Resident and Fellow Leaves of Absence

This page applies to Residents and Fellows represented by the RFPU-NW CBA in ACGME- and CODA-accredited programs. Non-ACGME Fellows, Clinician Researchers, and Acting Instructors should contact their department HR for guidance.

Leave of Absence Options

Leave Payment Options

Training Extensions

Apply for Leave

Program Responsibilities

Additional Resources

Leave of Absence Options

Family and Medical Leave (FMLA)

Up to 12 weeks of leave
Unpaid
- Can apply UW paid time off and PFML to receive payment
Most trainees become eligible after 1 year of UW benefit eligible employment
How to apply: submit Leave Request form to UWHR

Washington Paid Family and Medical Leave (PFML)

Up to 12-18 weeks of leave
Partially paid (approx. 90% of weekly wages)
- Additionally, can apply UW paid time off as a supplemental benefit
Most trainees new to WA State starting around July 1 become eligible the following January 1
How to apply: https://paidleave.wa.gov/apply-now/

UW Parental Leave

Up to 6 months total (including time covered under FMLA and PFML)
Unpaid
- Can apply UW paid time off and PFML to receive payment
Most trainees are eligible on the first day of their appointment
How to apply: submit Leave Request form to UWHR

What if I am not eligible?

Trainees are encouraged to reach out to Bre Leatherman (smitbre@uw.edu) to talk through their options. Even if a trainee is not yet eligible for FMLA or PFML, or they have exhausted their available leave and paid time off balances, they may still be eligible to take leave or eligible for additional paid time off.

Residents and fellows that hold stipend title may not be eligible for FMLA or PFML, as wages paid via stipend do not contribute to FMLA or PFML eligibility. However, other leave types may be available, and the grant may provide a funding source. Trainees that hold a stipend title should consult their program and GME.

Leave Payment Options

To receive payment during a leave that would otherwise be unpaid, trainees can use a combination of their available UW Paid Time Off and apply for WA Paid Family and Medical Leave (PFML).

UW Paid Time Off eligible to use during leave and as a supplemental benefit to PFML

Sick
Vacation
Personal Holiday – Paid
Paid Holiday (must be in paid status on the weekday preceding the holiday)

UW Paid Time Off as a supplemental benefit to PFML

The University has designated paid time off as a supplemental benefit to PFML payments. This means trainees can receive the full amount of their paid time off from UW while receiving the full amount of their PFML benefit from ESD in the same period. Trainees are not required to take paid time off before, in place of, or at the same time as PFML benefits. Trainees decide whether or not to use supplemental benefits. Supplemental benefits are not reported on weekly PFML claims. For more details: UWHR PFML webpage.

Since residents and fellows do not accrue paid time off, they do not qualify for the Parental Shared Leave program.

Training Extensions

An important consideration unique to trainees, is how much time off is permitted before an extension of training is required. This is not a uniform answer since it varies based on ACGME, specialty board, and program graduation requirements.

Trainees should talk with their program to understand if their leave will require an extension or not.

ABMS Member Boards with training programs of two or more years in duration may allow for a minimum of six weeks away once during training for purposes of parental, caregiver, and medical leave, without exhausting time allowed for vacation or sick leave and without requiring an extension in training.

It is important to note that irrespective of time away from training, training is expected to be extended when the clinical competency committee has determined that competency has not been achieved.

For more details: American Board of Medical Specialties Policy on Parental, Caregiver, and Medical Leave During Training

Apply for Leave

1. Complete a Leave Planning Template and submit to your program.

A Leave Planning Template shows how you are choosing to apply any UW paid time off to your leave that would otherwise be unpaid.

Please note:

It is recommended that at least 1 paid time off day be applied per calendar month of leave to avoid interruption to your benefits.
You are eligible for holiday pay during your leave if you are in paid status on the weekday preceding the holiday.
During an extended leave (defined as 7 or more consecutive days of absence) all 7 days per week including the weekends, must be assigned to a paid time off or unpaid leave category. Any days during your leave that paid time off has not been applied to will be marked as unpaid leave.

Send your completed Leave Planning Template to your program to enter into MedHub and Workday accordingly. Programs refer to GME Leave Entry Guidelines.

2. Talk with your program to determine if a training extension is required.

Programs should consult board, ACGME, and program requirements in addition to individual competency.

3. Complete a Leave Request form and submit to UWHR.

Submit completed form to hrleaves@uw.edu or fax to 206-685-0636. UWHR will review and email you a notice upon approval.

4. Decide if you will apply for WA Paid Family and Medical Leave (PFML).

Applying for PFML is a separate process than applying for leave with UW. It is an optional way to receive payment during your leave if you qualify. To apply, visit: https://paidleave.wa.gov/

Program Responsibilities

It is the program’s responsibility to:

Complete leave entry in MedHub. See GME Leave Entry Guidelines.
Email department HR to ensure unpaid leave is entered in Workday.
Determine if an extension of training is required. See Request for Training Extension.
Notify trainee of effects of leave.
Update trainee’s status in ADS to “Leave of Absence.” Must also be updated upon their return to work. See ADS Update.