Return to Work After a Job Protected Leave

Action items for employees

Making a smooth transition back into work is made possible by communicating with HR Leave & Accommodations and your manager.

Take these steps before returning to work:

1. Contact your manager and HR Leave & Accommodations or 713-745-3652 to discuss an intended return to work date.

• If possible, give at least 7 days of notice of your intent to return.
• Call HR Leave & Accommodations and your manager if you need to request an extension of your leave.

2. Provide a Physical Status Return to Work form to your manager prior to or the date you are returning to work. This form should be completed by your licensed healthcare provider stating if you are fully able to resume your duties. The form is required if:

• The leave requested was for your own serious health condition.
• You're returning after childbirth within six or eight weeks depending on the type of delivery.

3. If the Physical Status Return to Work form includes restrictions for your work:

• Contact HR Leave & Accommodations or 713-745-3652 to discuss your options.
• If possible, please submit this form to your manager at least two days prior to your return. 
• With your manager, discuss restrictions, change in duties or accommodations needed to perform the essential functions of your job. 
• Based on the requirements of the job, the manager will work with your HR Business Partner to determine if these limitations can be accommodated before you may start work again.
• A reasonable accommodation request is subject to the Accommodating Disabilities in the Workplace Policy (UTMDACC Institutional Policy # ADM0286).

4. On the day you return to work, confirm your return by contacting HR Leave & Accommodations or 713-745-3652.  

Take these steps before an employee begins work:

1. Request a Physical Status Return to Work Form from your employee, if applicable. This form is required if:

• The leave requested was for the employee’s own serious health condition.
• The employee is returning after childbirth within six or eight weeks depending on the type of delivery.

2. Send the employee home if they don’t have a Physical Return to Work form completed or if the form states they aren’t ready to return to work.

• Allow the employee to obtain it via fax before sending the employee home.
• The employee should call HR Leave & Accommodations at 713-745-3652 to determine if additional paperwork for extending their leave is required.
• The employee should stay at home until they have their form or the issues are resolved with HR.

3. Review the Physical Status Return to Work form to determine if:

• The employee is able to fulfill the job duties and return to work.
• The employee is not able to fulfill the job duties and you need to work with your HR Business Partner to decide if the restrictions or limitations can be accommodated.
• If accommodations are needed, contact HR Leave & Accommodations or 713-745-3652.

4. Remind the employee to contact HR Leave & Accommodations or 713-745-3652 to advise of return to work.

• It’s critical for the employee to do this so they can avoid any paycheck or benefits issues.
• You're not required to submit a return from leave ePAF for employees returning from a job-protected leave of absence (FML or RPL).

5. Fax the Physical Status Return to Work form to HR Leave & Accommodations at (713) 745–8898, if applicable.

Resources for the Timekeeping System 

Leave Process Guide for Managers

Return from Leave Process FAQs

How to Talk to Employees on Extended Leave