Guidance While You're Away

Leaves of Absence (LOA)


This page includes step-by-step instructions, forms, FAQs, and return-to-work guidance for employees during a continuous leave. Use the quick links below to navigate directly to that respective section.

What is a leave of absence (LOA)?

A leave of absence (LOA) is a specific period of unpaid time away from work an employer grants an employee for special circumstances occurring in the employee’s life. Eligible leaves may qualify for different types of leave under federal, state, or University policies, including, the Family Medical Leave Act (FMLA), Pregnancy Disability Leave (PDL), and Personal Leave of Absence (PLOA).


Examples of reasons for leave:

  • Pregnancy or related medical conditions
  • Parental leave to bond with a new child
  • Your own serious health condition
  • Caring for a family member with a serious health condition
  • Military family leave or qualifying exigency leave
  • Caring for a covered service member or veteran injured or ill during active duty
  • Other reasons may apply.

Leave Request Process

When to Request Leave

If you need to be out for more than five (5) consecutive workdays for a reason other than vacation, such as caring for your own or a qualified family member’s serious health condition, bonding with a new child, or fulfilling military service, you may be eligible for a Leave of Absence (LOA).

  • For foreseeable events, provide at least 30 days’ advance notice.
  • For unforeseen circumstances, notify the Benefits Team as soon as practicable.


How to Get Started

  1. Email ConfidentialBenefits@nu.edu with your leave request, including a brief reason for leave, anticipated start date, and expected duration.
  2. The Benefits Team will review your request and determine whether your leave is job-protected under federal/state law.
  3. If your leave is job-protected: The Benefits team will send you information about any applicable state benefits and instructions to initiate your leave with Lincoln Financial.
  4. Start your leave claim by calling Lincoln at 800-423-2765 or submit your leave claim online at LincolnFinancial.com. First time users will need to register using our company code, 1122991.
  5. Within 2-5 business days of submitting your leave, Lincoln will send you a Leave Acknowledgement packet, outlining your job-protected leave rights and eligibility. This packet includes a certification form for your health care provider to complete and return to Lincoln by the specified due date.
  6. If your leave is not job-protected: The Benefits Team will guide you through the University's internal leave process directly.
  7. Short Term Disability Benefits: If you are enrolled in Lincoln's short term disability (STD) insurance, an STD claims specialist will contact you and request an Attending Physician Statement (in addition to the certification form) to be completed by your doctor.
Request Leave

Job Protection & Income Replacement

A leave of absence generally includes two key components:


1) Job Protection: This determines whether your job and benefits remain protected during your leave.

  • The majority of job protected leaves are unpaid and leave entitlements may run concurrently if they share the same qualifying leave reason.
  • As a California-based employer, National University extends California leave protections to all U.S. residing employees.
  • Holidays and weekends do not count toward your leave entitlement unless you are normally scheduled to work on those days. Leave duration is calculated based on your regular work schedule.

2) Income Replacement: This determines how you’ll be paid while on leave. Income replacement does not equal job protections - they are separate components. You may receive income replacement during your leave through:

  • State Benefit Programs (where applicable) - View Statutory Benefits Grid (updated 09/25)
  • Short-term disability (STD) benefits through Lincoln.
  • PTO (e.g., paid sick leave, vacation hours, academic leave). View available types of PTO on the Time Away page.
  • While you have the option to have your time away unpaid, employees on paid leave (using sick, vacation, or academic leave) will continue to accrue time off as usual and receive paid holidays. To ensure you remain on paid leave, you must enter at least 1 hour of PTO per pay period.
  • If you are enrolled in benefits through National University, we encourage you to use your available PTO to cover your benefit premiums via regular payroll deductions. To calculate the number of hours needed for this, follow these steps:
  • Hourly Employees: Divide your semimonthly benefit cost by your hourly rate.
  • Salaried Employees: First, determine your hourly rate by dividing your annual salary by 2,080 work hours. Then, divide your semimonthly benefit cost by this hourly rate to calculate the number of PTO hours.


Additional Supplemental Benefits

Lincoln administers the following benefit plans that may provide income replacement while you are away. If you are enrolled in any of these plans, please refer to the Lincoln Contact Sheet to initiate a claim.

  • Short-Term Disability (STD)
  • Hospital Indemnity
  • Critical Illness
  • Accident Insurance


Long-Term Disability (LTD) | New York Life

If your leave extends beyond 90 days, you may qualify for Long-Term Disability (LTD) coverage  paid for by the University.

