University Human Resources

Leave of Absence

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Brown Policy

Leave of Absence

When to Initiate a Leave of Absence

For absences longer than five business days, a leave of absence request must be submitted through Workday. This rule does not apply to pre-approved vacation time off, per diem employees, or periods overlapping with an employee’s inactive period. Supporting documentation is required for the formal approval of all leave of absence requests. Employees must submit their supporting documentation to the UHR Office of Leave and Accommodations via fax at 401-863-2830 or via email at Leave_Admin@Health.Brown.edu.
 

A leave of absence is an unpaid employment status. Employees may choose to use accrued time off to continue pay while on leave. Time off must be requested concurrently with a paid leave of absence. Employees may also be eligible to apply for state benefits. 

 

Family and Medical Leave Act (FMLA)

Employees may request Rhode Island Parental and Family Medical Leave (RIPFML) – RI state law similar to the Family and Medical Leave Act (FMLA) that offers 13 weeks of protection and runs concurrent with FMLA – for their own serious medical condition, a covered family member’s serious medical condition, or parental leave (e.g., birth of a child, adoption, fostering and bonding). FMLA leave provides job protection and benefits continuation up to 12 weeks for employees with at least one year of service and work at least 1250 hours per year.

Employees who are not eligible for leave under the FMLA may submit a request for medical leave as a reasonable accommodation under the Americans with Disabilities Act (ADA). For more information about requesting a reasonable accommodation, please visit Employee Accommodation Services.

Brown Policy: FMLA

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
  • Vacation time off
  • Parental Leave Benefit (eligible employees)

Personal Leave

Employees may request personal leave when the need to be out of work is for personal reasons not covered under FMLA or Short-Term Disability (STD). Personal leave is granted at the discretion of the University and may have an impact on your benefits.

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

  • Vacation time off

Administrative Leave

Administrative leave may only be initiated by University Human Resources.

Special Assignment

Employees may request special assignment leave for up to three or six months. Special leave may only be granted when the assignment will be of value to Brown.

Temporary Disability / Caregiver Insurance

Rhode Island employees may file a claim with RI state to receive benefit payments if on leave for their own medical condition (TDI) or to care for a covered family member (TCI).

RI TDI/TCI Information

New York-based employees may be eligible for New York State Disability Insurance and/or Paid Family Leave benefits. California-based employees may be eligible for California State Disability Insurance Program benefits.

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 $1,043 (subject to change). This does not include 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 $1,043 (subject to change). This does not include dependency allowance.
  • May provide up to 6 weeks of payment in a benefit year period
  • Are subject to federal and state income tax

Parental Leave

Brown University provides eligible employees up to six weeks of paid time off to care for a newly born infant or adopted child. Regular benefit-eligible staff working more than 50% FTE are eligible for this paid time off benefit. The benefit can be split into one week minimum increments and can be taken any time within one year after the date of birth or placement for adoption.

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.

Leave of Absence Workday Screencasts and Job Aids

Brown Policy