UToledo Human Resources

Any employee who has worked for UToledo for at least 12 months and 1,250 hours over the previous 12 months and has a serious medical condition under FMLA guidance.  

• Any serious medical condition preventing the employee from being able to work and lasting 3 or more days (5 days for part-time positions).   
• Pregnancy, childbirth, and caring for your child after birth, or placement for adoption or foster care. 
• Caring for your spouse, child, or parent who has a serious health condition. 
• Qualifying urgency to be with your spouse, child, or parent if that person is an active service member or has an impending call to active duty in support of a contingency operation. 
• Caring for an injured service member if that person is your spouse, child, parent, or next of kin 
• Military leaves. 

Please use regular sick or vacation time.  

Please use either regular sick time or vacation. Those conditions are not covered by FMLA. 

This is not FMLA/non-FMLA covered condition. Please use either vacation or unpaid. You cannot use sick time unless an employee or family member is sick. 

UToledo uses FMLA Source which is the 3rd party vendor for all FMLA-covered leaves (including all maternity and military leaves). The application can be submitted at www.FMLASource.com

Please apply as soon as possible. UToledo requires all scheduled leaves to provide at least 30 days advance notice. With any emergent leaves and accidents please notify the department and apply as soon as able.   

Please be prepared to provide medical certification completed by your (or your family member’s) medical provider. Medical paperwork will be emailed to your UToledo email within 3-5 days. You will have 15 days to return the paperwork to FMLA Source. Please be timely because late paperwork will cause leave to be denied or delayed.  

As soon as the leave is approved, you will receive a Decision letter from the FMLA Source confirming the dates, type, and details of the leave. Please review this letter carefully and contact FMLA Source if you have questions or if any part of the leave needs to be adjusted, your surgery got canceled or reschedule, or the baby was born sooner. Please notify your manager as soon as the leave was approved. If any part of the leave is denied, details will be provided in a decision letter also.  

Please note, medical certification is required for all medical conditions, and UToledo reserves the right to request a second opinion or recertification if any abuse is suspected.  

If upon the end of the leave you are not able to return to work, please notify your manager and request an extension of the leave from FMLA Source. You are required to notify your direct supervisor you will be extending your leave prior to the end of the leave.  

Yes, if you are using UToledo Benefits, you will be able to continue to use it with no changes. If you run out of paid time off and go unpaid, you are responsible for paying the employee portion of the premium or your benefits will stop. Please call the UToledo Benefits team with questions.   

You will be restored to your original or equivalent position with the same pay and benefits. If your medical condition requires fitness for duty upon return, FMLA Source will email you a Return to Work slip with initial medical certification paperwork. This RTW slip has to be completed by your medical provider and returned to HR (either fax, email, or paper form) not later than 3 days prior to return. Please also notify your direct supervisor. If timely notification is not provided, return to work might be delayed and the employee placed into unpaid status until the clearance is received and the department able to place the employee back on schedule. 

FMLA can be denied if leave is not requested timely, or medical paperwork is not provided timely or employee if not eligible for FMLA, or if an employee exhausted 12 weeks of FMLA-covered leave.  

If FMLA is denied due to tardiness, the decision is final.  

If FMLA is denied based on the eligibility of the employee, but other requirements are met, please call the LOA office to see if non-FMLA leave or ADA options are available. Please note, UToledo doesn’t offer any intermittent non-FMLA leaves.  

If FMLA is denied, you report time off as regular sick time.  

Employees can still go on medical leave (either FMLA or non-FMLA) even if they do not have any sick / vacation time left. There is a 6-month limit on unpaid time off. Benefits might be affected if an employee goes on unpaid non-FMLA leave.   

Any hourly employees using API and TimeClock – manager will be reporting time as either “FMLA-unpaid” or regular unpaid time.  

PSA employees - LOA department will place the employee to an unpaid leave of absence status. The employee will be notified via email and the supervisor copied.  

 The employee will be returned to paid status when RTW paperwork is received. The manager will be copied.  

No, you cannot. Any absences from regularly scheduled work should be documented and approved.  