Before Your Leave

System Access

Your access to NU systems will be disabled while you are on leave of absence. Please ensure to set up your OOO auto-response message with instructions on who to contact during their absence. If you want to set up mail forwarding or delegations, please set this up prior to your leave start date. For assistance, please contact the IT Help Desk at helpdesk@nu.edu. To set up delegations in Workday, please follow these instructions. For assistance, please contact askhr@nu.edu. 


Team Coverage

If possible, discuss coverage plans with your leader prior to starting your leave. This helps ensure a smooth transition for both you and your team.


Documentation

All required documentation (such as certification forms and return-to-work releases) must be submitted by the deadlines provided by Benefits or Lincoln Financial. Missing or delayed paperwork may impact your eligibility for leave or delay your return-to-work process.

  • Submitting documents to Lincoln: After you initiate your leave, Lincoln will send a Leave Acknowledgment Packet outlining your rights, eligibility, and required documentation. You can upload documents through Lincoln’s secure portal or email it to disabiltydocuments@lfg.com. For support call (888) 408-7300 or email LincolnLeave@lfg.com.
  • Submitting documents to NU Benefits: For leaves managed directly by the University, submit certification forms and other required documents to:
  • Email: confidentialbenefits@nu.edu
  • Fax: 626-514-3175

During Your Leave

System Access

Your access to NU systems will be disabled while you are on leave of absence. This ensures the security of University data and compliance with leave policies. If you need assistance or updates while your access is disabled, you may contact the Benefits Team from your personal email.


Job-Protected Leave - Managed by Lincoln

If your leave is job-protected, it will be managed through Lincoln. Your Lincoln Leave and/or STD Claims Specialist will oversee your case, gather required documentation, and guide you through leave certification, STD benefit coordination (if enrolled), and the determination of your leave eligibility and duration.


Maternity Leaves:

  • Lincoln will initially approve only the pregnancy disability leave (PDL) period. After your child is born, please contact Lincoln to initiate your baby bonding leave if you plan on taking it immediately following your PDL. Lincoln will require proof of birth certification.


You should also notify the Benefits Team if:

  • Your anticipated return date changes.
  • You experience a new qualifying life event that affects your benefit coverage.
  • You need clarification on benefit coverage, premium payments, or required documentation.


All Other Leave Types - Managed by NU Benefits

If your leave is not job-protected, the Benefits Team will serve as your main point of contact throughout your time away. Please reach out to confidentialbenefits@nu.edu if: If the circumstances of your leave change, please contact Benefits immediately.

  • The circumstances of your leave change (e.g., new medical information or updated return date)
  • You need clarification on benefit coverage, premium payments, or required documentation
  • You wish to discuss an extension of your current leave

Helpful Reminders:

  • Stay in Communication: Check your personal email periodically for updates from Lincoln or NU Benefits regarding documentation, deadlines, or return-to-work instructions.
  • Maintain Required Documentation: Continue submitting any requested updates, (such as leave extension certifications or declaration of birth forms for baby bonding) by the specified due dates to avoid interruption in your leave status or benefits. Scroll down to the Forms and Certifications section to download the applicable document.

Return-to-Work (RTW)

Medical Clearance (Fitness for Duty)

If leave was taken due to your own health condition, your health care provider will need to complete a Return-to-Work form before your scheduled return. The University requires certification from the employee’s health care provider of the date you are able to resume work.

  • For Maternity Leaves:  Your health care provider will need to provide the date your pregnancy disability leave ended – not the date that you will be returning from baby bonding leave.
  • Submission Deadline: The return-to-work certification must be provided to the University one week prior to the date the employee returns to work, and receipt of the certification is a condition of reinstatement,” (HR Policies Manual, p. 93).

 

Return to Work with Restrictions

If you require workplace accommodations upon your return, your healthcare provider  should explain how your limitations (temporary or permanent) impair your ability to perform your job duties and provide recommendations for specific reasonable accommodations. We do not require a diagnosis.

  • Confidentiality Notice: All medical information obtained in connection with an accommodation request will be kept confidential and maintained separately from personnel files.


Requesting a Leave Extension

If you need to request a leave extension, you will need to submit an updated certification form. Employees on a job-protected leave, must submit their certification forms directly to Lincoln. For all other leaves, please submit documents to Benefits by emailing confidentialbenefits@nu.edu or faxing it to 626-514-3175.

Forms & Certifications

Please use the hyperlinks below to download leave forms and certifications:


If Lincoln is managing your job-protected leave, You can upload documents through Lincoln’s secure portal. You can also email documents and medical information to disabilitydocuments@lfg.com.

FAQs

  • What is considered job-protected leave?

