Paid Parental Leave Frequently Asked Questions

Questions about the new Paid Parental Leave

What is Paid Parental Leave?

A period of paid leave of absence that does not reduce an eligible staff employee's balance of paid leave such as PTO, vacation, income protection (sick time), compensatory time, or holidays for the purpose of bonding with a newborn or a newly-adopted child under the age of 18. If the adoption involves a child who is incapable of self-care because of a mental or physical disability the age limit of 18 may be waived.

When does the new Paid Parental Leave policy go into effect?

The new Paid Parental Leave is available to eligible staff employees for births and adoptions that take place on or after the policy’s effective date of April 14, 2017.

How much Paid Parental Leave is being offered by the University?

Eligible staff employees may receive up to six weeks (240 hours) of Paid Parental Leave. The six weeks is prorated based on the employee’s FTE. Paid Parental Leave is paid at 100 percent of the employee’s base pay rate.

Is the amount of Paid Parental Leave different for multiple births or adoptions that occur at the same time, such as giving birth or adopting twins?

No, multiple births or adoptions at the same time such as giving birth to twins does not increase the length of Paid Parental Leave provided.

Questions about eligibility

Who is an Eligible Employee?

  • A staff employee who is appointed at 30 hours or more per week in a benefits-eligible position at Indiana University and
  • Has worked for at least one continuous year (12 months) prior to the birth or adoption of a child.
  • The one continuous year (12 months) prior to the birth or adoption of a child must also have been worked in a benefits eligible staff or faculty position that is appointed at 30 hours or more per week.

Who is a Parent?

An eligible staff employee who is the birth mother, biological father, adoptive mother, or adoptive father of the child.

If both parents work at the University, how does Paid Parental Leave work?

If each parent is an eligible staff employee as provided by the Paid Parental Leave policy each is entitled to take up to six weeks of Paid Parental Leave.

Is there a limitation on the number of Paid Parental Leaves I may take in one year, or during my career?

Yes, there is a limit of two Paid Parental Leaves taken by an eligible staff employee during the employee's career at the University.

I am a foster parent. Is Paid Parental Leave available for foster care placement?

Due to the complexities of foster care, Paid Parental Leave is not available for foster care placement.

I am a faculty member. Am I eligible for Paid Parental Leave?

The Paid Parental Leave policy applies to eligible staff employees. Please contact your campus Office of Academic Affairs for information on leave policies for academic appointees.

Questions about requesting Leave

How do I apply for Paid Parental Leave?

An eligible employee shall request Paid Parental Leave in writing using the Paid Parental Leave Request Form, and submit the form to IU Human Resources. If the need for Paid Parental Leave is foreseeable, an eligible employee must provide at least 30 calendar days advance notice of the need for leave, if practicable. If the need for Paid Parental Leave is not foreseeable, an eligible employee or his or her representative must submit the request for leave as soon as practicable.

An eligible employee should, initially, notify his or her supervisor of the need for Paid Parental Leave and the timing and duration of the leave before submitting the request form.

Is documentation necessary for Paid Parental Leave?

Yes, appropriate documentation is required within 30 calendar days of the birth or adoption.

  • For a birth, documentation such as a birth certificate or hospital confirmation.
  • In case of a child’s adoption, documentation such as a custody or adoption order.

Can I take Paid Parental Leave on an intermittent or reduced schedule basis?

Yes, Paid Parental Leave may be taken on an intermittent or reduced schedule basis, with prior supervisory approval. Taking the leave on an intermittent or reduced schedule basis does not extend the six months period after the birth or adoption in which the leave must be taken.

If an employee completes the Paid Parental Leave Request Form do they also need to fill out FMLA forms?

If an employee completes the Paid Parental Leave Request Form and is eligible for Paid Parental Leave and FMLA, no additional forms are required while the employee is on Paid Parental Leave. If the employee is going to request FMLA before or after the period of Staff Paid Parental Leave then they will need to fill out FMLA forms.

Questions about while you are on Leave

When can an eligible staff employee begin Paid Parental Leave?

