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. Residents and Fellows are hereafter referred to as “Residents”.
Leave of Absence Options
Family and Medical Leave (FMLA)
- Up to 12 weeks of leave
- Unpaid
- Can use UW paid time off and PFML to receive payment
- Most Residents become eligible after 1 year of UW benefit eligible employment
- To apply, submit a Leave Request Form to hrleaves@uw.edu
Washington Paid Family and Medical Leave (PFML)
- Up to 12-18 weeks of leave
- Partially paid (approx. 90% of weekly wages)
- Additionally, can use UW paid time off as a supplemental benefit
- Most Residents new to WA State starting around July 1 become eligible the following January 1
- Apply through the Employment Security Department’s Paid Family & Medical Leave webpage
- Up to 6 months total (including time covered under FMLA and PFML)
- Unpaid
- Can use UW paid time off and PFML to receive payment
- Most Residents are eligible on the first day of their appointment
- To apply, submit a Leave Request Form to hrleaves@uw.edu
Time off for domestic violence, sexual assault, stalking, or hate crime
- May request reasonable time off
- Unpaid
- Can use UW paid time off to receive payment
- To apply, submit an Absence Request for Domestic Violence, Sexual Assault, Stalking, or Hate Crime (PDF) to hrleaves@uw.edu
What if I am not eligible?
Residents are encouraged to reach out to Bre Leatherman (smitbre@uw.edu) to talk through their options. Even if a Resident 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, Residents 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 Residents 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. Residents are not required to take paid time off before, in place of, or at the same time as PFML benefits. Residents decide whether or not to use supplemental benefits. Supplemental benefits are not reported on weekly PFML claims.
Since Residents and Fellows do not accrue paid time off, they do not qualify for the Parental Shared Leave program.
Maintaining Benefits During a Leave
Benefits will be maintained during approved FMLA leave, and during approved PFML leave that overlaps at least one day with approved FMLA leave.
For leaves of absences not covered by the above, benefits can be maintained by being in paid status at least one day each calendar month of leave. To remain in pay status, do at least one of the following:
- Use at least one (1) UW paid time off day
- Work at least one (1) day
Training Extensions
An important consideration unique to Residents, 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.
Residents 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 (6) weeks away at least once during training for purposes of parental, caregiver, and medical leave, without exhausting time allowed for vacation or sick 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.
Apply for Leave
1. Complete a Leave Planning Template and submit to your program.
A Leave Planning Template (2025-2026) shows how you are choosing to use your available UW paid time off during your leave. Submit to your program before your leave begins, or as soon as possible if your leave has already started.
Programs are responsible for using a Resident’s completed Leave Planning Template to update 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.
Leave Request Forms can be found on the Requesting FMLA leave webpage, under the Health-care provider certification forms Campus, select the correct FMLA (campus) form.
Submit completed form to hrleaves@uw.edu or fax to 206-685-0636. UWHR will email you a notice upon approval.
If the dates of your leave change:
- Email hrleaves@uw.edu.
- Notify your program of any changes to your Leave Planning Template so they can update MedHub and Workday accordingly.
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. Apply for PFML after the start of your leave but within 30 days.
Program Responsibilities
It is the program’s responsibility to:
- Complete leave entry in MedHub. See GME Time Off and Leave of Absence 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.
Questions
If you have any questions about the leave of absence process, please reach out to:
Bre Leatherman
HR Manager
Graduate Medical Education
smitbre@uw.edu
