Holidays & Leave

Employee FML FAQs

If you have a question that are not answered here, please reach out to us directly at ua-benefits@alaska.edu to discuss. 

Yes, all employees can request FML
All employees are eligible to request Family Medical Leave (FML). There are work requirements, listed below, to be eligible for entitlements. 

Work requirements
Federal FML Eligibility Requirements -

  • 1,250 hours worked in the immediate 12 months prior to the FML request (excluding all holidays and time off), AND
  • have worked for a total of 12 months for the University

State of Alaska FML Eligibility Requirements -

  • scheduled to work full time for six months prior to the FML request (including all holidays and time off), OR
  • scheduled to work part time for 12 months prior to the FML request (including all holidays and part time)

Other state leaves
Other state leaves may apply depending on your work location. For questions on your eligibility, please contact Unum at 866-779-1054.

Federal leave
Up to 12 weeks in 12 months for all conditions

State of Alaska  leave
Up to 18 weeks in 24 months for a serious health condition
Up to 18 weeks in 12 months for pregnancy, childbirth, and adoption

Leaves run concurrently
You may be eligible for either federal or state entitlements, both entitlements, or neither. If eligible for both entitlements, they will run concurrently.

Prorated time for less than full time employees
Part time employees are eligible based on their prorated proportion of full time.

Other state leaves
Other state leaves may apply depending on your work location. For questions on your eligibility, please contact Unum at 866-779-1054.

Rolling calendar - Federal leave
If you are eligible and your leave qualifies, you have the right under federal FML for up to 12 weeks of unpaid leave in a 12-month period calculated as a “rolling” 12-month period measured backward from the date of any FML leave usage.

Rolling calendar - Alaska leave
Additionally, if you are eligible and your leave qualifies, you have the right under the Alaska Family Leave Act (AFLA) for up to 18 weeks of unpaid leave in a 24-month period for a serious health condition and up to 18 weeks of unpaid leave in a 12 month period for pregnancy, childbirth, or adoption. Leave under the AFLA is a “rolling” measurement period measured backward from the date of any AFLA usage.

Other state leaves
Other state leaves may apply depending on your work location. For questions on your eligibility, please contact Unum at 866-779-1054.

Notify your supervisor and Unum
If you need an extension of your original leave request, you must notify Unum. If your entitlement has exhausted, you may not request an extension of your leave request. If your leave is for a serious health condition, you will be required to provide additional certification from your medical provider for the extension of your leave.

Reach out to ua-ada@alaska.edu
If your leave request is for your own serious health condition and there is need for workplace assistance, please contact ua-ada@alaska.edu immediately for further discussion. 

Notify your supervisor and Unum
If you are able to return to work sooner than your current estimated return to work date, you should notify Unum and your supervisor as soon as practicable. To notify Unum please call 1-866-779-1054. To notify your supervisor, please reach out to them directly. If your leave is for your own health condition, you may be required to present your employer with a fitness-for-duty certificate as a condition of being restored to employment.

Step 1: Record FML leave on time sheets
As noted in the "What is Family Medical Leave (FML)?" drop down menu above, employees are required to use their sick leave (earnings code 550) on their UAOnline time sheet when they are out on FML. If sick leave exhausts, continue to use the sick leave code for all your FML absences. Sick leave will automatically cascade into annual leave, faculty time off, and personal holiday.

All FML absence should be reported on your time sheet as sick leave (earnings code 550).

FML time must be recorded with both UA and with Unum.

Step 2: Record FML leave with Unum
Employees on approved FML must report their FML hours to Unum. If hours are not reported to Unum, they will not be considered protected under the FMLA. Time can be recorded with Unum in 3 ways - 

FML time must be recorded with both UA and with Unum.

Continuous leave (i.e. out on FML and not working)
If out on continuous leave, Unum will automatically track the entitlement for you. You do not need to report continuous hours.

Reduced leave (i.e. out on FML for 20 hours per week and this amount does not change)
If out on reduced leave, Unum will automatically track the entitlement for you. You do not need to report reduced hours as long as those hours do not vary from day to day/week to week while you are out on FML.

Intermittent leave (i.e. working and on FML)
If out on intermittent FML, these hours must be reported to Unum. If hours are not reported to Unum, they will not be considered protected under the FMLA. Time can be recorded with Unum in 3 ways - 

FML time must be recorded with both UA and with Unum.

