Personal Leave of Absence Approval
Process – Documentation and Communication

Step One – Initial Leave Request

Classified Staff: The employee makes a request for a Personal Leave of Absence to the supervisor by submitting an Extended Leave of Absence Form with the anticipated dates of the leave. The request should be made as far in advance as possible to consider operational and staffing needs.

Appointed Personnel: The employee submits a letter to the department head indicating the reason for the leave and the leave dates. An Employee Request to Department Head template is available for this letter.

Step Two – Confirm Employee Eligibility & Make Decision on Request

The supervisor/department head confirms the employee is eligible under Policy and operational and staffing needs can be met if the Extended Personal Leave of Absence is granted (see Business Considerations for Personal Leave). The supervisor promptly notifies the employee of the decision through the following processes:

Classified Staff: If the leave request will be approved by the supervisor, the Request for Extended Leave of Absence Form must be completed. The supervisor sends the completed form to Human Resources Leave Management.

Appointed Personnel: Department heads forward their recommendations through the appropriate dean and vice president to the Provost for written approval. The Provost's decision is based on the merit of a request and on certification by the department head and dean involved that the employee's leave will not jeopardize normal operations. A Department Head Request to Provost form is available for this request.

Other absence options may be explored at the supervisor’s discretion – see main flow chart.

Step Three – Time Recording

The department maintains an accurate record of unpaid leaves of absence taken by recording approved absences as "A" on the timesheet. The employee, or when unavailable the supervisor, shall record unpaid time on timesheets.

Step Four – Report to Work or Extension Requested

The employee must report back to work on the first scheduled work day following the approved absence.

If the employee requires an extension or modification to the absence, the employee must repeat the absence request process with the supervisor. The changed circumstances may be cause for the supervisor to review the business considerations on whether to continue to grant a personal leave of absence. The new information may also be cause to reassess the employee’s eligibility for Family & Medical Leave.

Note: A supervisor can contact Human Resources Consulting Services or HR@AHSC to for consultation on options under University policy.