Continuous Leave: Guidance While You're Away

Leaves of Absence (LOA) HUB


Everything you need before, during, and returning from a continuous leave of absence — who to contact, what to submit, and when.


On intermittent leave? This page covers continuous leave only. Visit the Intermittent Leave Hub for your process

Need to Start a Leave?

If you'll be out more than 5 consecutive workdays for a reason other than vacation, please call Lincoln at 800-423-2765 or visit LincolnFinancial.com to begin your leave claim. First-time users register with company code 1122991.

Submit Leave Claim
  • Foreseeable events: at least 30 days before your leave start date
  • Unforeseen circumstances: as soon as practicable.

Lincoln reviews your request and determines if you qualify for job-protected leave.


  • If You Qualify for Job-Protected 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. Watch video on Lincoln's claim's process after submission.
  • If You Do Not Qualify for Job-Protected: Lincoln will notify you that you do not qualify and the Benefits Team will contact you to guide you through the University's internal leave process. If you are enrolled in Lincoln's short term disability (STD) insurance, Lincoln will request an Attending Physician Statement (APS) to be completed by your doctor.

If your leave is job-protected (e.g., FMLA, CFRA, Pregnancy Disability Leave), Lincoln Financial manages leave certification, eligibility determinations, leave approvals, and claim status updates. The NU Benefits Team supports benefits continuation and the return-to-work process.


If your leave is not job-protected, the NU Benefits Team manages your leave directly, including leave review, benefits continuation, and return-to-work coordination.

Job Protection & Income Replacement

Job protection and income replacement are separate benefits that happen concurrently — not one after the other. Both begin on your leave start date. Using disability benefits, state benefits, or paid time away does not extend the leave.

Job Protection

Is my job protected while on leave?

Job protection determines how long your position and benefits are protected while you're on leave.


Key Points:

  • The majority of job protected leaves are unpaid and leave entitlements may run concurrently if they share the same qualifying leave reason.
  • NU extends California leave protections to all U.S. residing employees.
  • Weekends and University paid holidays 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.

Income Replacement

How do I get paid while on leave?

Income replacement determines whether you receive pay during your leave.


Depending on your situation, you may receive income through one or more of the following:

  • Paid Time Away: sick, vacation, academic leave
  • State benefit programs (where applicable)
  • Short-term disability via Lincoln
  • Long-term disability via New York Life. Leave beyond 90 days may qualify for university-paid LTD. LTD is a pay continuation benefit, not a job-protection extension. Claim form here.


Important: Your total income replacement benefits cannot exceed 100% of your regular gross earnings. As a result, the amount of paid time away you can use may be limited.

Before Your Leave

System Access

Your access to NU systems will be disabled during your leave. Please ensure to set up your OOO auto-response message with instructions on who to contact during their absence. For assistance with email forwarding or delegations, 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) must be submitted within 15 calendar days of receiving the request. Leaves may be designated as protected while certification is pending. However, if completed documentation is not submitted by the deadline, the protected leave designation may be denied or rescinded. This may result in the leave being treated as unapproved time away from work.

  • Job Protected Leaves: Submit documentation to Lincoln. Lincoln will review required documentation, coordinate Short-Term Disability (STD) benefits (if enrolled), and guide you through the certification process. 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.
  • Not Job-Protected: Submit required documents to the NU Benefits Team and they will guide you through the leave review process.
  • Email: confidentialbenefits@nu.edu
  • Fax: 626-514-3175


Benefits Continuation & Paid Time Away

If you are enrolled in National University benefits, you remain responsible for your employee benefit premium contributions while on leave. Closer to your leave start date, we encourage you to enter your paid time away (sick, vacation, or academic leave) to cover your benefit premiums while on leave. To estimate the amount of hours needed to cover your premiums, divide your semimonthly benefit cost by your hourly rate. Salaried employees can determine their hourly rate by dividing their annual salary by 2,080 hours.

