PFML FAQs
1. What is Paid Family and Medical Leave (PFML)?
Paid Family and Medical Leave (PFML) is a paid benefit that allows eligible University System of Maryland (USM), including UMB, employees to take time away from work for qualifying family, medical, or military-related reasons while maintaining job protection. This means that while you are on approved PFML, your position is protected, and you generally have the right to return to the same or a comparable position with the same pay and benefits when your leave ends, subject to the provisions of the policy. PFML is paid at your regular rate of pay, and you are not required to use or exhaust your accrued leave before using PFML. PFML is a benefit provided directly by USM and is not an insurance-based program.
2. Is PFML a separate paid leave type and how is PFML being paid?
Yes. PFML is a separate paid leave benefit. If you are eligible for PFML, you are not required to use your accrued annual, sick, or personal leave before or while using PFML.
PFML is paid at your regular rate of pay and is provided directly by the University System of Maryland (USM). It is not an insurance program and does not have a separate funding source. PFML is administered through the University's regular payroll process, just like other University leave benefits, such as Sick and Safe Leave.
3. When can I request PFML?
The law and USM policy became effective July 1, 2026. If you anticipate needing leave that begins on or after July 1, 2026, or if you are currently on leave that extends beyond that date, please contact the HR-ELR Leave Management Team at leave_and_accom@umaryland.edu or 410-706-7302 to discuss your options.
Beginning July 1, 2026, eligible employees will receive a new bank of up to 12 weeks of Paid Family and Medical Leave (PFML) for qualifying family, medical, or military-related reasons. Any leave used before July 1, 2026, does not reduce the amount of PFML available to you. All eligible employees start the program with a full 12-week PFML entitlement.
Employees who used their entire Parental Leave entitlement during the 12 months preceding July 1, 2026, will not be eligible to use PFML for Parental Leave until one year has passed from the date their Parental Leave began.
4. Who is eligible for PFML?
You may be eligible if you are a UMB employee in an eligible employment category, including:
1. Faculty;
2. Exempt staff;
3. Nonexempt staff; and
4. Contingent Category (CI and CII) staff employees.
There is no minimum length of employment or hours worked requirement to be eligible.
5. How does PFML apply to Contingent Employees and Adjunct Faculty?
For Contingent staff employees and adjunct faculty:
- PFML eligibility and entitlement are based on their appointment and workload (FTE or expected hours)
- PFML is only available during the term of the contract or teaching assignment
- If an appointment ends, PFML does not extend beyond that period, even if the employee has remaining entitlement
6. How does PFML apply to grant- or contract-funded employees?
Employees whose positions are funded through grants or contracts may use PFML in accordance with the policy. However, PFML benefits are available only during the employee's active appointment period and while funding remains available. PFML cannot extend beyond the end date of a grant-funded or contractual appointment.
Institutions should manage these situations by coordinating with the principal investigator or funding source to address operational impacts (e.g., reassignment of duties or project coverage). Overall, from a PFML standpoint, the employee remains eligible for PFML only for the duration of their active appointment.
7. What happens if a 9-/10-month faculty member did not use all their parental leave before the semester ended?
If parental leave remains available when the semester ends, the faculty member may use the remaining leave at the beginning of the next semester. For example, a faculty member who used 43 days of leave during the spring semester may use the remaining 17 days at the start of the fall semester to exhaust their 480-hour entitlement.
8. You are not eligible for PFML if you are:
- A student employee, graduate assistant, teaching assistant, research assistant, post‑doctoral student, or student help;
- 2. A volunteer or unpaid affiliate; or
- 3. Receiving workers’ compensation benefits during the same period.
This exclusion also includes certain trainee roles, such as Residents, Research Fellows, and Clinical Fellows. Since Postdocs / Fellows parental leave is managed at each school, broader discussions are needed with school leadership to determine your school's stance.
9. What circumstances qualify for PFML?
You may request PFML for the following reasons:
Parental Leave
1. To care for your newborn during the first year after the child’s birth;
2. To care for or bond with a child the first year after placement for adoption, foster care, or kinship placement.
Your own serious health condition
A serious health condition is an illness, injury, impairment, or condition that:
1. Requires inpatient care; or
2. Requires ongoing or periodic treatment by a licensed health care provider.
Caring for a family member with a serious health condition
Family members include:
1. Child (of any age), *
2. Parent, Stepparent or parent-in-law,
3. Spouse or domestic partner,
4. Grandparent or grandchild,
5. Sibling, or
6. Other qualifying relationships defined by law.
* Note: Unlike Federal Family Medical Leave, PFML covers a “child” regardless of age or disability status.
