The timing of your initial leave request, extension of current leave request, or the late submission of satisfactory medical documentation may impact or delay the timing of your pay during a sick or family leave.
Workpartners requires up to 72 hours (excluding weekends) to process leave paperwork. That 72 -hour turn around period applies to submission of an initial request for a leave, medical documentation, and leave extensions. After Workpartners approves a leave, it sends information to MIT for SAP and payroll processing, in accordance with MIT’s usual payroll cycles.
Information about pay must be received by Payroll a specified number of days before payday. See VPF's website for the “cutoff dates” for payroll processing and the pay dates. If Workpartners sends information on your approved leave to Payroll right after a payroll cutoff date, the payment will not be in your next paycheck, but in the paycheck after that. (See examples below.)
You may use your accumulated sick time to cover this gap in pay. If you do not use sick time, or if your leave is not approved, you will be placed on a leave without pay during the gap.
To avoid any delay in pay, it is critical to provide timely notice of your leave, as well as timely and complete medical documentation or other required materials.
Hourly Payroll Example
An employee sent in their medical certification at 9:00 p.m. on Friday evening, February 3, 2023. Since Saturday and Sunday are not business hours, Workpartners will process the leave on or before Wednesday, February 8, 2023.
- Payroll Cutoff is Tuesday, February 7 at 5:00 p.m.
- Workpartners approves the leave on Wednesday morning, February 8
- Workpartners sends the information to MIT in a file feed on Thursday, February 9
- MIT processes the action in SAP on Friday, February 13
If the employee had sick time available, and this was within the first 15 days of a new leave, the employee could report sick time on their timesheet and would be paid in full on February 15 as usual. If this was an extension of a leave and the employee had no sick time available to use, the pay for the week of February 3, normally paid on February 15, would instead be paid on February 28.
Bi-Monthly Payroll Example
An employee sent in their medical certification at 12:00 p.m. on Wednesday morning February 15. Workpartners will process the documentation on or before February 20.
- Payroll Cutoff is February 17 at 5:00 p.m.
- Workpartners approves the documentation on Monday morning, February 20
- Workpartners sends the information to MIT in a file feed on Tuesday, February 21
- MIT processes the action in SAP on Wednesday, February 22
Need Help or Have Questions?
Contact leavepolicies@mit.edu.
