Procedures P-VII-7.12-GC

Procedures for UMGC Policy on Leave of Absence Without Pay

  1. Requesting Leave of Absence Without Pay

    An employee must request Leave of Absence Without Pay (LWOP) in writing from his or her supervisor. The written request must include the reason for LWOP and the duration of LWOP.

  2. Approval

    1. The supervisor must send a copy of the written request along with their approval or denial to the Office Human Resources, Employee Relations at hrer@umgc.edu.

    2. Office of Human Resources, Employee Relations will review the request with the Chief Human Resources Officer (CHRO) or designee.

    3. When an employee with less than twelve (12) months of service and/or who has not worked for at least one-thousand two hundred fifty (1,250) hours and, therefore, is not eligible for Family and Medical Leave in accordance with VII-7.50-GC – UMGC Policy on Family and Medical Leave for Staff and Faculty Employees, is on an approved leave of absence for an event that would otherwise qualify for Family and Medical Leave and the employee exhausts his or her accrued Time Off, Approved Unpaid Time Off will be entered for the employee for the remainder of the approved leave period. The Office of Human Resources, Employee Relations must notify the CHRO or designee of the approved time off-unpaid.

  3. Notification and Timekeeping

    1. The Office of Human Resources, Employee Relations will notify the employee and supervisor in writing if the request is approved or denied.

    2. The Office of Human Resources, Employee Relations is also responsible for notifying the HR Benefits Leave Administrator, in writing by sending a copy of the notification letter that was sent to the employee and supervisor.

    3. The HR Benefits Leave Administrator is responsible for entering the Approved Unpaid Time Off in Workday for tracking and record keeping purposes.

    4. A copy of the notification will be placed in the employee's personnel file.

    5. The supervisor is responsible for immediately notifying Office of Human Resources, Employee Relations at hrer@umgc.edu if the employee wishes to modify the approved leave of absence and when the employee returns to work and/or fails to return to work at the conclusion of the approved leave of absence.

    6. The HR Benefits Leave Administrator is responsible for notifying the Office of Human Resources, Employee Relations if the employee remains on unpaid time off beyond the approved leave of absence and fails to return to work.