Policy No: 2097 Responsible Office: Human Resources Last Review Date: 10/25/2022 Next Required Review: 10/25/2027

Personal Leave of Absence

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1. Purpose

This policy details the circumstances under which employees are eligible to request a personal leave of absence. 

2. Applicability

This policy applies to regular staff employees and faculty of the University General Division and USA Health.

3. Definitions

N/A

4. Policy Guidelines

4.1  Eligibility and Duration

If you are a regular employee, with proper approvals, you may be granted a personal leave of absence, normally not to exceed 90 calendar days, provided that it is operationally feasible and you have been employed at the University without any interruption in service for at least six full months.

In unusual circumstances, consideration may be given to a request for a longer leave of absence when it is believed to be in the best interest of the University.

4.2  Application

If you are a regular employee and want to take a Personal Leave of Absence, you must submit a written request to your supervisor, in advance, providing the reason for your leave, and the beginning and ending dates of your leave. In addition, you must submit to your supervisor a completed Leave of Absence Request Form, as applicable:

University General Division (Campus): https://www.southalabama.edu/departments/eforms/hr/leaveofabsence.pdf

USA Health: https://www.southalabama.edu/departments/eforms/hr/ptoleaveofabsencerequestform.pdf

4.3  Required Approvals

You must also obtain approval of your Department Head prior to taking personal leave. Your supervisor will then forward the leave of absence request form and the supporting documentation to Human Resources for review. 

4.4  Returning to Work

It is your responsibility to notify and communicate directly with your supervisor of your intent to return to work or any changes in your leave status prior to the ending date of your personal leave. Failure to do so will be considered a voluntary resignation. 

4.5  Employee Benefits While on a Personal Leave of Absence

The benefits which you earn prior to your personal leave of absence remain during your leave, but no additional benefits such as vacation, sick, or PTO hours are accrued during your personal leave of absence.

Length of service will continue to accumulate during a personal leave of absence but will not be used when computing vacation, sick and PTO hours.

Your group medical, dental, life and disability insurance may be continued while you are in a personal leave of absence status. However, if you are in an unpaid status, you must pay the total cost of these benefits. It is your responsibility to make arrangements for payments with the Payroll Office to continue your coverage prior to beginning a leave of absence.

5. Procedures

N/A

6. Enforcement

Human Resources owns and administers the provisions of this policy. Failure to abide by the terms of this policy may jeopardize an employee's ability to qualify for the benefit.

7. Related Documents

7.1  University General Division (Campus) Leave of Absence Request Form
7.2  USA Health Leave of Absence Request Form
7.3  Family Medical Leave (policy)
7.4  Workplace Accommodations (policy)