Michigan Medicine provides time away from work to eligible staff members for a variety of reasons not limited to personal, family, community and other outside needs and obligations. It is necessary to maintain reasonable attendance standards to ensure that each staff member's job responsibilities are properly carried out, and that all staff members are treated fairly and consistently. Leave time must be scheduled and approved by a supervisor in advance and in accordance with the unit, department, or clinic attendance policy.
There are two types of leave plans for paid time away from Michigan Medicine.
Hospitals and Health Centers Appointed Staff
Regular non-bargained for staff appointed to a hospitals and health centers department with in a position with at least 20 hours per week are entitled to the paid time off (PTO) program. This program combines vacation and short-term sick into a single bank of leave time. In addition, an extended sick plan, intended for longer periods of time away due to medical reasons, is available to staff members who meet eligibility criteria.
An individual appointed to a hospitals and health centers department in a temporary position or a non-bargained-for regular position with less than 20 hours per week may become eligible for up to 40 hours of paid sick time per year under Michigan’s Paid Medical Leave Act.
Extended Sick [Paid Time Off Program Policy, Exhibit D]
Medical School Appointed Staff
Regular non-bargained for staff appointed to a medical school department with minimal appointment of 8 hours per week are entitled to the Sick & Vacation Program. This program has separate banks of time for vacation and sick, as well as a prorated amount of annual season time.
An individual appointed to a medical school department in a temporary position or a non-bargained-for regular position with less than 8 hours per week may become eligible for up to 40 hours of paid sick time per year under Michigan’s Paid Medical Leave Act.
PTO & Vacation Accruals
PTO and Vacation accruals are based on the type of job, the number of years of service at U-M, and are pro-rated by appointment fraction.
- For non-bargained for staff on the vacation leave plan, refer to the Vacation Standard Practice Guide at: Vacation Standard Practice Guide
- For non-bargained for staff on the PTO leave plan, refer to the PTO Program Policy.
- Staff members who are part of a bargaining unit, refer to the appropriate bargaining agreement.
Michigan Medicine employees may log onto the Wolverine Access Employee Self-Service with unique name and Level 1 password to view leave balances. Questions regarding leave balances should be addressed with the department timekeeper or the employee's supervisor.
Other Types of Paid Time Away
- Holidays [U-M SPG]
- Paid time for University observed Holidays
- Jury & Witness Pay [U-M SPG]
- Paid time for staff to attend court proceedings
- Funeral [U-M SPG]
- Paid time for staff to attend services when a death in the family occurs
- Military Reserve Duty Pay [U-M SPG]
- Paid time for when staff have required Military trainings
- Paid sick time for Temporary and Part-Time Regular Staff
- Paid time for personal or family health care, sexual assault situations, domestic violence or public health emergency purposes under Michigan’s Paid Medical Leave Act
Family Medical Leave Act (FMLA)
Under the Family Medical Leave Act (FMLA), eligible employees can take up to 12 weeks of unpaid, job-protected leave in a 12-month period for the following reasons. FMLA coverage runs concurrent to paid and unpaid time.
- The birth of a child or placement of a child for adoption or foster care.
- To bond with a child (leave must be taken within one year of the child’s birth or placement).
- To care for the employee’s spouse, child, or parent who has a qualifying serious health condition.
- For the employee’s own qualifying serious health condition that makes the employee unable to perform the employee’s job.
- For qualifying exigencies related to the foreign deployment of a military member who is the employee’s spouse, child or parent.
An eligible employee who is a covered service member’s spouse, child, parent or next of kin may also take up to 26 weeks of FMLA leave in a single 12-month period to care for the service member with a serious injury or illness.
An employee does not need to use leave in one block. When it is medically necessary or otherwise permitted, employees may take leave intermittently or on a reduced schedule.
While employees are on FMLA leave, the university must continue medical, dental and vision coverage as if the employees were not on leave.
Upon return from FMLA leave, most employees must be restored to the same job or one nearly identical to it with equivalent pay, benefits and other employment terms and conditions.
For questions about FMLA leave eligibility, refer to the FMLA Roadmap, consult this list of frequently asked questions in the Leaves of Absence Toolkit, or contact the Human Resources Solutions Center.
To submit a request for FMLA coverage, please submit a ticket with the Human Resources Solutions Center.
FMLA Certification Forms
Expanded Family Medical Leave Act (EFLMA)
Available: April 1, 2020 – December 31, 2020
The federal legislation calls for an expanded paid time off benefit for employees who need to provide child care and cannot work remotely due to child care closures or on days when a school offers only virtual instruction due to the COVID-19 pandemic.
Employees may use 80 hours (or a proportional amount for part-time and temporary staff) of paid time before accessing up to 10 additional weeks of paid time off at two-thirds the rate of pay. E-FMLA may be used intermittently with approval from the department.
There is a 30-day service requirement and the benefit is not available to those on layoff, furlough or leave of absence. Total FMLA time available will be coordinated with other FMLA related absences. Note, these are not additional FMLA weeks, only an expanded reason to use FMLA. An employee only receives 12 weeks of FMLA per benefit year.
Employees can use EPSLA, COVID-19 PTO, short-term sick (when applicable), vacation or PTO to cover the first two weeks of absence, followed by Expanded FMLA, at which point the new timekeeping code “PFL” should be used.
Department of Labor FAQ site states you may take leave if child care provider is unavailable. This must be for care for a child that is your custodial responsibility.
The following explain when EFMLA is/isn’t available:
- If the school has decided to go 100% virtual, EFMLA may be applied.
- If the school has decided to go part in-person and part virtual, or there is limited seating where the child has to do part virtual, EFMLA may be applied for the virtual time only.
- If the school has decided to offer options to parents that allows 100% virtual or a variation of virtual/in person or full time in person, EFMLA will not be applied, since there is an option for full-time care available.
- If the school has decided to go full-time in person, EFMLA will not be applied.
Send the completed EFMLA request form to your department administrator and also fax to the HRSC (734) 936-9526. For more information, or questions, please contact the HR Solution Center at 734-647-5538.
Paid Maternity (Childbirth) and Parental Leave
The University of Michigan now offers two non-discretionary paid leave benefits to support faculty and Non-bargained for staff who welcome children by birth, adoption, foster care or legal guardianship. For complete details, visit Maternity (Childbirth) and Parental Leave (U-M).
In order to receive access to the paid leave a case must be submitted to the HR Solutions Center.
- University Leave of Absence Policy: Follow this link for more information on the types of unpaid leaves available for eligible staff
- Leave of Absence Chart: This chart shows how Paid Time Off (PTO) hours remaining in a staff members leave plans are handled prior to the start of a leave of absence
To submit a request for an unpaid leave of absence, please submit a ticket with the Human Resources Solutions Center.
The University/Health System provides a Long Term Disability program so that monthly income and other benefits may be continued for totally disabled eligible staff members and is administered by the Benefits Office. Disability is defined as the complete inability, by reason of any medically determinable physical or mental impairment, to engage in any occupation or employment for wage or profit for which the staff member is reasonably fitted by education, training, or experience. The impairment must be expected to result in death or have lasted, or can be expected to last for a continuous period of not less than twelve (12) months from the staff member’s last day of work. Such disability shall not be caused by engaging in any criminal act or intentionally self-inflicted injury or illness, nor shall any benefit be payable while in prison or jail. The maximum duration shall not exceed the duration of the disability, or until age 65.
The Benefits Office can provide additional information about Long-term Disability.