The Paid Parental Leave may begin after the birth or adoption of a child. When the adoption is in the legal process, the leave may begin from the point the child is placed with the eligible employee (granted custody) for the purpose of adoption.

Is there a limit to when the Paid Parental Leave can be taken following the birth or adoption of a child?

Yes, the Paid Parental Leave must be taken within six months of the birth or adoption. No Staff Paid Parental Leave can be used once the six months period ends.

Am I required to take FMLA concurrently with Paid Parental Leave?

Yes, if you are eligible for FMLA the Paid Parental Leave will be taken concurrently with FMLA.

Am I required to use my Paid Parental Leave before requesting additional paid or unpaid time off?

Yes, Paid Parental Leave must be used entirely before other forms of paid and unpaid leave may be used following the birth or adoption.

How is the Paid Parental Leave time recorded in ePTO or Kuali TIME?

Time off from work under Paid Parental Leave must be recorded using the earn code “PPL”. This code will not deduct from any other leave balances such as vacation, PTO, or sick time. For monthly paid employees, the PPL code can be found in the advanced tab of the ePTO system. For bi-weekly paid employees, the PPL code is entered by the supervisor in the Kuali TIME system.

Please note, FMLA earn codes should NOT be used for Paid Parental Leave.

What happens if a University holiday occurs during the time I am on Paid Parental Leave?

If an official University holiday occurs during the eligible employee's Paid Parental Leave, the eligible employee will receive holiday pay in lieu of a Paid Parental Leave day, provided the Eligible Employee meets the eligibility rule for holiday pay.

Will my benefits continue while I am on Paid Parental Leave?

Yes, benefits will continue while on Paid Parental Leave, just as benefits would continue on any other paid leave of absence.

Will I continue to accrue time off while on Paid Parental Leave?

Yes, an employee will continue to accrue PTO, vacation and/or income protection (sick time) while on Paid Parental Leave.

May I take Paid Parental Leave if I or my child gets sick, for eldercare purposes or to attend my child’s parent-teacher conference?

No, the Paid Parental Leave is provided in order to bond with a newborn or a newly-adopted child. Paid Parental Leave does not include time away from work if you are sick or for taking care of a sick child or sick parents. It also does not include time away from work to attend a child's sporting events, school or other activities.

If an employee completes the Paid Parental Leave Request Form do they also need to fill out FMLA forms?

No, if an employee completes the Paid Parental Leave Request Form and is eligible for Paid Parental Leave and FMLA, no additional forms are required while the employee is on Paid Parental Leave.

Questions about before & after Leave

Can I use Paid Parental Leave before the birth or adoption?

Most of the time Paid Parental Leave may only be used after the birth or adoption. In some cases when the adoption is in the legal process, the leave may begin from the point the child is placed with the eligible employee (granted custody) for the purpose of adoption. Any time off prior to the birth or adoption not covered by Paid Parental Leave must be requested separately, either;

  • By completing the appropriate FMLA request form, if the employee has FMLA leave available and FLMA applies, or
  • If the employee is not eligible for FMLA, by requesting the use of accrued paid time off (such as PTO, income protection, vacation, comp time) or leave without pay subject to the discretion of the department.

An Eligible Employee should consult with Human Resources or with his or her HR business partner for assistance when planning a Paid Parental leave.

Am I limited to the up to six weeks of Paid Parental Leave after the birth or adoption?

Any time off after the birth or adoption beyond the up to six weeks of Paid parental Leave must be requested separately, either;

  • By completing the appropriate FMLA request form, if the employee has FMLA leave available, or
  • If the employee has no FMLA remaining, by requesting the use of accrued paid time off (such as PTO, income protection, vacation, comp time) or leave without pay subject to the discretion of the department.

If an eligible employee does not use their entire Paid Parental Leave by the end of the six month period is the remaining time paid out or does it carry over?

No, at the end of the six month period following the birth or adoption of a child, any remaining Paid Parental Leave is not paid out, and is not added to any future Paid Parental Leave.