Extended Medical Leave

Notification

• When the need for leave is foreseeable at least 30 days in advance. If an employee fails to give timely advance notice, we may delay leave coverage until 30 days after the date the employee provides notice.

Submitting Your FMLA Request

• The process for requesting a Leave of Absence is done via workday which will prompt the employee to the necessary paperwork to be completed by their treating physician.

Here are the instructions that can help employee navigate the process: Request a Leave of Absence (PDF)

• The required form must be completed by the treating physician.
• The completed form must be returned to HR/Benefits within 15 days of receipt.
  • Medical documentation is time sensitive, it must be completed 30 days from the leave start date. Any submission prior to 30 days will expire and will need to be completed by the physician again.
• While on leave you will be required to provide updated medical documentation from your treating physician on a month to month basis (every 30 days) or if there is a change to your medical condition.

Confidentiality

The Office of Employee Benefits will keep all medical information relating to requests for a medical leave confidential.

• You should not disclose your own or your family member’s medical diagnosis to your supervisor or department.
• Any required certification should be submitted directly to the benefits department, where it will be kept confidential and separate from your personnel file. Do not submit any medical documentation to supervisor.

Employees that are approved for a leave of absence are permitted to charge any accrued paid time off (including sick, vacation, personal, administrative and/or compensatory) in order to receive pay from the University.

Please note that paid time off may be adjusted to reflect only accrued time to restrict employees from utilizing time that has not been earned. This generally applies to time that may have been recently allotted for the new year.

Possible pay continuation options during leave include:

If you will not have sufficient paid time off receive pay by Montclair State University, you have the following wage replacement options through State of New Jersey disability programs:

• Temporary Disability Insurance (TDI)- medical (self): You can find information about the eligibility and application process on the State of New Jersey’s Temporary Disability Insurance website page. Please note: This process is not managed by Montclair State University, you must follow the procedures specified on their website or contact a Customer Service Representative at 609-292-7060.
• Family Leave Insurance (FLI)- medical (family member) : You can find information about the eligibility and application process on the State of New Jersey’s Family Leave Insurance website page. Please note: This process is not managed by Montclair State University, you must follow the procedures specified on their website or contact a Customer Service Representative at 609-292-7060.

Note: 

Faculty members who will be without pay from Montclair State University will also need to complete and submit a request for a Faculty Leave of Absence without pay for the Board of Trustees (BOT) approval. You will need to supply the necessary administrative forms. 

Faculty/ staff who will not have sufficient accrued paid time off,  may qualify for the Donated Leave Program. The criteria for shared leave eligibility are different from those for FMLA. Contact your leave coordinator if you wish to participate in the programs.

During leave, health coverage under any “group health plan” will be maintained on the same terms as if the employee had continued to work.

While on an unpaid leave of absence from Montclair State University

• Employees will be responsible for your usual medical and/or prescription payroll deductions for the six pay periods of leave without pay. Employees will be provided with the information to make the necessary arrangements to continue payments in order to maintain coverage while on leave. Group health insurance may be canceled if an employee fails to make payment.
• If coverage with the University ends while you are on leave, continuation of coverage is offered under COBRA for up to 18 months. Employees will receive a notice about continuation of coverage under COBRA at the time coverage ends. Health coverage must be reinstated upon return to work via Benefitsolver.
• Employees will not earn pension service credit, will not receive or make pension contributions, and will not earn vacation or sick accruals.

If your absence appears to be long-term (more than a year), you may be eligible for Disability benefits through your retirement plan. Please review you options here.

HR/Benefits must be notified at least one week in advance of the employee’s return to work. Failure to provide advance notice may result in a delay of the employee’s return date.

• In accordance with the University’s policy, you will need to provide a Fitness for Duty Certification from your healthcare provider releasing you to return to work. The University may also request that a Licensed Health Provider evaluate the employee.
• For family members, a return to work notice is not required.