Timing Considerations and the Impact on Pay

The timing of an employee’s initial leave request, extension of current leave request, or the late submission of satisfactory medical documentation may impact or delay the timing of an employee's 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, May 7, 2021. Since Saturday and Sunday are not business hours, Workpartners will process the leave on or before May 12, 2021.

  • Payroll Cutoff is Monday, May 10, 2021 at 5:00 p.m.
  • Workpartners approves the leave on Tuesday morning, May 11, 2021
  • Workpartners sends the information to MIT in a file feed on Wednesday, May 12, 2021
  • MIT processes the action in SAP on Thursday, May 13, 2021

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 May 14, 2021 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 May 3, 2021, normally paid on May 14, 2021, would instead be paid on May 21, 2021.

Bi-Monthly Payroll Example

An employee sent in their medical certification at 12:00 p.m. on Tuesday morning May 18, 2021.  Workpartners will process the documentation on or before May 21, 2021.

  • Payroll Cutoff is May 20, 2021 at 5:00 p.m.
  • Workpartners approves the documentation on Thursday afternoon, May 21, 2021
  • Workpartners sends the information to MIT in a file feed on Friday, May 22, 2021
  • MIT processes the action in SAP on Monday, May 24, 2021

Request a Leave

 Request a Leave

Need Help or Have Questions?

Contact leavepolicies@mit.edu.