Leaves of Absence
Understanding Leaves of Absence
Taking a leave of absence may look different for everyone. There are many reasons an employee may need time away from work, and the details of a leave can vary depending on the situation.
Leaves of absence may be used for medical or family reasons, pregnancy and parental leave, military service, personal circumstances, or situations involving domestic or sexual violence. Some leaves provide job protection, some provide income replacement, and some may be unpaid.
When employees are away from work for medical, family, or personal reasons, multiple leave programs, benefits, or types of time away from work may apply at the same time. These programs serve different purposes, such as providing pay, income replacement, or job protection, and may work together depending on the situation and the employee’s eligibility.
For example:
- Some programs provide pay or income replacement, such as Short-Term Disability (STD), Paid Parental Leave (PPL), Paid Time Off (PTO), or sick time.
- Some laws provide job protection, such as the Family and Medical Leave Act (FMLA), which generally provides eligible employees with protected unpaid leave.
- In many cases, employees may use a paid benefit while simultaneously being on a job-protected leave.
Examples may include:
- An employee on leave for their own medical needs may receive pay through STD while also being on unpaid, job-protected leave under FMLA.
- A new parent may use Paid Parental Leave (PPL) while also using FMLA leave so they continue receiving pay during a period of otherwise unpaid, job-protected leave.
- An employee who takes unpaid, job-protected FMLA leave to care for a family member with a serious health condition may use available PTO during their absence to continue receiving pay. Employees may also use up to five days of available sick time per year for family care, in accordance with the sick time usage policy. Short-Term Disability (STD) benefits apply only to an employee’s own medical condition and recovery.
- If paid benefits or accrued time are exhausted before the employee is able to return to work, additional unpaid leave or other accommodations may be available in some situations.
Common leave and pay combinations include:
- Job-protected leave (such as FMLA, when eligible)
- Short-Term Disability (STD) for an employee’s own medical condition
- Paid Parental Leave (PPL)
- Paid Time Off (PTO) or sick time
- Unpaid time, when applicable
This page is designed as a practical guide to help staff and managers understand and navigate leave options, related processes, and common questions. It is intended to complement the University of Pennsylvania’s policies and applicable local and state laws, not replace them.
Some leave types and benefits may vary depending on work location and applicable state laws, particularly for employees working outside of Pennsylvania.
Employees are encouraged to review Penn HR resources and begin the leave request process early, whenever possible. For questions about individual situations, Wharton HR & People Operations or Penn Benefits can provide guidance
What is a Leave of Absence?
A leave of absence is an approved period of time away from work, managed through a formal process. Depending on the type of leave, it may provide job protection, pay, or both, and is designed to support employees and managers through a clear and consistent approach.
When people talk about “leave,” they are often referring to two separate things:
- Job protection – whether your job is protected while you are away from work
- Pay – whether and how you receive income during that time
How Job Protection and Payment Sources Work Together
Time away from work during a leave may be paid, partially paid, or unpaid, depending on the type of leave and the individual’s eligibility.
Job protection means that during an approved leave, your position (or a comparable role) is held for you so you can return to work when your leave ends, provided you remain eligible and complete the leave process as required. Job protection and payment sources will often overlap.
- Job-protected leave protects your employment while you are away (ex. FMLA).
- Payment sources determine how you receive income during that time (ex. Short-Term Disability, Paid Parental Leave, PTO, Sick).
Paid and unpaid periods may occur at different points during the same leave.
Family and Medical Leave Act (FMLA) Overview
FMLA is a federal law that provides job protection for eligible employees who need time away from work for qualifying medical or family caregiving reasons.
This section provides a general overview. For details, refer to Penn’s FMLA policy linked below.
Job protection: FMLA protects an employee’s job while they are away from work. Pay during leave is provided by other sources (such as PTO, sick time, or disability benefits), if applicable.
Length of leave: Eligible employees may take up to 12 weeks of job-protected leave in a 12-month period. Certain military-related leave situations may allow up to 26 weeks.
How leave can be used: Leave may be taken continuously, intermittently, or as a combination of both.
Continuous Leave: Leave taken for one uninterrupted period, during which the employee is fully away from work.
Intermittent Leave: Leave taken in separate blocks of time, or on a reduced schedule, rather than continuously.
Leave overlap: FMLA often runs concurrently with paid leave or benefit programs when applicable.
