Leave Without Pay

The University of Kansas offers a leave without pay (LWOP) program for qualified employees who need an absence from work that may exceed their available and eligible leave balances. If the LWOP period exceeds two consecutive bi-weekly pay periods, retaining benefits during the leave period is determined on a case-by-case basis by Human Resources (HR) in collaboration with the employee and the employee’s supervisor.

For all forms of LWOP:

1. Unclassified Professional Staff, and University Support Staff appointed to regular positions may be eligible for the following:

   Short-Term Leave Without Pay
   Employees may take Short-Term LWOP, with solely their supervisor’s approval, for a duration of no more than two consecutive bi-weekly pay periods. Short-term LWOP requests must be made in advance by the employee to their immediate supervisor. If approved by the supervisor, the absence must be reported through HR/Pay using time and absence reporting.

   Extended Leave Without Pay
   Extended LWOP will be granted solely when determined by the supervisor, executive leadership, and HR, as appropriate, to be in the best interest of the University. Absences exceeding a duration of two consecutive biweekly pay periods are considered extended leave and require the employee to submit a Leave Without Pay (LWOP) Request Form. LWOP will not be granted for acceptance of a permanent position at a different post-secondary institution. LWOP, in and of itself, does not provide protection for an employee’s position, title, rate of pay, or job responsibilities.

   The employee must request Extended LWOP in advance of the absence and receive approval from their immediate supervisor, as well as the unit hierarchy/executive leadership, as applicable. Documentation of the approvals must be submitted via a LWOP Request Form to Human Resources (HR). HR has been delegated final approval authority.

   Employees acknowledge and accept all impacts this may have on their benefits throughout the designated LWOP period upon submittal of the LWOP Request Form. Benefit information may be found on the HR website or by contacting benefits@ku.edu.

2. Fiscal year Faculty, Unclassified Academic Staff, Unclassified Professional Staff, and University Support Staff appointed to regular positions may be eligible for the following:

   Retaining Benefits while on Extended Leave without Pay
   In the event an employee has a non-medical personal circumstance or the unit is experiencing reduced activity, eligible employees may be able to request to retain State Employee Health Plan (SEHP) coverage by utilizing a minimum amount of accrued leave, not including sick leave, or working a minimum number of hours to cover benefit deductions. To retain SEHP benefits, employees must take an extended period of leave longer than two consecutive bi-weekly pay periods, but not longer than 12 weeks in a 12-month period. Employees should review the information on the HR website for additional benefits information.

   To ensure SEHP benefits will be covered during the extended period of leave, it is the employee’s responsibility to report paid leave or work a portion of each pay period during the approved leave period through HR/Pay. The leave reported or time worked will need to be sufficient to cover the employee’s share of SEHP benefits.

   • Exempt (salaried) employees must take LWOP in full day increments.
   • Non-exempt (hourly) employees must report LWOP in quarter hour increments.

   Failure to report leave, or to work and report hours, appropriately may impact the employee’s leave, paycheck, and/or benefits.