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Requesting a Leave of Absence

The Family Medical Leave Act (FMLA) provides eligible employees with up to 12 weeks of unpaid, protected leave to care for themselves and/or to provide care for eligible family members with a serious health condition. To be eligible for FMLA, employees must have been employed with NSU for 12 months and worked a minimum of 1,250 hours. 

NSU provides up to 12 weeks of unpaid leave in accordance with the FMLA. In addition, employees may be on leave for a combined maximum duration of 26 weeks (including the 7 day wait period for Short Term Disability leave) within a 12-month period. Under the provisions of NSU's Leave Policies, the university will hold an employee’s position for the duration of the leave or for up to six months (26 weeks), which ever period of time is shorter.

Matrix Absence Management administers FMLA and Short Term Disability Medical Leave for Nova Southeastern University. After requesting a leave of absence, Matrix Absence Management will send medical certification to you or your family member's health care provider to substantiate leave available under FMLA. Additional Short Term Disability certification will be required for an employee requesting leave for their own eligible leave. 

Download the Leave of Absence Paid Time Off Calculator to Estimate Your Leave Period


Review the Department of Labor's Employee Guide to the Family and Medical Leave Act

Requesting a Leave of Absence from Matrix

When should you request a leave of absence?

You should notify your immediate supervisor and submit your leave request to Matrix with as much notice as possible, but no more than 30 days in advance of your leave. Requesting leave with Matrix can be done 24 hours a day, 7 days per week online at www.matrixabsence.com, by calling 1-877-202-0055, or using the Matrix Absence app for iOS or Android.

How to File a Leave Request
Medical Certification Requirements

Returning medical certification to Matrix is your responsibility

Matrix will attempt to send medical certification directly to the healthcare provider for you or your family member using the information you supplied when requesting a leave of absence.  If the healthcare provider does not respond to the request from Matrix within 10 business days, your Claims Examiner will contact you to develop a plan of action.

Please keep in mind that submitting the appropriate certification for your leave request is your responsibility. To help prevent delays in the evaluation of your leave request, we recommend that you inform the healthcare provider for you or your family member that Matrix will be sending medical certification and may contact them via telephone or fax.

If medical certification is not received for your leave of absence your pay may be disrupted until medical certification is received and approved by Matrix. 

Fitness for Duty Form Required

The Fitness for Duty Form is required before your return to work

A Fitness for Duty Form must be completed by you and your healthcare provider (when applicable) and submitted prior to your return to work. If restrictions are listed on your Fitness for Duty form that have not been verified by Matrix, your return to work will be delayed. Restrictions to your return to work that reduce your work schedule will reduce your earnings until you are released to return to work without restrictions. 

The Fitness for Duty Form is not required when returning from FMLA to care for a family member or when returning from Intermittent FMLA. 

Sample Fitness for Duty Form and Leave Request Reminder

Things to Remember When Requesting Leave

Update your mailing address and telephone number

Matrix, the University's designated leave administrator, will send a comprehensive intake packet to your home address that includes your rights and responsibilities when requesting leave under the FMLA and NSU Policy. Please make sure your mailing address and telephone contact information are updated prior to requesting a leave of absence. 

Update your mailing address online - please note that you cannot update your HR mailing address in WebStar. 

Maintain Contact with Your Department

While on leave you are required to periodically update the university’s designated leave administrator, and your immediate supervisor, with updates or changes in your leave status and your expected return to work date. Regular contact with your department allows for efficient and effective planning for the duration of your leave and return to work. 

Medical Leave is Generally Unpaid

Remember that while you are on a leave of absence, university closures and holidays are not paid unless you have available paid time off or are approved for Short Term Disability reduced salary benefits.  Using your available paid time off is required under university policy while on an approved leave of absence.

During an approved leave the accrual of sick time, personal time, and vacation time stop until you return to work.

Download the Leave Calculator to estimate how your leave will be paid using your paid time off. 

Benefit Changes for Maternity or Adoption

Adding dependents for Maternity or Adoption must be done within 30 days

To add dependent children after maternity or adoption visit the ICUBA Enrollment Portal online at http://icubabenefits.org within 30 days of the birth/adoption. Dependent children not added within this 30-day window may be added during the next annual open enrollment.

Benefit Changes for Maternity or Adoption
Nurse Case Management from ICUBA

Nurse Case Management is free for employees in an NSU/ICUBA medical insurance plan

Registered nurses are available to provide assistance tom employees covered under an NSU/ICUBA medical insurance plan with pre and post care planning. ICUBA’s dedicated Nurse Case Manager can help manage health concerns, coordinate therapy, quality research, and many other services.

Contact the Nurse Case Manager today by calling 800-868-2500, extension 47851.

Employee Assistance Program (EAP)

The EAP is a free resource for all employees and each member of their household

The EAP is a confidential, free resource that can help you deal with problems that may seem overwhelming.  The EAP is available to all benefit-eligible NSU employees and every member of their household.  Access services online at www.resourcesforliving.com or by phone at 877-398-5816 (press option 1 for EAP services).  The Employee Assistance Program username is ICUBA and the password is 8773985816.

Contact Matrix to Request Leave

Matrix makes it easy for you to file a claim 24 hours a day, 7 days a week.

Go to www.matrixabsence.com to file a claim. Or, if you don’t have Internet access, you can call 1.877.202.0055.

For more information, review NSU’s employee policy manual online and the Short Term Disability program information at www.nova.edu/hr/benefits/life-and-disability

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