FMLA helps ensure that time away from work is handled consistently and that employees can return to work without penalty for taking approved leave. Eligibility and qualifying reasons are determined through the formal leave process.
Wharton HR & People Operations can help answer questions about the leave process and available options. Questions about individual eligibility, documentation, or specific leave determinations should be directed to Penn HR Benefits and Leave Administrators.
How Pay Works During Leave
Pay during a leave of absence depends on the type of leave and the employee’s eligibility and may include paid time, partial pay, or unpaid time.
Payment Sources During Leave
Paid Time Off (PTO) or Sick Leave (Accrued or Advanced)
Accrued or advanced time that may be used to continue pay during a leave, based on University policy.
Short-Term Disability (STD)
A benefit that may provide income replacement for an employee’s own medical condition, if eligible. STD helps support income during a medical leave and begins after a required waiting period, as outlined by policy.
Eligibility and coordination of benefits may vary for staff working outside of Pennsylvania. Refer to the Short-Term Disability policy for details.
Paid Parental Leave (PPL)
Four (4) weeks of paid time related to the birth, adoption, or placement of a child, based on University policy and eligibility. This leave is taken as a continuous period and must be used within the first year following the birth or placement.
PPL typically runs at the same time as FMLA, when applicable, and is coordinated with Short-Term Disability and other leave types as outlined by policy.
Unpaid Time
Time away from work without pay, which may occur when available payment sources do not apply or have been fully used.
Unpaid time may impact pay and benefit coverage depending on the length and type of leave. Employees should contact Wharton HR & People Operations or Penn HR Benefits for guidance.
Find Leave Options for Your Situation
Requesting a Leave of Absence: What to Expect
The leave of absence process is administered centrally by Penn Human Resources. This page provides a supplemental overview to help Wharton employees understand key steps and plan ahead. It does not replace official University guidance.
For complete instructions, eligibility details, and required documentation, please refer to the Penn HR website.
At a Glance: Key Steps
Start the leave request process in Workday
Submit required documentation
Notify your manager and plan for time away
Share updates if your leave dates or plans change
Prepare for your return to work
Returning with workplace accommodations (if needed): If workplace accommodations are needed when returning from leave, requests are handled through the Office of Equal Opportunity Programs (OEO) and are separate from the leave process.
Begin the leave request process and access step-by-step guidance:
Start a Leave Request
Workday Tipsheet: Request Leave of Absence
Initiate Your Leave Request in Workday
Begin your leave request in Workday as soon as possible. After submitting, review the next steps and any forms specific to your leave type. Starting early helps prevent delays and allows time for documentation review and planning.
If you are unable to initiate the request yourself, Wharton HR & People Operations can provide temporary assistance until you can engage directly in the process.
Submit Required Documentation
Certain leave types require documentation, such as medical certification, which must be submitted directly to the Penn Leave team. Do not provide medical documentation to your manager or Wharton HR & People Operations, as Penn HR handles this information confidentially. Submitting documentation promptly helps prevent delays or changes to your leave status.
Notify Your Manager and Plan for Time Away
Notify your manager that you will need time away from work so planning can begin. This can occur before or shortly after starting the leave request process. You are not expected or required to share personal or medical details.
When appropriate, work with your manager to plan for your time away, including coverage, handoffs, and out-of-office messaging. Early planning helps support continuity of work while you are away.
Managers will receive status updates regarding the leave request through the formal process.
During Your Leave
During an approved leave, you are generally not expected to work. Pay and benefits continue based on your leave type and eligibility.
If your return date changes, your leave needs to be extended, or you are using intermittent leave, follow the guidance provided through the leave process and notify Penn HR promptly. Timely updates help ensure accurate records and benefit continuation.
If Penn HR contacts you regarding documentation, benefits, or administrative steps, respond as needed to avoid processing delays.
Prepare for Your Return to Work
As your leave concludes, confirm your return-to-work date with your manager. You may be required to submit medical clearance or other documentation before returning. Provide required materials promptly to avoid delays.
If you believe you may need workplace accommodations upon return, contact the Office of Equal Opportunity Programs. Accommodation requests are handled separately from the leave process.
After returning, reconnect with your manager to align on priorities and expectations.
Additional Resources
Find policies, tools, and answers to common questions to help you navigate leave of absence.
Wharton Human Resources & People Operations
3620 Locust Walk
Steinberg-Dietrich Hall Suite 450
Philadelphia, PA 19104