All supporting medical documentation must be submitted to the UHR Office of Leave and Accommodations via fax at 401-863-2830 or via email at Leave_Admin@Health.Brown.edu.

• Employee's Medical Condition
  • Healthcare Certification Form - Employees must have their treating medical provider complete the medical certification form. The completed form must be submitted to the UHR Office of Leave and Accommodations within 15 days of the workday leave request.
     
  • Return to work note - Employees returning from leave for their own serious medical condition must provide a return to work note to their manager prior to performing any work. This note must be completed by the care provider.
     
• Family Member's Medical Condition
  • Healthcare Certification Form – Employees must have their family member’s treating medical provider complete the medical certification form. The completed form must be submitted to the UHR Office of Leave and Accommodations within 15 days of the workday leave request.
     
• Military Exigency Leave
  • Certification of Qualifying Exigency for Military Family Leave – The completed form must be submitted to the UHR Office of Leave and Accommodations within 15 days of the workday leave request.
     
• Military Caregiver Leave
  • Certification for Serious Injury or Illness Current Service Member for Military Caregiver Leave -  – The completed form must be submitted to the UHR Office of Leave and Accommodations within 15 days of the workday leave request.
     
  • Certification for Serious Injury or Illness if a Veteran for Military Caregiver Leave - The completed form must be submitted to the UHR Office of Leave and Accommodations within 15 days of the workday leave request.

Employees may use accrued time off to receive pay or choose to remain unpaid while on an approved leave of absence. Employees are not allowed to request paid time off sporadically. Paid time off must be used consecutively from the start date of the approved leave.

Employees who will be unpaid during their leave for more than 4 weeks are responsible for paying their benefits premiums directly to Sentinel Benefits, the University’s third-party benefits administrator. The benefit premiums will resume as a regular payroll deduction when you return to work or return to a paid status.

Employee’s own medical condition: 

• Sick time off
• Vacation time off

​Care for a seriously ill parent, spouse, or child:

• Sick time off (up to 12 days)
• Vacation time off

Birth of child, adoption, foster, bonding: 

• Sick time off (up to 12 days)
• Vacation time off
• Parental Leave Pay

• Request Leave in Workday - Request Leave of Absence
• Request Time off (for paid leaves)  - Request Time Off
• Request Return in Workday - Return from Leave of Absence

Employee:
Communicate a leave of absence request to their manager. Provide documentation to UHR timely and communicate updates to their manager as needed. Responsible for entering applicable information in Workday.

Manager:
Identify the need for a leave and guide the employee to appropriate resources and processes. Remain as the primary contact for the employee throughout the process.

Absence Partner:
Receives leave of absence notifications in Workday and absence-related communications for all leaves of absence within their department. Serves as a department resource for absence policy and procedural information.

HR Business Partner (HRBP):
Provides guidance on procedures & policies to managers and employees throughout the leave of absence process.

Absence Administrator:
Processes, designates, and manages leaves of absence. Provide leave of absence guidance to HRBP’s, managers, and absence partners. 

Once you have submitted a leave of absence in Workday, if you are eligible for the benefit, you will receive access to a new time off type titled “Parental Time Off." Similar to vacation time, this is a new bucket of paid time off you will have access to request.

For more information on the leave of absence process please contact Leave_Admin@brown.edu.

• The parental leave benefit is an employee benefit that provides compensation during your eligible leave of absence. Applicable Federal and State leave will run concurrently as applicable.
• You may request the parental paid time off benefit to extend your absence following FMLA leave. Approval will be at departmental discretion, similar to requesting vacation time.
• If both spouses are employed by the University, and both meet the eligibility requirements, both employees may receive the six weeks of paid parental leave.
• Employees represented by a collective bargaining agreement should refer to their respective agreement for a description of benefits offered.
• If you would like to take more than 6 weeks for parental leave, you may choose to use sick and vacation time off that was accrued prior to the start date of your leave to remain paid, by Brown, for a portion or the duration of your leave. This benefit does not impact your eligibility for state benefits.

If a holiday/winter break occurs during your paid parental leave:

• If you are using paid time off (parental,sick,vacation) before and on the day prior to the holiday you will be paid, by Brown, for the holiday/winter break and will not have to designate the holiday/winter break as time off.
• If you are unpaid before and on the day prior to the start of the holiday/winter break you will not be paid, by Brown, for the holiday/winter break.

• During an approved Personal Leave, you will be responsible for paying the full premium due for health, dental, and additional voluntary life insurance coverage. The full premium cost will include both the employee and employer contribution for enrolled benefits.
   
• The insurance premiums will be deducted from any pay issued from the University during the leave of absence.

Employees who will be unpaid during their leave for more than 4 weeks are responsible for paying their benefits premiums directly to Sentinel Benefits, the University’s third-party benefits administrator.  The benefit premiums will resume as a regular payroll deduction when you return to work or return to a paid status.

• If payment is not received within 30 days, your benefits may be canceled.
   
• Employees may pre-pay their benefit premium contributions, please contact the UHR Office of Leave and Accommodations via e-mail 30 days prior to the leave begins.
    
• Going on unpaid personal leave is a qualifying life event that allows employees to cancel their current benefit elections outside of the open enrollment period. To do so please contact the UHR Office of Leave and Accommodations via e-mail. Please note that if you cancel your benefits during this time, you must re-enroll within 31 days of your return to work or the next open enrollment period. 
   
• Continuation of Long-Term Disability and Group Life insurance, including voluntary insurance, will continue for a maximum of six (6) months during a personal leave of absence. Sick and vacation time are not earned during an unpaid personal leave of absence.

You must provide a detailed formal written request to your manager, HR Business Partner, and Employee and Labor Relations team member from which you must receive a formal approval letter.

If required, a Healthcare Certification Form is completed by the care provider and should be faxed to:

University Human Resources
Attn: Absence Specialist
Fax: 401-863-2830

Paid Time Off Option

• Vacation time off

Employee’s own medical condition:

• May provide up to 60% of an employee’s salary while medically unable to work
• Maximum weekly benefit rate of $1,070. This does not include a dependency allowance.
• May provide up to 30 weeks of payment (with continued medical support)
• Is not subject to federal and state income tax

Care for a covered family member:

• May provide up to 60% of an employee’s salary
• Maximum weekly benefit rate of $1,070. This does not include a dependency allowance.
• May provide up to 7 weeks of payment in a benefit year period
• TCI benefits are subject to federal and state income tax