Certain military-related reasons
PFML may be available for:
Caring for a covered service member with a serious health condition resulting from military service when the employee is the service member’s next of kin, or
Addressing a qualifying exigency related to a family member’s military deployment.
10. How much PFML can I use?
Up to 12 weeks (480 hours) of PFML in a PFML Application Year.
In limited situations, up to 24 weeks (960 hours) in the same Application Year when both parental leave and their own serious health condition occur in the same year, regardless of the order in which the leave is taken.
PFML is tracked in hours and is prorated based on your full‑time equivalency (FTE). Except in the limited situation described above, employees may not use more than 12 weeks in an Application Year.
11. Is leave prorated for part-time employees?
Yes. PFML benefits are prorated based on an employee's Full-Time Equivalency (FTE). This means part-time employees receive a leave entitlement that is proportionate to their scheduled work hours compared to a full-time employee.
What does "prorated" mean?
Prorated means the amount of PFML available is adjusted based on your employment percentage (FTE). Employees who work less than full-time receive a proportional amount of leave based on their regular work schedule.
A half-time employee (0.5 FTE) would receive up to 240 hours, because they work 50% of the full-time schedule.
12. What is a PFML Application Year?
A PFML Application Year is a 12-month period that begins on the Sunday of the calendar week in which your PFML leave starts. Your available PFML entitlement is measured within that 12-month period. Once your Application Year ends, a new qualifying PFML event will establish a new Application Year + a new PFML entitlement, provided you remain eligible.
Here is a calculation example of a PFML Application Year:
- Your PFML begins on Wednesday, August 12, 2026
- The Sunday of that calendar week is August 9, 2026
Your Application Year would be:
- Start: Sunday, August 9, 2026
- End: Saturday, August 8, 2027
13. Is PFML paid?
Yes. PFML is paid at your regular rate of pay, based on your base salary or base hourly rate. PFML pay does not include:
1. Overtime,
2. Overload pay,
3. Shift differentials, or
4. Special allowances.
Pay adjustments related to overload assignments or special allowances may be impacted during PFML if those payments are tied to active job duties.
Important for Clinical Faculty in the UMB School of Medicine: During Paid Family and Medical Leave (PFML), pay will generally be aligned with the maximum benefit amount available under Maryland's Family and Medical Leave Insurance (FAMLI) Program. Clinical faculty may also choose to use available sick leave, annual leave, or personal leave for qualifying reasons in accordance with applicable University leave policies.
The School of Medicine will provide additional guidance, so clinical faculty with questions about PFML should contact the School of Medicine Dean's Office for assistance.
14. Do I have to use my accrued leave before I can access PFML?
No. You do not need to use or exhaust your accrued annual, sick, or personal leave before taking or while using PFML. However, if a holiday occurs during a continuous PFML absence, you must use any accrued holiday leave available for that holiday. If the University is officially closed and employees are not expected to work (for example, during certain administrative closures), time reporting may vary depending on your work schedule and leave status.
If you have questions about how holidays or University closures may affect your leave, the HR-ELR Leave Management Team can help explain how these situations apply to you.
15. How are holiday hours managed for employees on a compressed four (4) days per week, ten (10) hours per day schedule while on PFML?
Employees on a compressed four (4)-day, ten (10)-hour work schedule should remain on their regular schedule while on PFML; there is no need to temporarily transition to a five (5)-day, eight (8)-hour work schedule. If a holiday falls on a regularly scheduled ten (10)-hour workday:
- The employee will receive eight (8) hours of holiday leave, consistent with university policy.
- The remaining two (2) hours will be covered by PFML and will not require the employee to use accrued leave.
This approach ensures that employees remain on their established work schedule while receiving the holiday leave and PFML benefits for which they are eligible.
16. Are my job and benefits protected during PFML?
Yes. Approved PFML is job-protected leave.
While on PFML:
- Your health insurance coverage generally continues under the same terms and conditions.
- You remain responsible for your portion of any required premium contributions.
- Upon returning from leave, you will generally be restored to the same or an equivalent position, unless an exception applies under any applicable law or policy.
17. Do I continue to earn leave while on PFML?
No. You do not earn annual or sick leave for leave hours covered by PFML. Employees on intermittent FMLA will continue to accrue leave only for hours worked.
18. What happened to Paid Parental Leave?
Effective July 1, 2026, Paid Family and Medical Leave (PFML) replaced the University System of Maryland's Paid Parental Leave benefit. As a result, leave for bonding with a child following birth, adoption, foster care placement, or kinship care placement is now provided through PFML. The parental leave provisions previously available under Board of Regents Policies II-2.25 and VII-7.49 have been discontinued. Employees seeking leave for these purposes should apply for PFML benefits in accordance with the PFML policy.
