Transactions Manual

4-7 NYS Paid Family Leave for OORs

Policy

In accordance with the New York State Paid Family Leave Law (PFL), Columbia University provides eligible employees with job-protected, paid leave to bond with a new child, care for a loved one with a serious health condition, or help relieve family pressures when someone is called to active military service.

PFL does not apply to officers of instruction, Postdoctoral Research Fellows, Postdoctoral Clinical Fellows, Postdoctoral Residency Fellows, zero-salaried officers of research, nor to officers of research who work for the University outside of New York State, the exception is for those who are on a New York State payroll regardless of work location.

Requirements

Department submits the following after completing the PFL Process Steps (see Resources below):

  • Letter from officer of research to PI/supervisor requesting the leave, including the reason (e.g., new child, care for loved one, military service) and start and end dates
  • Letter from the chair to Dean requesting the leave for the officer and including reason and start and end dates
  • PAF reflecting the action/reason codes provided in the approval notification from the Office of Leave Management

Workflow

Path 1 – Duration of ≤ 30 days

  • The OFA Senior Client Manager reviews the request and submits it to the AVP for approval.
  • The AVP reviews and, if acceptable, signs the request.
  • OFA sends a copy of the letter to the department faculty affairs contact for their records.
  • OFA approves and submits the PAF to CUIMC Payroll.

Path 2 – Duration of > 30 days

  • The OFA Senior Client Manager reviews the request and submits it to the AVP for approval.
  • The AVP reviews and, if acceptable, signs the request.
  • OFA submits the AVP’s signed request to the Office of the Provost indicating that the LOA has the Dean’s approval.
  • The Office of the Provost sends an approval letter to OFA (and copied to others).
  • OFA sends a copy of the Provost approval to the department faculty affairs contact.
  • The department submits a PAF and attaches the letter of approval from the Office of the Provost.
  • OFA approves and submits the PAF to CUIMC Payroll.

In cases where the PFL is to be taken intermittently:

The department submits:

  • approval from Cigna and the Provost Office
  • a note from the department with details on the intermittent arrangement (days away, etc.)
  • a time entry form for each of the pay periods covered in the intermittent leave (reflecting the AWOP as applicable)

Resources

CU Action and Reason Codes for Personnel Transactions

CU Completing a Personnel Action Form (PAF) - Job Aid

CU website on NYS Paid Family Leave Law, with links to additional resources PFL Process Steps and PFL Information Form