Leaves of Absence/FMLA

We've provided quick facts about requesting leaves at UMKC as well as documentation requirements and a breakdown of the application process. If you have questions after reviewing the information on this page, please reach out to your unit Human Resource Business Partner (HRBP) for assistance.

Find out who your HRBP is by reviewing the HRBP listing.  

Documentation Requirements

Leave of absence request documentation

  • Must be received by the Office of the Provost no less than 90 days in advance of requested leave effective date (except emergency medical leaves).
  • All faculty members who accept a paid leave must state their intention to return to the university for the same amount of time they plan to be gone.

FMLA request documentation

  • All required Family and Medical Leave Act (FMLA) paperwork must be filed in the UMKC Office of Human Resources to qualify for a paid faculty medical leave.
  • All FMLA requirements must be met by the candidate to receive pay for an FMLA leave. This includes the submission of documentation to support the FMLA request as required by UMKC Human Resources.

Failure to qualify for FMLA or failure to supply required FMLA documentation will result in either a denial of paid medical leave and/or the conversion of a leave in progress to an unpaid personal leave, which means the candidate will be responsible for reimbursing the university for any payments received during the unpaid personal leave period. Review the CRR 340.070 Faculty Leave Policy Section B.2.a. to determine whether a faculty member qualifies for paid FMLA Medical Leave.

Application for Leaves of Absence

Step 1) Determine leave options

  • Candidates should review CRR 340.070 Faculty Leave policy to determine the type of leave for which to apply. Candidates should discuss the most suitable leave type with their department chair, and/or contact Faculty Affairs attn: Chris Popoola.

Step 2) Complete and submit documentation

  • Candidates should work with their unit HRBP to complete the Request for Leave of Absence Form UM108 (PDF), which is required for all professional and academic leaves, including medical and personal, paid or unpaid.
  • HR’s notice of FMLA approval pending receipt of required documentation must be attached to UM Form108 for all medical leave requests.
  • Candidates should create and attach the appropriate documentation for the selected leave type as required in CRR 340.070 Faculty Leave policy.
  • Candidates should forward the completed and signed form with all necessary documentation to the department chair for approval.

Step 3) Documentation review

  • The department chair reviews leave form and documentation, and then signs the original form if supported. The department chair sends a memo of support to the dean with the original form and all documentation.
  • The dean reviews the leave form and documentation, and then signs the original form if supported. The dean writes a memo of support to the provost. Please note that deans are responsible for arranging coverage of candidate’s duties and responsibilities during the leave period.
  • The dean sends the original form with all documentation to the unit HRBP for final review and processing.
  • The unit HRBP is responsible for ensuring the leave form is complete and accurate, and that all necessary documentation is attached (original leave form, dean memo, chair memo) followed by any additional documentation appropriate to the selected leave type as required in CRR 340.070 faculty leave policy.
  • The unit HRBP sends the signed, original documentation via email to Faculty Affairs attn: Chris Popoola.
  • The provost reviews all leave request documentation, then issues a letter of approval or denial to the candidate.
  • The provost retains all original documentation; a scanned copy of all signed documentation is returned via email to the candidate, chair, dean and unit HRBP.
  • The unit HRBP attaches a copy of the approved request for leave of absence form UM108 to the candidate’s leave of absence Personnel Action Form (PAF) three weeks prior to the leave effective date and sends it to the Office of the Provost via campus mail for processing attn: Susan Hankins.

Step 4) Post-leave

  • Candidates report back to work, in person, to their department chair on or before the stated leave of absence end date.
  • Department chairs notify the unit HRBP of the date the candidate has returned to work.
  • The unit HRBP prepares the return from leave of absence PAF with a copy of the approved request for leave of absence form UM108 and sends it to the Office of the Provost via campus mail for processing attn: Chris Popoola. Please send any questions you have about this process to facultyaffairs@umkc.edu.

FMLA and Leave Facts

  • Faculty eligible for FMLA, as defined in CRR 340.010 C.1., are provided 12 weeks of paid (continuous or intermittent) leave within any 12-month period. Those faculty not qualified for paid medical leave may be eligible for unpaid medical leave.
  • FMLA requires additional FMLA documentation with UMKC Human Resources, including the health care provider’s certification of medical necessity for leave. A written health care provider’s certification is also required to return to work from the faculty’s own health condition. (CRR 340.010 D.9.) Paid FMLA leaves cannot exceed more than two 12-week paid leaves within a six-year period; additional leaves during any six-year period will be unpaid. (CRR 340.070 B.2.a.).
  • Extension of Tenure Clock must be formally requested by probationary faculty in addition to filing Leave of Absence documentation. See CRR 310.025 Extension of Probationary Period for Faculty on Regular Term Appointment for additional information.
  • “Personal Leave Without Pay” may be granted for a period of up to one year in cases of exceptional personal or institutional reasons such as medical leave beyond the requirements of FMLA. (CRR 340.070 B.1.)
  • “Faculty”, for the purposes of this policy, shall include all full-time tenured faculty, full-time tenure-track faculty, and full-time, ranked non-tenure track faculty (Ast/Assoc/Teaching Professor, Ast/Assoc/Research Professor, Ast/Assoc/Clinical Professor and Ast/Assoc/Extension Professor titles). (CRR 340.070 2.a.)

Quick Links

Request for Leave of Absence Form UM108 (PDF)

CRR 340.070 Faculty Leave policy

CRR 340.090 Development Leave for Administrative, Service and Support Employees

CRR 340. Employee Absences (Contains references to ALL UM system Leave policies)