Yes, there is a requirement to use UA paid leaves
While FML in unpaid, the university requires that employees use their paid leaves while on approved FML. To do so, employees must use their sick leave (earnings code 550) when they are absent for FML. If sick leave exhausts, employees must still use the 550 earnings code. This code will then cascade automatically to annual leave, faculty time off, and personal holiday. If you do not have sufficient paid leave to cover your FML event, you are still entitled to take unpaid FML or review on of the possible salary continuation options available under the drop down "Since FML is unpaid leave, what are my salary continuation options?" on the main FML webpage. 

Workers' Compensation claims work differently. If you are receiving workers’ compensation or disability benefits, then you may not use your accrued paid time off.

Review the drop downs below to understand how your benefits will continue during this time. If you have questions about your specific scenario, please email us at ua-benefits@alaska.edu.

Continues with potential arrears
During FML,  the University of Alaska will continue to pay its portion of your group health insurance premiums. Depending on your paid status, you may accrue arrears for your benefits to be paid when you return to work. To understand what arrears are and the repayment process, please review the arrears drop down on the medical webpage. Arrears will only generate if you experience a pay period where you do not generate enough pay to cover these deductions. If you have further questions, please email ua-benefits@alaska.edu. 

Continues with potential arrears - FSA (medical only)
Your FSA (medical) will continue while you are out on FML. Depending on your paid status, you may accrue arrears for your benefits to be paid when you return to work. To understand what arrears are and the repayment process, please review the arrears drop down on the medical webpage. Arrears will only generate if you experience a pay period where you do not generate enough pay to cover these deductions. If you have further questions, please email ua-benefits@alaska.edu. 

Continues but some contributions may be missed - FSA (dependent care)
There is no arrears process for dependent care FSA. If deductions are missed, you may not meet your goal for the years. Please reach out to ua-benefits@alaska.edu to discuss if updates are needed for you to meet your goal.

Continues but some contributions may be missed - HSA
There is no arrears process for the HSA. This is a supplementary savings account. If deductions are missed, you can complete a new HSA Enrollment/Change Form at anytime to update your biweekly and yearly total.

Continues
The university will continue to cover Basic Life Insurance, STD, and LTD, while you are on FML. These are employer paid benefits (meaning you, the employee, does not contribute to these accounts).

Continues with potential arrears
Your supplemental life coverages (employee, spouse/FIP, and/or child(ren)) will continue while you are out on FML. Depending on your paid status, you may accrue arrears for your benefits to be paid when you return to work. To understand what arrears are and the repayment process, please review the arrears drop down on the medical webpage. Arrears will only generate if you experience a pay period where you do not generate enough pay to cover these deductions. If you have further questions, please email ua-benefits@alaska.edu. 

Continues with potential arrears
Voluntary benefits will continue while you are out on FML. Depending on your paid status, you may accrue arrears for your benefits to be paid when you return to work. To understand what arrears are and the repayment process, please review the arrears drop down on the medical webpage. Arrears will only generate if you experience a pay period where you do not generate enough pay to cover these deductions. If you have further questions, please email ua-benefits@alaska.edu. 

 Continues but contributions may stop - PERS, TRS, ORP and UA Pension Plan
You will remain in your retirement plan while you are out on FML.Depending on your paid status, contributions (employee and employer) may reduce or stop. If you have further questions, please email ua-benefits@alaska.edu. 

Continues but contributions may stop - TDA/403(b)
You will remain in your TDA/403(b) account while you are on FML. Depending on your paid status, contributions (employee only) may stop. This would occur if you experience a pay period where you do not generate enough pay to cover the contribution. You can update your contribution at any time by completing a new 403(b) Enrollment Form

If you are exhausting your FML entitlement and are not able to return to work, there are several options to discuss:

  1. You can work with your supervisor directly to continue a schedule that works for both the department and the employee's needs (not FML protected)
  2. You can apply for an American's with Disabilities Act (ADA) accommodation. More information can be found on our ADA webpage
  3. You can apply for Long-term Disability through Unum

If these options have been exhausted, please reach out to ua-benefits@alaska.edu for additional/next steps.