Discretionary Leave of Absence Without Pay

Discretionary Leave of Absence Without Pay Info

An employee may request a leave of absence without pay when the absence does not qualify under any other leave type provided by University policy or an applicable collective bargaining agreement. This type of leave is granted at the discretion of the supervisor and is not an entitlement.

Who This Applies To

Faculty | Staff | Contracts

When To Use This Type Of Leave

Discretionary leave without pay applies when an employee needs time away from work for a personal reason that is not covered by any other leave type including annual leave, sick leave, FMLA, military leave, or public service leave. Common reasons include personal matters, extended travel, or family circumstances that do not qualify under other policies. 

Before requesting discretionary leave without pay, you must exhaust all available annual leave and sick leave unless your supervisor specifically authorizes an exception. 

If your absence may qualify under FMLA or another leave type, contact HRS before submitting a leave without pay request. Leave without pay runs concurrently with FMLA leave where applicable. Visit the Family and Medical Leave page for more information. 

Process

  • All discretionary leave without pay is granted at the supervisor's discretion. Begin by discussing the request with your supervisor, including the reason for the leave and the anticipated duration. Your supervisor may approve or deny the request based on departmental needs.

  • Unless your supervisor authorizes an exception, you must use all available annual leave and sick leave before leave without pay may begin.

  • If your leave will exceed five working days, your request must be made in writing and include the reason for the leave and the requested duration. Submit your written request to your supervisor before the leave begins.

  • If your leave will exceed fifteen working days, you must complete the Leave of Absence Form and submit it to HRS before the leave begins. Contact HRS to obtain the form and confirm any additional steps.

  • Leave without pay may affect your benefits coverage. During an approved leave without pay you may be able to continue health insurance coverage by paying the full premium yourself. Contact the HRS Benefits Team before your leave begins to understand your options and make arrangements for premium payments if needed. If you do not continue to pay your health premium during leave, you must contact the HRS Benefits Specialist to resume benefits enrollment coverage when you return.

  • To return from an approved leave of absence, your department must submit a Request for Personnel Transaction (RPT) form to HRS notifying them of your return date. Your employment service with the University is not considered interrupted by an authorized leave of absence. 

Duration Limits

  • Leaves of up to five working days may be approved verbally by the supervisor with no written request required. 
  • Leaves exceeding five working days require a written request. 
  • Leaves exceeding fifteen working days require a completed Leave of Absence Form submitted to HRS. 
  • The maximum duration for a discretionary leave of absence without pay is six calendar months. A supervisor may extend this at their discretion but the total leave may not exceed one calendar year. 

Governing Policy

Discretionary Leave of Absence Without Pay Policy 802 

Frequently Asked Questions

  • Yes, unless your supervisor specifically authorizes an exception. You must exhaust all available annual leave and sick leave before leave without pay may begin.

  • Yes. During a leave without pay you may be responsible for paying the full cost of your health insurance premiums to maintain coverage. Contact the HRS Benefits Team before your leave begins to understand the impact and make arrangements. If you let your coverage lapse, you will need to contact the HRS Benefits Specialist to re-enroll when you return.

  • Authorized leave without pay does not constitute a break in service and does not interrupt your continuous employment with the University for purposes of service credit and seniority.

  • Yes. Discretionary leave without pay is not an entitlement. Your supervisor may deny or limit the leave based on departmental needs. If your need for leave may qualify under FMLA or another protected leave type, contact HRS before submitting your request.

  • Contact your supervisor and HRS as soon as possible. Failing to return from an approved leave without prior supervisor approval may be treated as a resignation or subject to disciplinary action depending on the circumstances.

Contact this Team

For help, please submit a ticket through AskHR, by emailing askhr@umontana.edu, or calling 406-243-6760.