will be collected upon your return from leave.

If Voluntary Group Term Life Insurance or Short-Term Disability Insurance coverage is terminated, evidence of insurability (EOI) may be required to resume upon return.

A faculty member on an approved Professional Leave of Absence who is a member of the State Teachers Retirement System (STRS) is required to complete the STRS Notification of Professional Leave of Absence form. Faculty who contribute to the Alternative Retirement Plan are not eligible to adjust their retirement contribution level during their leave.

Eligible Ohio State faculty and staff who are members of the Ohio organized militia or other reserve components of the armed forces of the United States, including the Ohio National Guard, are entitled to leaves of absence and paid military time off pursuant to the Military Leave and Reemployment Rights policy. Paid military time off may be used for short term call-ups (30 consecutive days or less), for a maximum of 176 hours each calendar year. Military leaves of absence may be used for longer term call-ups (more than 30 consecutive days) for a maximum of 5 years and are unpaid; however, available paid military time off may be used during a military leave of absence to receive pay. Military leaves of absence and paid military time offs should be requested in Workday. Detailed instructions can be found in the Request Leave of Absence & Return From Leave job aid. Additional information about leaves of absence and time off types can be found in the Time Off and Leave Types job aid.

During a military leave of absence (call ups exceeding 30 days, or once paid military time off has been exhausted),  faculty and staff may elect to continue their existing coverage under university health benefits for the duration of the approved military leave. The cost of coverage will remain the same as if the individual were not on leave. To continue or waive coverage during a military leave, complete the Benefit Continuation During Approved Family Medical Leave (FML) or Military Leave of Absence form prior to the start of the leave. Coverage will continue automatically during the leave unless you actively elect to waive it; if you continue the coverage you will be billed for your portion of the monthly premium cost.

If you purchased a campus parking pass and need to cancel it during a military leave, please contact CampusParc at 614-688-0000 or osuinfo@campusparc.com. For more information, please visit CampusParc.