Family Medical Leave

Beginning January 1, 2026, CSU transitioned to Sun Life for administering FAMLI, FMLA, and Parental Leave.

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Dates of Leave

January 1 or later: Apply for FML directly through the Sun Life portal or by calling them at 1-833-408-4598.

    • If you are only applying for FML, please call Sun Life to initiate your claim.

December 31 or prior: Dates that began in 2025, and carry into 2026 will continued to be handled by your department’s Absence Partner.

    • If you have a new claim in 2026, apply through Sun Life.

In accordance with federal law, Family and Medical Leave Act (FML), Colorado State University provides job-protected leave to eligible faculty and staff who are unable to work due to their own serious health condition or because of the need to care for an immediate family member with a serious health condition.

  • Faculty, admin pro & non-classifed: FML allows for up to 12 work weeks  during a 12 month rolling forward period (prorated based on FTE).
  • State classified: FML allows for up to 12 work weeks of federal FML, but plus one week of State FML during a 12 month rolling backward period (prorated based on FTE).

FML is unpaid leave; however, available paid leave balance (e.g. FAMLI, sick, annual, parental leave) will be used concurrently with FML. Likewise, FML also runs concurrently with other types of paid and unpaid leave (e.g. short term disability, workers compensation and leave without pay).

Eligibility

Employees may be eligible for FML if they meet the following criteria:

  • Have been employed for at least 12 months (not required to be consecutive).

  • Temporary employees must meet the federal hours-worked requirement (1,040 hours in the 12 months before leave).

  • Non-temporary employees are not subject to the hours-worked requirement.

FMLA provides eligible employees with job-protected leave for qualifying medical and family reasons, in accordance with guidelines.

FMLA leave may be used for:

  • Your own serious health condition that prevents you from working (with health care provider certification)

  • Birth of a child

  • Placement of a child for adoption or foster care

  • Care for a qualifying family member* with a serious health condition (with health care provider certification)

  • Certain needs related to a spouse, domestic partner, child, or parent on covered active military duty

Eligible employees may take up to 26 workweeks of leave in a single 12-month period to care for a covered service member with a serious injury or illness, if they are the service member’s spouse, child, parent, or next of kin.

*Family member includes a spouse or partner, parent, or a biological, adopted, or foster child under age 18 — or age 18 or older if incapable of self-care due to a permanent disability.

Refer to the Family and Medical Leave Policy for additional information on FML qualifying reasons.

Communication. Ongoing communication with your manager and department Absence Partner allows for the FML process to run much more smoothly. It is very important for you to provide periodic updates of your status and estimated return to work date to your manager and department Absence Partner. Be conscientious about the expiration of a period of incapacity and whether updated medical information needs to be provided by your health care provider.

You must follow your department’s usual notice or call-in procedures unless you are unable to do so (e.g. an exception would be if you were completely incapacitated or receiving emergency medical care). This is especially important when the use of FML is intermittent.

Provide notice to your manager and department Absence Partner as soon as possible when you know you will need FML leave, ideally 30 days in advance for planned events (such as pregnancy or scheduled surgery), or as soon as practical for unexpected needs.

  • If you are only applying for FML (not with FAMLI) then you or your department Absence Partner will make sick/annual leave entries into Workday. This will ensure you receive pay during this time.

While you are on approved FML, you are eligible to continue all of your benefits. If you are on leave without pay and not receiving salary from CSU, you will be required to make a cash payment to Human Resources for your monthly premiums.

2026 claims initiated with Sun Life:

Process

The employee must communicate with their manager or Absence Partner prior to applying for FML. It is also very important for you to remain in communication with your department and provide periodic updates of your estimated return to work date to your manager and department Absence Partner.

  • Apply for FML directly through the Sun Life portal or by calling them at 1-833-408-4598.
  • If you are only applying for FML (and not FAMLI or Parental Leave), please contact Sun Life by phone to initiate your claim.

The University is required by federal law to notify employees of their FML rights, and employees cannot waive FML. If you do not contact Sun Life, a claim will be initiated on your behalf. Failure to apply may result in the leave being treated as unauthorized. For questions, contact your department HR Absence Partner or the Benefits team.

When the reason for FML is due to your own serious health condition, a Release to Return from your health care provider is required to return following FML. The delay of or failure to obtain a Release will impact your ability to return to work timely. 

Clearly communicate with your supervisor and department HR Liaison regarding a return-to-work date and transition plan. 

For successful administration of FML, a department Absence Partner should:

  1. Meet with employee  and determine eligibility under FMLA.
  2. Refer the employee to Sun Life to initiate thier FML claim.
    • The can initiate it through the Sun Life portal or by calling them at 1-833-408-4598.
    • If an employee is only applying for FML (not with FAMLI) then you or the employee will make sick/annual leave entries into Workday. This will ensure they receive pay during this time.
  3. Review the notifications in Workday to confirm the start and end dates and leave type (continuous/reduced or intermittent).
  4. Look for the Return to Work task in Workday and obtain a Return to Work form before approving the return task.
    • If the employee does not provide a Return to Work form, deny the return task in Workday.
    • If the employee returns on a day other than in the Return to Work task, deny the return task and refer the employee back to Sun Life to update the leave dates.
  5. Return the employee to the same position or an equivalent position after taking the leave including pay, employment benefits, and terms and conditions.
Military FML

A qualifying exigency arising out of the fact that the employee’s spouse, domestic partner, son, daughter, or parent is a covered military member on “covered active duty.” Eligible employees have job protected time off for up to 26 workweeks of leave during a single 12-month period to care for a covered service member with a serious injury or illness if the eligible employee is the service member’s spouse, son, daughter, parent or next of kin.

