Returning to Work

Last updated on June 11, 2024. Originally published February 22, 2024.

To help everyone get back to work smoothly, there are checklists available for employees, supervisors, and HR administrators.

Employee

  1. Confirm your return to work date with your department’s HR administrator or your supervisor at least five days before your expected return. This date should be based on the release from your medical provider, if applicable, authorizing you to return to work.
  2. To return to work after a personal medical leave of absence, you are required to provide a medical release from your medical provider to your HR Administrator and/or supervisor on or before your date of return. The medical release may be any of the following:
    • Return to Work Release Form
    • Signed doctor’s note on letterhead including any applicable work restrictions and how long the restrictions will apply
    • A new, completed medical certification form.

If you do not provide this medical release, your return to work will be delayed until the release is provided.

  1. If you have restrictions, discuss them with your HR administrator. You can also visit the University of Florida ADA Compliance Office to begin the ADA accommodation process or call the office at (352) 273-1094. They will work with you in an interactive process to accommodate these restrictions whenever possible.
  2. You should discuss your need for continued medical care absences with your HR administrator and/or supervisor.
    • You may need to provide updated medical documentation noting changes in treatment frequency or duration.
    • Ensure that time is reported using FMLA codes if you have on-going medical absences related to the approved FMLA request.
  3. If your return to work date changes you must contact UFHR Central Leave to confirm the adjustment in your expected absence.
    • An extension of your medical leave may be subject to the remaining balance of your annual FMLA entitlement. If your entitlement is exhausted, you can work with your HR administrator to explore other leave options.

Supervisor

  1. Confirm your employees return to work date with your department’s HR administrator. This date should be based on the release from your employee’s medical provider and/or communication from your employee.
  2. If your employee provides you with their medical release, submit it to your HR Administrator. *Supervisors should not retain a copy of an employee’s medical release.
  3. Discuss any additional needs your employee may have when they return to work with your HR administrator.
    • Are there any work restrictions your employee may have and if so, request guidance for discussing possible accommodations with your employee.
    • Will your employee require continued medical care absences?
      • Ensure that time is reported using FMLA codes if your employee has on-going medical absences related to the approved FMLA request.
  4. Coordinate any potential position changes with your HR administrator, and ensure proper orientation is provided to the employee.

HR Administrator

  1. If applicable, submit a change employment status ePAF to return the employee to work.
    • Medical leaves of absence require a medical release from the employee’s medical provider. The effective date of return will be the date the employee is released to return to work.
    • The return to work date for parental leaves of absence can be communicated by the employee.
  2. Provide the employee’s medical release from their medical provider to UFHR Central Leave. This can be accomplished through ePAF or by emailing the release to central-leave@ufl.edu. *Departments should not retain a copy 
  3. If applicable, discuss restrictions with supervisor before discussing with employee.
  4. Discuss any additional needs the employee may have when they return to work with their supervisor.
    • Are there any work restrictions the employee may have and if so, provide guidance to the employee’s supervisor for discussing possible accommodations with the employee.
    • Will the employee require continued medical care absences?
      • Ensure that time is reported using FMLA codes if your employee has on-going medical absences related to the approved FMLA request.
  5. Coordinate any potential position changes with the supervisor, and ensure changes are consistent with FMLA regulations.
  6. Continue to monitor the remaining FMLA entitlement until the employee fully returns from leave, if applicable.
Need Help? Please contact UF Central Leave at (352) 392-2477 or email us at central-leave@ufl.edu.
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