Postdoc Absence With Pay & Legal Holidays Leave Policy

*For a printable document, view this tip sheet.

Absence with pay is available for Postdoctoral Fellow, Postdoctoral Trainees, and Research Associates. Follow the process below to report Absence with Pay (medical or personal).

Full-time employees must request absences in half or full-day increments (4 or 8 hours). Part-time employees must request actual hours absent, in no less than quarter-hour increments. 

Report an Absence with Pay 

1. Navigate to your MyUW Portal 
2. Select the Time and Absence tile
   
3. Click Request Absence.
   
   
4. On the Request Absence tab, click Select Absence Name to select the absence from the dropdown.
   
5. Enter/Update information in the following fields (Note: verify balance information at the bottom of the page prior to entering a request)
   
   
   • Reason - leave as is, this field is not used
   • Hours Per Day - how many hours are being requested for each day of absence 
   • Start Date - first day of the absence 
   • End Date - last day of the absence (if requesting a one-day absence, this day will match the start date)
     • Note: if entering a date range, do NOT include weekend days or cross multiple months 
   • Duration - will automatically calculate
   • Comments - these are optional
6. Enter the number of hours taken in Hours Per Day using the following guide.

   Leave Hours

   Hours Missed	Leave Reported
   0 to < 2 hours	0 hours
   2 hours to 6 hours	4 hours
   > 6 hours	8 hours

   Full-time employees need to enter hours in four to eight increments, unless the leave is for an approved FMLA request, in which case they need to work with the CHM Payroll Coordinator - Lisa Wesley to process their leave time. 

   Part-time employees leave can be in any increment. However, all leave will be rounded to the nearest quarter hours.
7. Click Submit. Once submitted, no further changes can be made by the requester. 
8. Click Yes to verify that the request should be submitted. 

Review Available Absence Balances 

1. Navigate to your MyUW Portal
2. Select the Time and Absence tile 
   
3. Click the Absence Balances from the left sidebar 
   
   
   • Posted Leave Balances show balance totals as of the last completed payroll.
   • Projected Balances show all absences that have been entered, approved, and run through overnight processing for the current or future pay periods.

Cancel an Absence 

1. Navigate to your MyUW Portal 
2. Select the Time and Absence tile 
3. Click Cancel Absences from the left sidebar 
   
4. Click on the absence you wish to cancel. 
   • Enter a comment (optional)
5. Click Cancel Absence 
6. Click Yes to verify the request.

Edit an Absence 

1. Follow the steps to Cancel the Absence.
   • Note: An absence must be canceled before it can be edited.  
2. Click the View/Edit Request tab.
   
3. Click on the canceled request. 
4. Update the request. 
5. Click Submit. 
6. Click Yes to verify that the request should be submitted.

Other Resources

UW Legal Holiday Schedule