    Depending on eligibility and location, job-protected leaves may include FMLA, Pregnancy Disability Leave, and other state-specific programs. We’ll confirm your eligibility when you email Benefits.

  • Do I get paid while on leave?

    National University does not provide paid leaves. You have the option to have your time away unpaid or use PTO (e.g., paid sick leave, vacation, academic leave), and/or receive income replacement through Lincoln's short term disability insurance and state insurance programs where applicable.


    Employees on paid leave (using sick, vacation, or academic leave) will continue to accrue time off as usual. To ensure you remain on paid leave, we recommend using at least 1 hour of paid time off (PTO) per pay period.


    Between the state’s insurance program and/or Lincoln STD benefit and the PTO you choose to use, you cannot exceed more than 100% of your regular pay. For example, if an employee works 40 hours a week and receives 60% benefit from state/Lincoln benefits, the maximum accrual usage is 16 hours a week. 


    Additionally, disability benefits typically have a 7-day waiting period (elimination) period. During this waiting period, you may use up to 40 hours of PTO.


    No retroactive changes to PTO usage:

    Please note that we may be unable to make retroactive changes to your accrual usage after payroll processing.


    View PTO charts and PTO accrual rates by visitng the NU Time Away page.

  • How do I pay for my benefits while on leave?

    If you are enrolled in benefits through National University, we encourage you to use your available PTO to cover your benefit premiums via regular payroll deductions. To calculate the number of hours needed for this, follow these steps:

    • Hourly Employees: Divide your semimonthly benefit cost by your hourly rate.
    • Salaried Employees: First, determine your hourly rate by dividing your annual salary by 2,080 work hours. Then, divide your semimonthly benefit cost by this hourly rate to calculate the number of PTO hours.

  • Do I continue to accrue time off and receive paid holidays while on leave?

    Employees on paid leave (using sick, vacation, or academic leave) will continue to accrue time off as usual. To ensure you remain on paid leave, we recommend using at least 1 hour of paid time off (PTO) per pay period.


    Accrual of Time Off During a Job-Protected Paid Leave:

    Employees on paid leave (using sick, vacation, or academic leave) will continue to accrue time off as usual. To ensure you remain on paid leave, we recommend using at least 1 hour of paid time off (PTO) per pay period.


    Receiving Pay for NU Holidays:

    To receive pay for company holidays during your LOA, you must meet the following requirements:

    • Be on paid leave, which includes the use of sick, vacation, and/or academic leave each pay period while on LOA. 
    • Enter a transaction during the week of the holiday, specifying the type of time off type (sick/vacation/unpaid hours). This step is essential to ensure that you receive your holiday pay accurately.
    • For Winter Recess, you will need to enter at least 0.25 paid time off (sick/vacation/academic leave) the week before and the week after Winter Recess in addition to entering a time off transaction the week of Winter Recess (sick/vacation/unpaid hours).

  • Will I have access to NU systems while on leave?

    Your access to NU systems will be disabled while you are on leave of absence. Please ensure to set up your OOO auto-response message with instructions on who to contact during their absence. If you want to set up mail forwarding or delegations, please set this up prior to your leave start date. For assistance, please contact the IT Help Desk at helpdesk@nu.edu. To set up delegations in Workday, please follow these instructions. For assistance, please contact askhr@nu.edu. Savings on gyms, local attractions, phone networks, and more


  • How do I make benefit changes while on leave?

    Contact the Benefits Department at confidentialbenefits@nu.edu  within 30 days of the life event date. For example if you are adding your newborn to your insurance, you must contact Benefits within 30 days of your child’s birth and submit the hospital certification of birth.

  • Will remain eligible for the Tuition Waiver Program (if enrolled)?

    • Continuous leave: Employees on a continuous leave for any reason other than a requirement of their program will not be eligible for a tuition waiver during the period of the leave of absence. A tuition waiver will remain effective for the current course if the LOA begins after the first class session of that course. Upon returning from leave, tuition waiver eligibility resumes with the next scheduled course.
    • Spouses, domestic partners, and dependents: During an employee’s continuous LOA (as outlined above), spouses, domestic partners, and dependents are not eligible for tuition waivers.
    • Intermittent leave: Employees on an intermittent LOA retain tuition waiver eligibility.

  • If the circumstances of my leave change, who do I contact?

    If you are on a job-protected leave, please contact Lincoln for questions about medical certifications, disability benefits, leave eligibility, and leave duration 

    • Phone: (888) 408-7300 
    • Email: LincolnLeave@lfg.com

    For general benefit inquiries or assistance with paid time off entries, please contact confidentialbenefits@nu.edu.