Any medical leave lasting longer than 3 days should have approved FMLA/ non-FMLA leave on file.  

Any personal leaves (unpaid non-medical leaves, if your union contract allows for this type of leave) - please contact HR about the process.  

Faculty members – for any non-medical leaves please contact your Department Chair about the process.  

Yes. Any vacation time should be approved by your direct supervisor, but you don’t need any additional HR/LOA approvals. If you plan to use your vacation time for travel, leisure, cosmetic procedures, or treatments not covered by FMLA, or to take care of your pet or friends/ family not covered under DOL definition of immediate family member you can use your vacation time without any additional paperwork 

FMLA Source Reporting: Employees on Continuous Leaves or Reduced Schedule are not required to report their FMLA time to FMLA Source. Employees on Intermittent leave (used as needed) are required to report to FMLA Source hours used within 24 hours either via phone, email, web portal, or smartphone app.  

Payroll Reporting: FMLA / non-FMLA leaves are unpaid. Employees are required to use their PTO (paid time off, like vacation and sick time) before they go unpaid.  

PSA and Faculty are required to use MyUT Leave Reporting Tool to report FMLA-sick, FMLA-vacation or FMLA-unpaid time, as well as regular sick, vacation, or unpaid time off.  

Hourly employees are required to use API or TimeClock. Please check with your manager if you are not sure which reporting option your department uses.  

Any Bereavement leaves: the department has to be notified as soon as possible and either API, TimeClock, or MyUT Leave Reporting tool. Funeral / Bereavement time reported as “Bereavement” and paid out of sick balance. Please note, your union contract might have additional provisions.  

PTO reporting (MyUT Leave Reporting Tool, API, and TimeClock, as well as PTO balances handled by the UToledo Payroll department. Any questions or issues, please contact Payroll directly.  

Instructions are posted on Employee’s toolkit and UT FMLA webpage.  

All maternity leave requests must go through FMLA Source, including new employees. If an employee is not FMLA eligible, leave will be covered by Ohio Pregnancy Disability Leave Act. Both leaves are unpaid, and employees are required to use their PTO (sick and vacation time).  

Faculty members under the AAUP contract have additional provisions for Faculty Family Child Care Leave, please refer to your union contract and check with your Chair or Business Manager about the application process. FCC is in addition to FMLA. All employees are required to apply for FMLA prior to starting maternal/paternal leave. There is no FMLA-covered paternal leave for newly hired employees.  

Please notify your manager as soon as you become aware of the deployment or need to attend any military activity. In addition, military leave requests should be submitted through FMLA Source as soon as possible. Military orders or communication from the military official requesting/mandating employees to report for duty should be submitted with leave requests to FMLA Source. UToledo will pay the first 176 hours per year starting in January. Any military leave above 176 will be unpaid, but the employee is entitled to the difference between their military pay and UToledo pay. To claim the difference, please submit military paychecks to payroll.  

Payroll reporting – you report the first 176 hours as “military time” (230) and any approved time off as “unpaid” (add “military time” in comments).   

Service time adjustment – please email to LeaveOfAbsence@utoledo.edu. 

Please follow regular FMLA application process steps. FMLA Source will email you the necessary medical forms and instructions.  

Reduced Schedule due to medical condition or continuous treatment, physical therapy, etc. can be available through FMLA Source as “Reduced Schedule”. This gives employees the opportunity to work part of the day and report another part of the day as “FMLA-sick”. Those are usually approved as percentage reduction, or hours reduction, or days reduction. Please follow the FMLA Source process.   

If light duty is recommended, please contact ADA Office to see if light duty requests can be accommodated under the Americans with Disability Act.  

Yes.   After you have applied for Workers Comp, please submit your FMLA Application and forward your Workers Comp medical paperwork to the LOA office and we will assist with the approvals.

Contact FMLA Source at 1-833-955-3388 or FMLACenter@FMLASource.com 

Please contact the UToledo HR LOA office at 419-530-4747 Option #2 or LeaveOfAbsence@utoledo.edu  

Contact UToledo Payroll at 419-530-4747 Option #4 payroll@utoledo.edu