Job Aids
Guides, Charts, and Calculators
Letters
Presentations/Webinars
Forms and Approval Process
Blood/Blood Platelet Donor
Leave time for blood and blood platelet donation should be arranged at a time that is workable for both employee and the department. When requesting leave, please provide your supervisor with as much advance notification as possible.
Disability
To apply for disability, contact UIC Human Resources.
Disaster Service Volunteer
Employer approval will be granted upon supervisor's receipt of certification and documentation of agency request. The Disaster Service Volunteer Leave Act states that, "Leave under this act shall not be unreasonably denied for services related to a disaster within the United States or its territories."
Election Judge Leave
Employees serving as an election judge must provide his/her supervisor or department with written request for this leave at least 20 days in advance.
Family Military Leave
Certification from the proper military authority must be provided as documentation when requesting leave. If leave will be longer than five days, the employee should give at least 14 days notice. If leave will be less than five days, the employee should give advance notice as is practicable.
Family and Medical Leave Policy
Policy ( PDF )
Employee Rights and Responsibilities ( PDF | RTF )
Application ( PDF | RTF )
Medical Certification
If leave is due to a serious health condition of the employee or family, member medical certifications is required in addition to the FMLA application.
- For Employee’s Serious Health Condition: ( PDF | RTF )
- For Family Member’s Serious Health Condition: ( PDF | RTF )
- For Serious Injury or Illness of Covered Service Member: ( PDF | RTF )
Certification of Qualifying Exigency for Military Family Leave ( PDF | RTF )
Proper certification is required in addition to the FMLA application if leave is due to a qualifying exigency.
Funeral/Bereavement
Upon request, eligible employees are granted funeral leave when informing their supervisor of the need.
Illinois Volunteer Emergency Worker Job Protection Act
Employees must make a reasonable effort to notify his/her supervisor that he/she may be absent or late to work.
Employers have the right, following the employee's absence, to request that the employee provide a written statement from the acting supervisor of the volunteer fire department or governmental entity that the employee serves. This document should state that the employee responded to an emergency and indicate the time and date of the emergency.
Jury Duty
Civil Service employees shall request jury duty leave from their appropriate supervisor. Employees are expected to report to work during their normally scheduled workday whenever their services are not required by the court. Unless earlier arrangements were approved, employees are to call their supervisors for report-to-work instructions.
For Academic Professional employees, arrangements for jury duty leave are made between the department head and the employee.
Military Leave
Employees should receive approval from their appropriate supervisor or campus executive officer. Such leave will be granted whether or not within the State and whether or not voluntary.
Organ/Bone Marrow Donor
Medical documentation of the proposed organ or bone marrow donation is required for approval. Documentation should be submitted to your supervisor with as much advanced notification as possible.
Parental
Employees requesting parental leave should seek approval from their appropriate supervisor.
School Conference and Activity Leave
Before attending a school conference or activity, the employee must provide an employer with a written request for leave at least seven days in advance. In emergency situations, no more than 24-hours notice is required.
Shared Benefits
Withdrawal Application Form (PDF)
Sick
Employees should receive approval from their supervisor to charge absences against accumulated sick leave. An employee's supervisor may require the employee to provide evidence to substantiate the reason for the absence, including a physician's certificate or FMLA medical certification, if applicable. The use of sick leave for family and medical leave or victims economic security and safety leave (VESSA) purposes does not extend the FMLA or VESSA entitlement.
Departmental procedures for notification regarding sick leave benefits usage may vary. Contact your immediate supervisor for the procedures in your department.
Special Leave for Civil Service Employees
Requests for special leave must be in writing and approved by the campus Human Resources office.
Such leaves may be approved for sufficient cause, such as:
- Employees who want to accompany a spouse on a sabbatical leave.
- Employees who have exhausted sick and disability benefits and family and medical leave who are still unable to return to work.
- Employees engaged in public interest work or in furthering their education.
Vacation
Departmental procedures for requesting the use of vacation leave may vary. Contact your immediate supervisor for the procedures in your department.
Victims Economic Security and Safety Act
VESSA Application ( PDF | RTF )
Voting - General or Special Election
Prior to the day of the election, the employee must provide his or her supervisor/department with a written request and show his/her voter registration card as proof of eligibility to vote in the designated election.
Voting - Primary Election
Prior to the day of the primary election, the employee must provide his or her supervisor/department with a written request and show his/her voter registration card as proof of eligibility to vote in the designated primary.
Workers' Compensation
- Immediately contact your supervisor to report the incident.
- Complete a University of Illinois Employee’s Injury Report Form and Family and Medical Leave Application if an absence from work occurs.
- Promptly seek medical care if appropriate.
For more information about Workers' Compensation including brochures and flyers, visit the Workers' Compensation section of the OBFS website.
System Processing
Human Resources Front End (HRFE)
An interface for performing select Human Resource transactions using a routing and approval process before applying to Banner.
Website: https://hr.apps.uillinois.edu/hrFrontEnd/
HR Front End fields for processing an employee on a leave: Leave of Absence Tracking Chart, Start Leave (PDF)
HR Front End fields for processing an employee’s return from a leave: Leave of Absence Tracking Chart, Return (PDF)
Banner
The forms component of the UI-Integrate System provides an interface through which UI administrative data may be entered or accessed. Once connected to Banner Administrative Forms, depending on access, a user can process Human Resources, Finance, Admissions, Financial Aid, Payroll, Records & Registration, and Recruiting transactions.
Website: https://apps.uillinois.edu/banner
Leave of Absence Responsibility Matrix (PDF)
FML Banner Processing for Placing Employee on Leave (PDF)
UFML - Banner Processing for Placing Employee on Leave (PDF)
Banner Processing for Partial-Paid or Unpaid Leaves (PDF)
VESSA Banner Processing for Placing Employee on Leave (PDF)
Security:
Check with your Unit Security Contact (USC) to submit access request for systems.
Find your USC: click here