19. What happens if I am currently on parental leave when PFML begins?
Employees who are on approved parental leave as of July 1, 2026, will automatically transition to PFML for any remaining portion of their leave. Your combined leave entitlement will remain subject to the 12-week (480-hour) maximum. Beginning July, 1 you will no longer be required to exhaust your accrued leave balances before receiving PFML benefits.
20. If an employee used a portion of their FMLA entitlement for the birth of a child but did not request parental leave, are they eligible for a new 12-week PFML entitlement after July 1?
No. Employees will only be eligible for their remaining available leave balance. For example, if an employee has already used four (4) weeks of leave related to the birth of a child during the applicable 12-month period, they would have eight (8) weeks of PFML available after July 1.
Time previously used for bonding with a child, including accrued leave taken for that purpose, is considered part of the employee's total leave entitlement. Employees are therefore eligible only for any remaining leave available for the same event.
21. What if I had a child before July 1, 2026, but did not take leave?
If you are an employee who welcomed a child before July 1, 2026, and have not previously used parental leave or other bonding leave for that event, you may be eligible for up to 12 weeks of PFML. The leave must be taken within the first year following the child's birth, as PFML is not available beyond that period.
22. What if I am a new employee who had a child within one year prior to my start date?
Employees must be employed by a USM institution at the time of the qualifying birth or placement to be eligible for PFML. If the event occurred before your employment began, PFML is not available, even if the event occurred within the past year.
23. If an employee uses 2 weeks of PFML to care for a family member, then 10 weeks of PFML for their own serious health condition, and later has a baby or adopts a child, would they have any PFML remaining for that application year?
No, the employee would not have additional PFML available. The employee has already used a total of 12 weeks of PFML (2 weeks for family member care and 10 weeks for their own serious health condition). Under the policy, no combination of qualifying reasons may exceed 12 weeks in an Application Year, except for the limited case of combining an employee’s own serious health condition with parental leave. Because the employee used PFML for family member care, they are not eligible for that exception.
Scenario B: Even if the employee elected to use FMLA and accrued leave (and declined PFML) for the initial 2 weeks of family member care, that time still counts against the employee’s PFML entitlement, because it was taken for a qualifying PFML reason. As a result, the employee is treated as having used 12 weeks of PFML in the Application Year and would not be eligible for additional PFML for the parental event.
24. Can PFML be taken intermittently?
Yes. PFML may be taken as continuous leave or on an intermittent or reduced-schedule basis.
Intermittent PFML Guidelines:
- A minimum of four (4) hours of leave is required when using PFML
- PFML is not limited to fixed four-hour increments and may be used for longer periods as needed
- Employees should provide as much advance notice as possible when requesting leave
Leave taken for less than four (4) hours:
- That time does not qualify for PFML pay
- You will need to use accrued leave or take unpaid leave
- The absence may still qualify for and be counted as FMLA leave, if applicable.
25. If I use less than four (4) hours of intermittent leave that is designated as FMLA, will it reduce my PFML entitlement, or can I still use my available PFML leave later in the application year when I meet the four-hour minimum?
Any leave taken for a PFML-qualifying reason will count toward your available PFML entitlement, even if you use accrued leave or the absence is also designated as FMLA. When both PFML and FMLA apply, the leave is counted under both programs during the same period. For intermittent leave, PFML benefits are available only when leave is taken in increments of four (4) hours or more. If you take less than four (4) hours of leave, the time will still count toward your PFML entitlement, but you will not receive PFML benefits for those hours. You may still use your remaining PFML benefits later in the same Application Year for qualifying leave taken in increments of four (4) hours or more.
26. What if my family member lives in another country or becomes seriously ill while traveling abroad?
If you or your family member develops a serious health condition while in another country, or if your family member resides in another country, medical certification from a health care provider who practices in that country may be used to support your PFML request. The University will accept medical certifications, including any required second or third opinions, from qualified foreign health care providers.
If the medical certification is not written in English, you may be required to provide a written English translation. A physician may also provide a letter that includes the patient's name and the expected length of time you will need to provide care.
27. Will I need to provide any documentation?
Yes. Supporting documentation is required for PFML and may include:
- Proof of birth or placement
- Certification from a licensed health care provider
- Proof of relationship
- Military orders or related documentation
Documentation requirements depend on the reason for leave. Instructions regarding any required documentation and applicable submission deadlines will be provided by the HR-Employee and Labor Relations Leave Management team.
