Loyola University Chicago

Human Resources

Leave of Absence Checklist

Academic Year (Leave of Absence) Requests
Faculty members who are on a 12-month contract will only need to file a Leave of Absence claim if they will be out of the office during their regular scheduled time to return (around August of each year) to work.

Summer (Leave of Absence) Requests
Faculty members who are on a 9/12 month contract and do not work during the summer, should only file a Leave of Absence claim if they anticipate being on leave when the fall term begins. Those leave claims should be filed with Matrix no sooner than 30 days prior to the beginning of the term.

Leave of Absence Request Responsibilities

  • A faculty member must notify their Chairperson/Dean in advance of the leave.
  • A faculty member must then contact Matrix Absence Management and formally file their leave of absence.

Faculty Maternity Leave – A faculty member needs to write a letter to their Chair/Dean to request a specific semester off.

  • Faculty Administration can only approve Maternity Leave requests.
  • Human Resources will receive a formal approval letter from Faculty Administration regarding Maternity Leave requests.

Reporting a Leave of Absence:
Employees will be able to report leaves three ways:

  • Telephonic reporting: 1.877.202.0055
  • Online reporting: matrixabsence.com (International submissions not accepted online)
  • Apple and Android applications

Loyola University Chicago's administrator for Leave of Absence and Disability programs is Matrix Absence Management. In case of absence due to a serious health condition for more than three consecutive workdays, an employee is required to notify their supervisor and must also report the leave to Matrix Absence Management.

  • Matrix Absence Management also administers the Family Medical Leave Act (FMLA), Parental Leave, State Leave Laws where applicable, Military, Personal Medical, and Personal/General Leaves.


  • General Leave of Absence and FMLAhttp://www.luc.edu/hr/policies/policy_loafmla.shtml
    • A leave of absence may be granted to maintain continuity of service when extenuating circumstances require an employee's absence.

    • FMLA: Under the Family and Medical Leave Act (FMLA), an employee, after working 12 months (not necessarily consecutive) and 1,250 hours actively worked (does not include leave hours, holiday hours, etc.), is eligible for up to 12 weeks of unpaid leave, on a rolling calendar year basis, unless circumstances allow paid-time-off banks to be used.

  • Short-Term Disabilityhttp://www.luc.edu/hr/policies/policy_shorttermdisability.shtml
    • Loyola provides a Short-Term Disability Program for regular full-time benefit-eligible employees who become eligible to participate on the first (1st) day of the month following completion of six (6) months of continuous full time active service.

    • Any illness or impairment of health verified by a certified doctor’s written statement, that requires an employee to be absent from work for more than three continuous working days, qualifies an employee for consideration of benefits under the Short-Term Disability program.
  • Long-Term Disabilityhttps://www.luc.edu/hr/policies/policy_longtermdisability.shtml
    • Loyola provides a Long-Term Disability Program for regular full-time benefit-eligible employees who remain unable to work due to continued illness or disability after benefits under the Short-Term Disability program have been exhausted.

Helpful Information

  • Human Resources will complete a Personnel Action Form to update the payroll system to reflect an employee's approved leave status.
    • You will be provided with information on how to appropriately code an employee's KRONOS timecard to reflect a leave status, once approved by Matrix.
  • Matrix Absence Management will follow up with individuals on leave to request a doctor's note or a return to work authorization, should one be required.

Accommodation Policy

If a faculty or staff member is not eligible for Short-Term Disability or FMLA, they may be eligible for an accommodation. If a reasonable accommodation is necessary when a faculty or staff member is returning to work, please review the Accommodation Policy for additional information.


If you expect to be out of work for more than three days for illness of self,
  1. Inform your manager as soon as possible.
  2. Submit your claim via Matrix Absence Management via an *iPhone or Android device, the web: www.matrixabsence.com or telephone: 877-202-0055.  (International submissions not accepted online).
  3. Review the Short-Term Disability website to learn more about filing a claim with Matrix Absence Management.
  4. Submit required paperwork to Matrix Absence Management within 15 calendar days in order for your leave request to be processed. This includes the paperwork from your physician. If your completed paperwork is not returned to Matrix within 15 days, your request for leave may be denied and closed.
  5. Prepare to transition while on leave. Work with your manager and supervisor on this.
  6. Set up an away message in your email and voicemail accounts. 
  7. If you are on leave due to a birth or adoption of a child, contact the Benefits Department at benefits@luc.edu within 31 days to complete a family status change form in order to add the child to your insurance. You may also want to update your life insurance, and retirement plan beneficiary information.
  8. If desired, please review and update your tax-withholding amounts with Human Resources.
  9. When you are ready to return to work, notify your manager one week prior to your return.
  10. Stay connected with Matrix Absence Management regarding your leave status, as discussed with the Intake Specialist.
  11. If a reasonable accommodation is necessary when returning to work, please refer to the Human Resources website regarding reasonable accommodations.
  12. Procard Cardholders and Approvers - Whenever possible, the cardholder, budget administrator or card approver should notify ProCard Administration in advance with the date the leave will begin so that a temporary security hold can be placed on the cardholder’s ProCard during their time away from the University. The cardholder and/or their card approver must make arrangements with other ProCard users in the department or division to cover any expenses or transactions while the cardholder is away on leave.