Leave of Absence

For payroll purposes, reason code Leave of Absence (LOA) may not be used for individuals hired into a student job classification, this includes postdoctoral fellows. The only exception is for postdocs who are approved for short-term disability. Please see below for more information.

Should a student be placed on “Academic LOA”, they must be removed from the payroll system or be transferred to a full- or part-time staff position. The effective date of the ISR must be the date the student declares they will stop working toward the completion of their degree. This date can be found on the application for LOA.

Short-Term Disability for Postdocs

  • KSAS and WSE postdoctoral fellows will be automatically enrolled for short-term disability insurance provided by The Hartford.
  • Benefits begin after the 14th consecutive day of absence and continue for up to 11 weeks provided the postdoc remains disabled and unable to work. Pay continues at the full rate during the 14 day absence.
  • The plan pays 60% of weekly base earnings, not to exceed $1,000 per week, for an eligible absence.
  • A postdoc’s benefits may be reduced if he/she is receiving other disability benefits (i.e. workers compensation, social security).

How To Process

  • When the postdoctoral fellow is placed on payroll, the Office of Benefits Services will inform The Hartford that he/she is eligible for short-term disability insurance (this notice is made weekly). If the postdoc has no payroll, regardless of the situation, he/she will not be included on the eligibility list to The Hartford.
  • If a postdoc becomes unable to work, he/she should: (1) inform the local departmental administrator or appropriate human resources representative immediately; and (2) contact The Hartford at (800) 303-9744. Review PDF Document: this brochure (PDF) for more information.
  • The department administrator or appropriate Human Resources representative should complete an ISR putting the postdoc on LOA status and zeroing his/her payroll for the appropriate effective date. Approver 2 must be Homewood Student Employment Services. (Note: There is a 14 day elimination period that the postdoc can remain on the payroll.)
  • The Hartford will decide whether to approve/deny the claim.
  • The Hartford will notify the postdoc’s supervisor via email with a decision. The Office of Human Resources also has access to retrieve information from The Hartford regarding approvals/denials. Human Resources will then contact the departmental payroll staff member to ask if there are any questions regarding the completion of the ISR and E210.
  • If the claim is approved, The Hartford will pay the postdoc directly for a period of up to 11 weeks. There are no further payments after the 11 week period.
  • When the postdoc returns, the “Return from Leave of Absence” ISR is processed by the departmental administrator or appropriate Human Resources representative. Approver 2 must be Homewood Student Employment Services.

Please note: The administration of the short-term disability benefit with The Hartford and any questions regarding that benefit can be directed to the office of the Benefits Service Center and Office of Benefits Services.