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Employee - Intermittent and Reduced Schedule Leave

 Leave of Absence - UCLA Health Human Resources

What you need to know:

Family and Medical Leave Act (FMLA) may be taken "intermittently" or as a reduced schedule leave.

Definition of Intermittent Leave:

An Intermittent leave is taken in separate blocks of time due to a single illness or injury and may include leave periods from one hour or more to several weeks.

Definition of Reduced Schedule Leave:

A reduced schedule leave reduces the usual number of hours per workweek or workday.

Employees may request such leaves under the following circumstances.

  • Where leave is taken due to the birth, adoption or placement of a foster care child, an employee may take an intermittent or reduced schedule leave only if the manager/supervisor and the employee agree to such an arrangement; and
  • A leave taken due to the serious health condition of a family member or the employee may be taken intermittently or on a reduced schedule leave when medically necessary.

Intermittent leave (IFMLA) is limited to the equivalent of 12 weeks work time. The total number of hours of intermittent leave available to you is equal to 12 times the number of hours per week you are normally scheduled to work. Thus, you have 480 hours of intermittent leave available each year. Please note Intermittent FMLA Leave is only good for one year. Therefore, you will need to re-qualify for FMLA on a yearly basis.

FMLA Eligibility: Employees must meet two requirements in order to be eligible for FMLA. 1) Employee has worked in department for the 12-month length of service 2) Has met the 1,250-hours-worked within that year.

Acceptable Frequency for IFMLA: Examples are: 1-3 days per week, 6-8 days per month, up to 8-12 hours per day, etc.; Acceptable duration: current date until the end of the calendar year.

If eligible for FMLA: You must notify your manager/supervisor when you are using intermittent days/hours. You are responsible for indicating this in your HBS time suite under notes. You may use sick hours (ESL pay code for PTO employees or sick for non-PTO employees).

Now that you know about intermittent/reduced schedule leaves, these are the steps you need to follow in order to have a smooth transition to a leave:

Step 1) Inform you department head, manager or supervisor about taking a leave of absence as soon as possible.

Please notify your department head, supervisor or manager of your leave request 30 days prior to your anticipated leave begin date, or as soon as reasonably possible. It's best to do this as soon as your need for a leave arises, so your department can plan your absence. Try to be as specific as possible about the length of time and reasons for the leave of absence.

Step 2) Complete your Leave of Absence Packet appropriate for your specific type of leave.

Print and complete the employee section in the Leave of Absence Packet and have your physician complete the Health Care Provider Certification (This form should be completed and returned within 15 calendar days, if unable to do so please contact your LOA Analyst with the reasons for the delay & date the forms will be provided). This packet should be completed when you meet with your Workforce Administrator LOA Analyst.

Step 3) Complete Loan for Intermittent Leave of Absence Request form

Complete this form as indicated. Once completed, call LOA Team at 310-744-0078 if you haven't already been assigned a leave analyst. Make sure that this is forwarded to your LOA Analyst.

Step 4) Stay in touch.

Keep your supervisor/manager and your LOA Analyst informed of any delays on your return date. If there is any need to extend your leave date, you must inform your supervisor/manager and LOA Analyst immediately by submitting a doctor's note that states your new anticipated return to work date.

 Step 5) Returning to Work.

Submit your Return to Work Certification form to your supervisor/manager and LOA Analyst on your first day back from work.

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