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Leaves Coordination Services

Who coordinates employee leaves?

The Shared Services Organization Human Resources unit coordinates employee leaves of absence, including administrative and medical leaves.

The Leaves Team supports employees and departments, and provides specialized services for various types of leave.

    Employee Services

    • Provide direction regarding leaves request via phone, email and in person.
    • Coordinate with the Workers’ Compensation office during employee industrial leaves.
    • Coordinate with DMS (Disability Management Services) for industrial and non-industrial leave.
    • Coordinate with SSC payroll to ensure employees are placed in paid/unpaid status during the employee’s absence.
    • Verify Leaves eligibility based on leave type. 
    • Timesheet calculations during employees’ leave (paper and electronic)
    • Enter, manage and approve (as supervisor) the employee's time sheet during the employees’ leave
    • Coordinate, compile, and apply Catastrophic Leave donations
    • Enter Academic Leaves in “Forms On-Line”

    Benefits Services

    • Complete the Departmental Notice of Short Term Disability.
    • Provide the Benefits office with the completed Staff Leave Request for Benefit continuation.
    • Answer basic Liberty Mutual questions in regards to employee’s leave and provide resources where needed.

    Department Personnel Leave File Management

    • Manage all documents for employees’ file while on leave. Once complete, place in secure location.

    Furloughs

    • Suspend any existing leaves of absence during a furlough.
    • Coordinate with the department to ensure the employees are not paid during an employee’s furlough.
    • Provide Central Benefits office and (E&LR) Employee and Labor Relations with appropriate forms during furlough.

    Workers' Compensation

    • Coordinate with Workers’ Compensation office in regards to all industrial leaves for employees that are not accommodated or off duty due to industrial injury.
    • Adjust leave as instructed by Workers’ Compensation during the leave.

    Medical Separation

    • Complete Medical Separation form questions as requested by (DMS) Disability Management Services.

    How to report a new leave of absence

    1. Submit a "Case" in Aggie Service (this can be processed by the employee, the supervisor or the department ‘point of contact’).
    2. Complete the fields making sure to include:
      • Reason for leave: employee’s own serious health condition, family members serious health condition, pregnancy disability, baby bonding, personal, etc
      • Type of leave: block, intermittent or reduced schedule
      • Approximate beginning and end dates
      • Any additional pertinent information
    3. The SSO Leaves team specialist assigned to the case will then coordinate the leave process, provide appropriate information/forms, and contact the supervisor and  staff member as appropriate.
    4. Timely submission of documents and supervisor approval allows the Leave Specialist to meet Federal guidelines.