Stanford
Cardinal at Work

Steps for Taking Leave

Ensure your leave of absence goes smoothly by reviewing the steps below.

1. Notify your supervisor and local HR

Notify your manager and local HR of your estimated time away at least 30 days in advance, if foreseeable, and as soon as practicable if unforeseeable. You will need to work with your health care provider to determine your need for a leave of absence and the anticipated duration/dates.

Note: For those planning maternity or paternity leave, you can choose to work with Stanford’s Disability and Leave Services for more in-depth leave planning, including salary continuation plans. You can request an Expectant Parents Journey Map, a Stanford benefit, within 60 days of your leave start date to better plan for how long you’ll be away and compensation. If you are interested in learning more, visit the Expectant Parents page on Cardinal at Work.

2. Contact Sedgwick to discuss the types of leave you may be eligible for

Sedgwick is Stanford’s disability and leave administrator. Contact Sedgwick to review the different types of leave and determine which is most appropriate for your situation. You can reach out by phone at (866) 566-1906.

3. Open a claim with Sedgwick

Start your claim as soon as possible; ideally, 30 days before your expected leave start date. You can start a claim by calling Sedgwick at (866) 566-1906 or online via the secure portal.

Get started online: My Leaves

When you report your claim, have these materials ready:

  • The reason you are taking a leave
  • Employee ID (which can be found on your employee badge or My Axess Profile)
  • The last day you will work, the first day you are disabled by your own medical condition, or need to provide care for a family member, bond, or leave for military exigency, and your anticipated date of return
  • Your health care provider's contact information

When you open a claim, you can choose your communication preferences—personal email, U.S. Postal Service, text, or phone. You may choose all options.

You will be assigned a dedicated case manager for the duration of your leave. For your convenience, please remember to note your claim number, case manager’s name, and their contact information.

4. Complete and return the required forms from the Leave of Absence packet as soon as possible

A Leave of Absence packet is sent to you by Sedgwick within two business days of filing your claim. The packet has a leave checklist, forms, and provides important details about next steps, pay, and leave eligibility. 

Return the following forms in the Leave of Absence Packet via email or upload to Sedgwick’s secure portal as soon as possible, and within 15 days of your leave start date to support a seamless leave transition. 

  1. Authorization to Release Information
  2. Direct Deposit Authorization - to ensure Sedgwick electronic deposit, or your benefit will be mailed (you may also register electronically through the secure portal)
  3. Medical Form - Completed and returned by your healthcare provider

You will receive a confirmation communication from Sedgwick within two business days of submitting your documents.

5. Keep Sedgwick and local HR updated with any changes throughout your leave

Notify Sedgwick and local HR if anything changes during your leave, including if your return to work will be:

  • Earlier or later than anticipated;
  • With restrictions; or,
  • On a part-time schedule until you are ready to return to your full duties.

6. Review and change your benefits, if necessary

Log in to My Benefits and select Change your Benefits from the menu items if you’d like to modify your benefits while on leave.

If you are adding a dependent to your health care plan, you will have 31 days after your life event to add them to your plan and provide the required dependent certification documents. You will need to submit the required documentation via the upload feature in My Benefits or by fax to (866) 539-0431. If documentation is not received within the 31-day window, your dependent will not be added to your coverage, and you will need to wait until Open Enrollment or another qualifying life event to make a change. 

Please note, if you do not take action, your benefits and retirement savings contributions will not change when you go on leave.

7. Confirm your return to work date and prepare for your return to work

It is important to prepare for a smooth return to work. At least one week before you plan to return to work, confirm your return to work date with your health care provider, provide Sedgwick with a medical release if the leave was for your own disability, and notify local HR and your manager of your return to work date. If leave is for family care or bonding, a medical release is not required. However, for all employees on leave, a 7-day advance notification must be provided to Sedgwick, local HR, and your manager. Sedgwick will notify local HR and your manager that you are clear to return. They will be able to help you with the transition back to work and to verify that they have everything they need for your return.