Absence Management Paperwork Processing

OVERVIEW

The Business Office serves as liaison to the various University offices in support of employees' needs for the following types of absences:

Our office can serve as a valuable resource in helping navigate the University processes.  All absences of these types should be reported to the Business Office as soon as possible to assure that paperwork is complete and timely.

Short and Long Term Disability

These programs are managed via University Benefits.  A checklist and detailed information can be found here.  Employees can do the application on line or the Business Office staff can enter the information and start the claim.

 For Managers:

  • Notify the Business Office of the absences whether expected or unexpected
  • Complete the necessary leave forms and return to the office
  • Assure that any medical documentation is sent to the Business Office
  • Assist in putting employee on leave within HR system when required
  • Notify the Business Office when employee is returning or has returned so that s/he can be returned from leave and the payroll process can be restarted timely.
  • Ask questions!  When in doubt, please ask to assure you have correct information. University policies and procedures occasionally change and what may have occurred during another employee’s prior absence may be different in the current period.

 For Employees:

  • Notify Manager of expected absence as soon as possible so that planning can occur for requirements in backfilling duties and paperwork can be completed for continuation of pay.
  • Notify Manager of unexpected absence as soon as is possible so that paperwork required can be processed timely.
  • Be mindful of waiting period and documentation requirements to assure timely processing of leave and return from leave.
  • Ask questions!  When in doubt, please ask to assure you have correct information. University policies and procedures occasionally change and what may have occurred during another employee’s prior absence may be different in the current period.

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Leave of Absence

 Depending on the time needed for a leave of absence, the restrictions and approvals may vary. For example a leave for a short duration may require only the manager’s approval.  A leave for a longer period may require approval up to the VP level.  Please contact the Business Office with questions.

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Worker’s Compensation

This program is managed by the Office of Risk Management.  Please see here for more information including details for manager and employee responsibilities.

For department functions, we ask that you keep the following in mind:

 For Managers:

  • Make sure the accident report is completed timely.  The Manager can send directly to Risk Management and then provide a copy to the Business Office or provide the completed form to the Business Office who will assure its processing with the Business Office.
  • Complete any additional documentation required and return to the office.
  • Assure that any medical documentation is sent to the Business Office
  • Assist in putting employee on leave within HR system when required
  • Notify the Business Office when employee is returning or has returned so that s/he can be returned from leave and the payroll process can be restarted timely.
  • Ask questions!  When in doubt, please ask to assure you have correct information. University policies and procedures occasionally change and what may have occurred during another employee’s prior absence may be different in the current period.

For Employees:

  • Notify Manager of on the job injury as soon as possible so that paperwork can be completed for continuation of pay and reporting requirements.
  • Be mindful of waiting period and documentation requirements to assure timely processing of leave and return from leave.
  • Ask questions!  When in doubt, please ask to assure you have correct information. University policies and procedures occasionally change and what may have occurred during another employee’s prior absence may be different in the current period.

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