Important things to know:

  • If you are receiving disability or other income replacement benefits, your combined payments cannot exceed 100% of your regular gross earnings.
  • Employees on paid leave (using paid time away) continue to accrue time off and remain eligible for holiday pay according to University policy.
  • For detailed information regarding benefit premiums, paid holidays, and time entry requirements, please review the FAQs below.
  • We cannot remove paid time away that has already been processed by payroll.

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 to update your paid time away usage, you may contact confidentialbenefits@nu.edu.


Job-Protected Leave (Managed by Lincoln)

If your leave is job-protected, Lincoln will be your primary point of contact throughout the leave process. Lincoln is responsible for reviewing required documentation, determining your leave eligibility, and providing updates regarding your leave status.


Note for Maternity Leaves

  • Pregnancy Disability Leave (PDL): Lincoln will initially approve only the PDL period.
  • Baby Bonding Leave: After your child is born, 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.
  • Adding Your Child to Your Benefits: To enroll your newborn in your benefits, contact confidentialbenefits@nu.edu within 30 days of your child's birth. Failure to complete your enrollment request within 30 days may result in your child being unable to enroll until the next Open Enrollment period, unless another qualifying life event occurs.


What the NU Benefits Team Handles:

  • Leaves that do not qualify for job-protected status
  • Benefit changes due to a qualifying life event, such as new child, change in marital status, etc.
  • Workplace accommodation requests and return-to-work planning
  • Benefit continuation, premium payments, and coverage-related questions
  • General questions regarding University leave policies


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.

Leave Extension (if applicable)

To request a leave extension, please submit an updated certification form prior to your approved leave end date. You can find the required documents under "Forms and Certifications."

  • If you are on job-protected or short term disability leave: Submit an updated certification form to Lincoln by emailing lincolnleave@lfg.com or uploading it to your leave portal. Please ensure to include your Leave ID number on all documents submitted to Lincoln.
  • If are not eligible for, or exhaust, your job protected leave, please contact the NU Benefits Team by emailing confidentialbenefits@nu.edu to discuss your available leave options.
  • If you currently are on a job-protected medical leave and require additional time away from work beyond your job-protected leave, the Benefits Team will review your request through the interactive process to determine whether an extension may be provided as a reasonable accommodation under the Americans with Disabilities Act (ADA). To support your request, you must submit a current medical certification from your healthcare provider documenting the need for the additional leave.
  • If you are on maternity leave and would like to take baby bonding leave following your pregnancy disability leave after your child is born, contact Lincoln to initiate your baby bonding leave. Lincoln will require proof of birth certification.

Returning from Leave

National University processes all return-to-work (RTW) approvals and will restore system access once all return-to-work requirements have been completed. 

 

Returning from Your Own Health Condition or Maternity Leave: 

If leave was taken due to your own health condition, your health care provider must complete the Return-to-Work form (or provide equivalent documentation) and submit to confidentialbenefits@nu.edu no later than 7 days before your approved leave end date.

  • For maternity leaves, you health care provider will need to indicate the date your pregnancy disability leave ended. 

 

Returning from Family Care, Baby Bonding Leave, or Intermittent Leave: 

Please email confidentialbenefits@nu.edu to confirm your return-to-work date no later than 7 days before your approved leave end date. 

 

Return from Leave 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.


NU System Access: 

Your access to NU Systems/SSO will be restored once all return-to-work requirements are completed and your return has been approved by the NU Benefits Team. 

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.

Frequently Asked Questions (FAQs)

  • 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).


    For National University's Leave of Absence of Absence policy, please click here. 




    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.

  • 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.

  • Do I get paid while on leave?

    National University does not provide paid leaves. 


    Depending on your situation, you may receive income through one or more of the following:


    • State disability or paid family leave benefits (where available)
    • Short-Term Disability (STD) through Lincoln
    • Available PTO (sick, vacation, or academic leave)

    Between the state paid benefits, Lincoln's STD benefits (if enrolled), and the paid time away 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 paid time away.


    No retroactive changes to paid time away usage:

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


    View paid time away charts and accrual rates by visiting 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?

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

    Employees on paid leave (using paid time away: 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 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 away (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.