  • Refer the employee to Sun Life to initiate thier FML claim.
    • The can initiate it through the Sun Life portal or by calling them at 1-833-408-4598.
  • Review the notifications in Workday to confirm the start and end dates and leave type (continuous/reduced or intermittent).

Genetic Information Nondiscrimination Act of 2008 (GINA) Disclosure Statement for Employee/Applicant

Pursuant to GINA’s “safe harbor” provision in 29 CFR § 1635.8(b)(1)(i), the following language must be included with
any request for employment-related medical information or examinations (e.g., FMLA for employee, ADA, Fitness for-Duty exams, Workers’ Compensation exams, post-offer/pre-employment exam, etc.) for the individual’s own condition.

The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and other entities covered by GINA Title II from requesting or requiring genetic information of an individual or family member of the individual, except as specifically allowed by this law. To comply with this law, we are asking that you not provide any genetic information when responding to this request for medical information. “Genetic information,” as defined by GINA, includes an individual’s family medical history, the results of an individual’s or family member’s genetic tests, the fact that an individual or an individual’s family member sought or received genetic services, and genetic information of a fetus carried by an individual or an individual’s family member or an embryo lawfully held by an individual or family member receiving assistive reproductive services.


Genetic Information Nondiscrimination Act of 2008 (GINA) Disclosure Statement for Family Member

Pursuant to GINA’s “safe harbor” provision in 29 CFR § 1635.8(b)(1)(i), the following language must be included with any request under the FMLA concerning a spouse, parent, or child’s medical condition.

The Genetic Information Nondiscrimination Act of 2008 (GINA) prohibits employers and other entities covered by GINA Title II from requesting or requiring genetic information of an individual or family member of the individual, except as specifically allowed by this law. To comply with this law, we are asking that you not provide any genetic information when responding to this request for medical information. “Genetic information,” as defined by GINA, includes an individual’s family medical history, the results of an individual’s or family member’s genetic tests, the fact that an individual or an individual’s family member sought or received genetic services, and genetic information of a fetus carried by an individual or an individual’s family member or an embryo lawfully held by an individual or family member receiving assistive reproductive services. However, please be advised that GINA Title II does allow you to provide information about the medical condition of an employee’s spouse, parent or child to certify the need for leave under the Family and Medical Leave Act (FMLA).

For leave dates beginning in 2025, choose forms specific to employee’s assignment type:

Department Absences Partners should not initiate any FML claims in 2026.

For crossover claims: dates that begin in 2025 and carry into 2026, or re-certifications of existing 2025 claims, will continue to be administered by the department Absence Partner. 

Faculty, Admin Pro & Other Classified Staff

Required Forms

 
State Classified

Required Forms

 
Employee Responsibility

Communication. Ongoing communication allows for the FML process to run much more smoothly. It is very important for you to provide periodic updates of your status and estimated return to work date to your manager and department Absence Partner. Be conscientious about the expiration of a period of incapacity and whether updated medical information needs to be provided by your health care provider.

You must follow your department’s usual notice or call-in procedures unless you are unable to do so (e.g. an exception would be if you were completely incapacitated or receiving emergency medical care). This is especially important when the use of FML is intermittent.

Provide notice to your manager and department Absence Partner as soon as possible when you know you will need FML leave, ideally 30 days in advance for planned events (such as pregnancy or scheduled surgery), or as soon as practical for unexpected needs.

Provide notice to your supervisor and department HR as soon as possible when you know you will need FML leave — ideally 30 days in advance for planned events (such as pregnancy or scheduled surgery), or as soon as practical for unexpected needs. Delayed notice may result in FML being denied or delayed.

After requesting leave, you must submit a complete and sufficient medical certification (for yourself or a family member) within 15 calendar days, based on the deadline in your Notice of Rights and Responsibilities.

When the reason for FML is due to your own serious health condition, a Release to Return from your health care provider is required to return following FML (for your own serious health condition). This will be returned to your manager or Absence Partner. The delay of or failure to obtain a Release will impact your ability to return to work timely. 

Clearly communicate with your supervisor and department Absence Partner regarding a return-to-work date and transition plan. 

To administer FML, a department Absence Partner should:

  1. Meet with the employee and determine FML eligibility.
  2. Provide the Notice of Eligibility and Rights and Responsibilities within 5 business days.
  3. Provide the appropriate medical certification form and require return within 15 calendar days.
  4. Review documentation and issue an approval or denial (Designation Notice) within 5 business days.
    • If information is incomplete, request clarification and allow 7 calendar days to respond.
  5. Notify Human Resources via a Workday ticket to add the FML leave into Workday
    • Include the type of leave (continuous/reduced or intermittent) and the approved start & end dates
  6. When the reason is non-FAMLI:
    • Continuous: The employee or the Absence Partner can enter Sick or Annual time off, as necessary
    • Intermittent: The Absence Partner will enter Intermittent FML – Annual, Intermittent FML – Sick or Intermittent FML – Unpaid, as needed
  7. Request a Fitness to Return certification when the leave is due to their own condition.
  8. Keep all FML records secure and confidential, separate from personnel files, and send a copy to HR.
  9. Provide FML balance upon request and return the employee to the same or equivalent position after leave.

Related Links

 

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Fax (970) 491-6302
Phone (970) 491-6947

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