Leave Requests, Simplified

The leave request process differs by population:

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• Academic (non-student) Employee Leave Requests are processed online via AP Folio, via Leave Processing.
• Please reference the Leave Users Guide for guidance on submitting a Leave Request via AP Folio. Note the instructions are broken down by population.
• Academic Student Employees (ASEs) and Graduate Student Employees (GSRs)-- submit leave request via ASE and GSR Leave From Employment Request Form
• Refer also to: ASE/GSR Leaves from Employment Chart
• Forms for Family and Medical Leave (FML)
• Certification of Health Care Provider for Employee's Pregnancy Disability (PDLL)
• Certification of Healthcare Provider - Employee's Serious Health Condition
• Declaration of Relationship Form
• Return to Work Certification Form (4aNon FMLA RTW Certification)

There are two processes that happen concurrently after the employee submits their leave request via AP Folio.

• Once both processes are completed, the leave is approved and will be entered into UCPath.
• After the leave is entered into UCPath, departments are responsible for confirming leave has been entered correctly in Job Data
• The exception is intermittent leaves. Departments are responsible for tracking the amount of leave used.

Concurrent leave process after employee submits via AP Folio

Once the request is submitted via AP Folio, the Family Medical Leave Act process begins.

Note: Academic Student Employees (ASE) and Graduate Student Employees (GSR) - submit leave requests via paper forms. For ASE and GSR leaves, please follow these instructions.

UCSB Policy/MOU Leave Processing

1. Department Review
1. Department Analyst reviews AP Folio request.
2. Department/College Analyst prepares the leave memo?
3. Department Chair endorses/approves.

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• College Review
• College Analyst reviews.
• Dean approves/endorses.

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• Central Academic Personnel
• AVC approves (as applicable).
• AP Analyst performs post-audit.

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• Leave approval memo sent to employee
• Please note that Steps 3 and 4 happen simultaneously
• Once Step 3 under Job Protection Determination and Step 4 under UCSB Policy/MOU Leave Processing are complete, the leave is approved.

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• Any questions? If you have any questions about the leave process, your first step is to consult with your department

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State & Federal Law

Job Protections Determination and Processing

1. Eligibility Determination
1. Notice of Eligibility and any required Certification(s) are sent to the employee via email.

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• Employee is responsible for having their treating physician fill out the form.
• Once the form is filled out by the treating physician, the employee OR the physician return it to central leave team.

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• Medical Certification
• Medical Certification received by central Leave Administration team.
• Dates of leave confirmed

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• Designation notice of family medical leave sent to employee.

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• Any questions? Please contact the central AP Leave Administration Team.

FINAL STEP:

Once these two processes are complete, the AP Leave Admin Team submits the leave transaction into the UCPath System.

UCSB Policy/MOU-provided Leave processing

State & Federal Law/Job Protections Processing

Leave Approved

FML Designated

Employee submits leave request in AP Folio

UCSB Policy/FMLA

Contacts: Dean’s Analysts & AP Analysts

Contacts: AP Leave Admin team

Here’s another way to look at it!

Leave Process Steps