5.2.5 Medical Leave
Medical Leave of Absence
From time to time, an employee may require medical leave for planned or unplanned time off related to a qualified sickness or injury. For absences from work 4 working days or greater, please contact the Absence Administrator in HR. Not all medical related absences may require special handling, but HR should be notified to determine if you will be required to see your physician or medical care provider before returning to work or if Family and Medical Leave Act benefits would apply, if an employee may qualify for use of SPU paid sick leave, if SPU paid Medical Leave benefits may apply, or if an employee may be eligible for application to the WA State Paid Family Medical Leave program.
Leave Types Related to Employee Medical Leave of Absence
FMLA: Offers eligible employees job protection for up to 12 weeks during the qualifying period. Does not offer a paid benefit. See 5.2.1.1.
SPU Sick Leave: Offers eligible employees income protection during absences from work that result from short-term illness or injury or other instances in accordance with Seattle’s Paid Sick and Safe Time. See 5.4.
PFML: Paid leave program managed by the State of Washington that provides eligible employees with paid time off to care for themselves or a family member. See 5.2.1.2.
Maternity Leave: SPU provides a paid maternity benefit to eligible employees, see 5.2.4.
SPU Paid Medical Leave: For exempt, part time (at least .50FTE) or full-time benefitted employees not eligible to accrue SPU paid sick leave (faculty, RLC’s, and assistant coaches working 10 mos. and less), offers 30% of regular salary for up to 12 weeks.
Description of SPU Paid Medical Leave
This benefit is provided by the University at no cost to the employee. SPU paid Medical Leave offers 30% of regular salary for up to 12 weeks for eligible employees.
Eligibility criteria:
For SPU employees not eligible to earn SPU sick leave. Exempt, benefited employees who work at least .50FTE (faculty, RLC’s, and assistant coaches working 10 months and less).
After a waiting week of 5 business days (that matches PFML), the University will pay 30% of the employee's pre-disability salary for up to 12 weeks, coordinating with PFML approved leave.
Pre-disability salary is defined as the regular monthly pay an employee is paid in the month prior to the date a disability occurs.
For any type of medical condition requiring leave (disability), with the exception of maternity leave, a physician's certification of the disability is required. Physician's certification should include information regarding the length of disability and prognosis for recovery.
Employees are eligible after one year of continuous employment in a regularly budgeted position in which the employee works a minimum of 20 hours per week (.50 FTE). Continuous employment is defined as employment of one year which is not interrupted by termination and reinstatement.
Accruals, benefits, and holiday pay during SPU paid medical leaves of absence:
Employees on SPU paid medical leave will be eligible for paid SPU holidays.
Employees on a SPU approved medical leave of absence for their own medical condition, being paid by WA State PFML only (not on SPU paid medical leave) will not be eligible for paid SPU holidays while on leave.
Employees on an SPU-approved medical leave of absence for their own medical condition, being paid by WA State PFML will not receive retirement contributions for income received from PFML while on leave.
If the amount of SPU pay during leave is not sufficient to cover benefit-related deductions (such as medical, dental, vision, or life insurance), the unpaid balance will be placed in arrears and recovered when the employee returns to work. If the employee separates from the University before repayment, the outstanding arrears balance will remain the employee’s responsibility and must be repaid prior to separation.
SPU Paid Medical Leave Limitations and Exclusions
Temporary employees, short hour employees, employees scheduled to work fewer than 20 hours per week, and those employed at SPU for less than one year are not eligible for this disability benefit.
Benefitted employees who earn SPU sick leave are not eligible for the SPU Paid Medical Leave benefit. See section: SPU Medical Leaves of Absence for Employees not Eligible for SPU Paid Medical Leave of Absence
Disabilities which recur, for the same condition, within six months from the date the original medical leave ended will not be considered a new disability. The time period of the recurrent disability will be combined with the original medical leave, and SPU paid medical leave salary replacement will be limited to the length of time for the combined disabilities (up to 12 weeks total).
Disabilities which recur after 6 months from the date the original disability leave ended will be considered a new disability and SPU paid medical leave salary replacement will start over again.
Since benefits for SPU-paid medical leaves are designed to provide reasonable salary protection to employees for the length of the disability, payment for SPU paid medical leave will not be extended in length when holidays or Christmas closure occurs between the designated start and end of the leave. For example, if a staff member begins a 6-week leave of absence in the first week of December for an SPU paid medical leave they would receive 6 weeks of SPU paid medical leave through the second week of January regardless of closure or encompassing holidays. In other words, the paid medical leave would not be extended by any paid holidays. Return from medical leave will be dependent on instructions from the employee’s medical provider according to documentation submitted to HR.
SPU Medical Leave of Absence for Employees not Eligible for SPU Paid Medical Leave of Absence
For absences from work 4 working days or greater, please contact the Absence Administrator in HR. Not all medical related absences may require special handling, but HR should be notified to determine if you will be required to see your physician or medical care provider before returning to work or what specific leave benefits may apply to the employee.
For planned or unplanned medical related absences from work, over 4 working days, SPU employees may qualify for:
The HR Absence Administrator can help employees determine which leave benefits will apply to them according to their unique situation.
For any type of medical condition requiring leave (disability), with the exception of maternity leave, a physician's certification of the disability is required. A physician's certification should include information regarding the length of disability and prognosis for recovery.
Employees who accrue sick or vacation time off may elect to supplement PFML medical leave with their SPU sick or vacation supplemental time off at 30% of weekly earnings.
Leave accrual, benefits, and holiday pay during medical leave of absence:
Employees on a medical leave of absence for their own medical condition, being paid by WA State PFML will not be eligible for paid SPU holidays while on leave.
Employees on a medical leave of absence for their own medical condition, being paid by WA State PFML will not receive retirement contributions for income received from PFML while on leave.
Employees on a medical leave of absence for their own medical condition, being paid by WA State PFML will only accrue SPU sick/vacation on the amount of SPU pay related to supplemental sick or vacation time used to supplement PFML.
If the amount of SPU pay during leave is not sufficient to cover benefit-related deductions (such as medical, dental, vision, or life insurance), the unpaid balance will be placed in arrears and recovered when the employee returns to work. If the employee separates from the University before repayment, the outstanding arrears balance will remain the employee’s responsibility and must be repaid prior to separation.