Short-term Disability Leave Brochure

Princeton University provides sporadic absence[1] days if you are absent due to an illness or injury and if you are a benefits eligible employee. However, if your non work-related illness or injury is serious and requires you to be absent for 8 or more full consecutive calendar days, you can apply for short-term disability leave. The University's Short-term Disability Policy (3.20) is established in accordance with the Temporary Disability Law of the State of New Jersey. It provides income protection in the event of a short-term disability and is a self-insured plan to provide full pay while you are unable to work, up to a maximum of 26 weeks, based upon your meeting specific eligibility requirements.

Note: Short-term disability leave (except for pregnancy and childbirth) is counted as time taken under the federal Family & Medical Leave Act (FMLA), when eligible.

FREQUENTLY ASKED QUESTIONS REGARDING THE SHORT-TERM DISABILITY POLICY AND PROCEDURES

All regular, benefits eligible staff members can apply for short-term, or short-term disability, benefits. (If you are a member of a union, you may be paid according to a different schedule and/or rate and you should consult your union contract.) You must be under the continuous care of a licensed health care provider who certifies that you are unable to perform your regular job or any work appropriate to the disability that may be offered, and who provides updated medical information on a regular basis.

If you are a probationary employee or a non-benefits eligible or temporary employee, you may be eligible for the minimum legal disability benefit as defined under the New Jersey State Statute.

You must inform your supervisor that you are unable to work and are applying for short-term disability benefits. At that time you should discuss how your absence from the workplace will be charged while your application for short-term disability benefits is being reviewed. With supervisory approval, time out of the workplace may be charged to sporadic absence time, vacation time, or to a leave of absence without pay. Either your department will provide, or alternatively, you can download from the HR web site an application and medical certificate which must be completed by your health care provider. To ensure medical confidentiality, the application and medical certificate should always be returned to the Office of Employee Health promptly and by no later than 3 weeks from the onset of the disability. You should not discuss your underlying medical condition or diagnosis with your supervisor.

Your application for short-term disability does not automatically qualify you for benefits. The decision will be based on your medical diagnosis and your ability to perform the duties of your job, or any appropriate work which may be offered. The following conditions also must be met:

If your initial medical certificate indicates that your health care provided has not determined a return to work date, the Office of Human Resources will inform you in writing that you must provide an updated medical certificate by a date determined by the Office of Employee Health. The Office of Employee Health may contact your health care provider to discuss your disability if the return to work date is not indicated on subsequent medical certificates, or if there are questions regarding your medical condition and the indicated return to work date. The Office of Employee Health may discuss your physical job requirements with your health care provider to determine if short-term or permanent workplace restrictions will be beneficial and enable you to return to work.

Your health care provider must provide all information requested, including questions pertaining to light duty and which parts of the job cannot be performed. Incomplete forms may result in suspension of disability benefits until all the information on the form has been completed. If your disability benefits are suspended, time out of the workplace will be charged to vacation or as leave without pay.

During your disability period, you may be asked by the Office of Employee Health to go to McCosh Health Center and/or to another health care provider (at no cost to you) for an Independent Medical Evaluation (IME) or Functional Capacity Examination (FCE). Your condition and ability to do the job will be evaluated.

All regular benefits eligible employees[2]: full pay up to a maximum of 26 weeks for any one period of disability.

Biweekly employees (during Probationary Period): NJ State Temporary Disability Rate

In general, supervisors will make every effort to hold a position for up to 26 weeks for a regular employee who is absent from the workplace because of a short-term disability. Positions are not held for probationary or casual employees. However, on an exception only basis, employees who have a prolonged disability may be replaced if: (1) the medical prognosis, by an authorizing health care provider, indicates that the employee's condition will not improve sufficiently within the 26 week period to allow the person to return to work and be able to perform the essential duties of the position; and/or (2) the supervisor can clearly demonstrate that the continuing absence seriously interferes with the effective operation of the workplace.

When your health care provider indicates that you are able to return to work, you must see a medical clinician in the Office of Employee Health at McCosh Health Center. You must schedule an appointment for either the day before or the morning of your expected return to work by calling (609) 258-5035. Failure to contact the Office of Employee Health once you learn your return to work date may result in time being charged to leave without pay. The Office of Employee Health will assess whether you are physically able to perform your job duties, and with your supervisor and Human Resources will determine if there is a need for temporary or permanent work modifications or accommodations.

If I return to work and am absent again due to the same medical condition, do I start a new short-term disability period?

If you are back in the workplace for 14 calendar days or less, the two disabilities are counted as one continuous period of disability of up to 26 weeks.

All disability leaves are calculated based on when the disability began according to your anniversary year which may be affected by your most recent date of hire.

If, after 3 months, your health care provider indicates that the your short-term disability leave may extend beyond 26 weeks, information regarding the University's Long-Term Disability Insurance plan will be sent to you. Applying for LTD benefits at this time helps to guard against an interruption in income in the event that you are unable to return to work within your 26 week short-term disability period and are approved for long-term disability benefits.

If your application for long-term disability benefits is pending at the end of your short-term disability, you may be placed on an unpaid leave of absence for 30 days. If your application is approved within this time period, the benefit is retroactive to the end of your short-term disability. If your long-term disability application is still pending at the end of the 30 day unpaid leave of absence, your unpaid leave of absence may be extended for an additional 30 days. If your application for long-term disability benefits is denied, your employment may be terminated. However, you have the right to appeal the decision of denial with the long-term insurance carrier.

When you are on a short-term disability leave, the time is counted simultaneously as a family and medical leave under the federal Family and Medical Leave Act (FMLA), provided you have met the eligibility requirements. If eligible, you are guaranteed return to the same or comparable position for the first 12 weeks of short-term disability taken within a 12 month period.

[1] Certain employees may be eligible for Paid Time Off (PTO) days in lieu of sporadic absence days.

[2] Although DOF employees are eligible for Short-term Disability benefits, as described in the 3.20 Short-term Disability Policy, DOF employees should consult with the Office of the Dean of the Faculty for more specific details.