Leave of Absence

Email hr@stmarys-ca.edu to request a Leave of Absence Request Form.

The employee will need to complete and submit a Leave of Absence Request Form, whether paid or unpaid, 30 days prior to the start of the leave or as soon as foreseeable. The form must be signed by the employee and returned to Human Resources.

Notify your manager at least 30 days before your intended leave start date. Provide your estimated leave dates.

Prior to your leave:

• Discuss your work responsibilities and coverage with your manager.
• Update phone and email out-of-office messages with alternate contact information.
• Set up delegates in Colleague for business process approvals, if applicable.

Next, employees will need to file a claim with AbsencePro, SMC's leave administrator at least 30 days prior to the start or the leave, or as soon as practical. 

AbsencePro can be contacted 24 hours a day, 7 days a week

• WEBSITE: AbsencePro.absencemgmt.com
• PHONE: (877) 365-2666 (Monday – Friday, 7:30 a.m. – 9:00 p.m. CST)
• EMAIL: Support@AbsencePro.absencemgmt.com

Report your leave type, your first day of absence, and your anticipated return date. 

After your initial intake, AbsencePro will phone you to review your leave details and required documentation. AbsencePro will email you leave information and documentation.

STEPS TO INITIATE YOUR LEAVE

1.) Employee Notifies Human Resources of Leave Request.

2.) Human Resources provide Leave of Absence Request Form to the Employee.

       Other information provided attached:

• EDD Information (EDD Disability Insurance Provisions & SDI Tips Online)
• AbsencePro Claims Submission Checklist
• AbsencePro Employee Experience
• Employee Responsibility, Leave of Absence

3.) Once the Internal HR Leave Request Form is submitted, Human Resources notifies Manager of impending leave via email: Manager Notification for Employee Leave Request.

       Other information provided attached:

• Manager Responsibility, Leave of Absence
• Confidentiality Guidelines for Managers

4.) Employee initiates Leave Request via AbsencePro.

5.) Within 5 business days, the Employee and Human Resource receives Decision Letter from AbsencePro. Human Resources sends Designation Notice to both Employee (via Email & Certified Mail) and Manager (via Email): Designation Notice to Employee and Manager.

6.) 30 days prior to return to work date, Human Resources will confirm with the Employee their Return to Work Status via email: Employee Notification for RTW Status.

7.) Once the Employee confirms their RTW Status, Human Resources will notify the Manager of the Employee’s RTW Status via email: Manager Notification for Employee RTW Status with/without Restrictions.

• While on an approved leave of absence, you may not work in any capacity.
• Please use your personal email to communicate with AbsencePro and SMC.
• Stay in touch with AbsencePro and Human Resources hr@stmarys-ca.edu regarding any changes to your leave dates.

• You are required to provide documentation to substantiate your leave from the university as soon as possible, but no later than the AbsencePro deadline.
• Failure to meet the submission deadline will result in a denial of claim, not being paid by SMC, and being out of compliance with SMC's leave policies.
• KAISER MEMBERS – Kaiser uses their own certification forms. Kaiser’s Release of Medical Information (ROMI) Department can assist your doctor in completing the Attending Physician Statement required to approve your claim.

• Sick hours will be used to supplement approved short-term disability and Paid Family Leave claims, unless directed otherwise. Only vacation hours can be used to supplement Baby Bonding claims.
• Once sick hours are exhausted, vacation and other time off will be used, unless directed otherwise.
• The Benefits Manager, along with Payroll,  will calculate and enter sick and/or vacation hours or the applicable faculty salary continuation provision into Colleague. 

• Health benefits continue while on FMLA and/or CFRA leave, if eligible.
• Your health insurance premium contributions will be deducted per regular pay schedule.
• If time off balances are exhausted while still covered by FMLA/CFRA, health insurance premiums will go into arrears and will be collected when you return from leave.
• Once time off balances or faculty salary continuation are exhausted, and you are no longer covered under FMLA or CFRA, your benefits will end at the end of the month. At that time, you will be offered continuation coverage through COBRA.

• Confirm your return date with AbsencePro and Human Resources at least five days prior to your return.
• If you are on leave for your own medical condition, you will be required to provide AbsencePro and Human Resources with return-to-work medical certification no later than two days before your return.
• Please contact AbsencePro if you need a return-to-work certification form resent to you.
• Kaiser members: Please contact the Release of Medical Information Department