Leaves of Absence

Dominican provides several types of leaves of absence to meet the individual needs of employees and their families, and as required by various state and federal laws. Eligibility, benefits, length of leave, and job protection vary, depending on the reason for leave and the length of time the employee has worked for Dominican. One type of leave is available under the Family and Medical Leave Act (“FMLA”) and California’s equivalent statute, the California Family Rights Act (“CFRA”). An “FMLA Eligible” employee, as defined in this policy, means an employee who (1) has been employed by Dominican for at least one year; (2) has actually worked at least 1,250 hours in the previous 12-month period (inclusive of time the employee has spent in military service during that period); and (3) works in a location within 75 miles of at least 50 Dominican employees. A “CFRA Eligible” employee, as defined in this policy, means an employee who (1) has been employed by Dominican for at least one year (2) has worked 1,250 hours during 12 months preceding leave (these hours can be non-consecutive). Employees who do not meet these specific requirements may still be eligible for some types of leave depending on the reason and length of leave. Additionally, to measure the maximum amount of leave available to an employee, Dominican generally uses a rolling 12-month period, measured backward from the date the employee takes leave.

Family and medical leave act (FMLA) and California family rights act (CFRA)

In accordance with the federal Family and Medical Leave Act (FMLA) and the California Family Rights Act (CFRA), the University provides eligible employees up to 12 weeks of leave for qualifying life events. Some events are covered under FMLA only, CFRA only, or a combination of FMLA and CFRA. At times, these provisions will run concurrently.

LEAVE OF ABSENCE REQUEST AND APPROVAL STEPS

Schedule A Meeting With HR

Schedule a meeting with HR (and Supervisor if possible) to receive Leave of Absence Packet and review eligibility

and effect of the leave on pay and benefits. Job-protected leave through FMLA, CFRA, PDL or ADA may apply.

Income replacement benefits through state disability, state paid family leave, workers’ compensation or

voluntary insurance may apply.

2. Discuss Leave With Supervisor

Discuss leave with your Supervisor and provide leave dates and reason for leave to HR. This should be done 30

days or more before absence.

Beginning Date: ___________ Expected Return Date: ___________

Reason for Requested Leave: ________________________________________

3. Submit Leave Request Form to HR

Complete the LOA Request Form, including the Supervisor's Signature, and Submit it to Human Resources.

4. HR Process

HR will submit LOA in Paycom through a PAF. A letter confirming approval with terms of the LOA is sent by HR to employee and supervisor

important considerations and instructions

Medical Certification

You must provide a medical certification signed by qualified medical personnel for medical, pregnancy, and family

care leave. You are required to provide updated medical certification for medical leave for extensions or date

changes. A medical certification that you are able to return to work may also be required.

Communication & Collaboration

Communicate with your supervisor and HR regarding changes to LOA start and return dates. Extension of leave
must be requested prior to the expiration of the most current leave, and is subject to approval.
Outside or supplemental employment while on leave is prohibited, unless written permission obtained in advance from the Human Resources Director.

Guidance for supervisors

Leaves of absences are governed by a complicated array of federal and state regulations and Dominican policies.

Involve HR and rely on them as knowledge experts.

❑ As soon as possible, inform your Department Head about an employee who may be requesting a leave of

absence.

❑ Be conscientious about employee privacy and confidentiality.

❑ Make a detailed plan for email forwarding and other continuity, communication, and department impact issues

prior to the leave.

❑ Hiring temporary coverage for the employee’s position is not automatic and is based on business needs and budget. Discuss your needs with HR, Center Manager and Budget.

Paycom

Keep contact information up to date in Paycom so we can reach you during your leave.
Enter all time off requests in Paycom to apply accrued sick, vacation, or personal time to your absence.
Conversion to leave without pay: You may exhaust your paid leave and may remain on leave during the legally
required term without pay. You must coordinate with payroll on the integration of paid time off with disability, paid family leave, or workers’ comp benefits.
If leave is for birth of a child, you must add the newborn to their health insurance plan immediately (not longer than 30 days). Please email newborn information (name, birth date, social security number) to HR and request the addition soon after the birth.

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