Should you have any questions, please reach out to our office at leave_and_accom@umaryland.edu or 410-706-7302.
28. Do I need to submit a PFML certification form, an FMLA certification form, or both?
You only need to submit one certification form—either an FMLA certification form or a PFML certification form, depending on your situation. You do not need to submit both forms. The FMLA and PFML forms are available here Forms - Human Resources. If you are eligible for both FMLA and PFML, your leave will be designated under both programs, and this will be reflected in your approval letter.
FMLA and PFML forms are available on the Human Resources Forms webpage. If you have questions regarding your eligibility or the required documentation, please contact the HR-ELR Leave Management team at leave_and_accom@umaryland.edu.
29. How do I request PFML?
To request PFML, begin by following these steps:
Step 1 – Complete the required forms
Fill out all required PFML request forms.
Step 2 – Gather supporting documentation
Collect all required supporting documents for your request. Depending on the reason for your leave, additional documentation may include proof of birth or placement, proof of relationship, or military-related documentation.
Step 3 – Submit Request and Supporting Documentation
- Once you have completed your forms and gathered all required supporting documentation, please submit your completed PFML request form (or FMLA form, if applicable) and all required supporting documentation together. Submitting all materials together will help prevent delays in processing. Requests may be submitted by email to leave_and_accom@umaryland.edu or by fax to 410-706-0169.
- Please notify your supervisor as soon as practicable of your need for leave. For foreseeable leave events, including planned surgeries or the birth of a child, employees should generally provide 30 to 60 days' advance notice.
If your request is complete and approved:
Within ten (10) business days of receiving a complete request for PFML, all required certifications, and supporting documentation, you will receive a determination regarding your request.
If your request is incomplete:
If your PFML request is incomplete, you will be notified within five (5) business days of any missing information or documentation. You will then have up to ten (10) business days to provide the requested material. Failure to submit the required documentation within the allotted time allowed may result in a delay or denial of your request, unless there is good cause for the delay. A determination cannot be made until all required documentation has been received. Requests will not be processed without the required documentation.
What to do if you need help:
If you have questions about the PFML process or are unsure what documentation is required for your request, please contact your designated HR-ELR Leave Management representative or HR-ELR Leave Management at leave_and_accom@umaryland.edu before submitting your request.
30. When do I need to submit documentation for my PFML request?
When submitting your PFML request, you should also submit all required supporting documentation. Providing a complete request packet, including all required forms and documentation, will help ensure timely processing of your request, as outlined above.
31. Can UMB accept and approve PFML requests submitted more than 60 calendar days in advance?
Yes. The “not more than 60 days” language applies to employee notice expectations and should not be interpreted as a limitation on the leave department’s ability to receive or review requests submitted earlier. While employees are generally expected to provide 30 to 60 days' notice for foreseeable leave events, such as the birth of a child or a planned medical procedure, there are no state or policy prohibitions on submitting a PFML request earlier. UMB may accept and process requests submitted more than 60 days in advance, particularly for foreseeable events where early planning is beneficial. This includes situations such as parental leave, planned medical treatment, or academic and operational scheduling needs. Regulations require only that employees provide written notice at least 30 days before the start of foreseeable leave, when requested by the appointing authority. Overall, employees are encouraged to submit requests as soon as practicable once the need for leave is known.
32. How long does it take to get a decision?
Once a complete PFML request, including all required forms and supporting documentation, has been received, you will receive a written determination within 10 business days.
33. What if my PFML request is denied?
If your PFML request is denied, you will receive written notification explaining the reason for the denial and any available options or next steps.
Reconsideration
- A request for reconsideration must be submitted within ten (10) business days of the denial.
- The review will be conducted by staff who were not involved in the original decision.
Appeal
- An appeal may be requested if the reconsideration is denied.
- Decisions issued through the appeal process are final.
- While your request is under review, you may use accrued leave or request unpaid leave, as applicable.
34. What is FMLA?
The Family and Medical Leave Act (FMLA) is a federal law that provides eligible employees with unpaid, job protected leave for qualifying family and medical reasons. USM administers FMLA through Board of Regents Policy VII7.50 for staff and Policy II2.31 for faculty .
35. How is Family and Medical Leave Act (FMLA) different from Paid Family and Medical Leave (PFML)?
PFML and FMLA are separate leave benefits. PFML is provided under Maryland state law, while FMLA is a federal leave law. Please refer to the breakdown below for additional details.
PFML (Maryland / USM):
- Paid, job-protected leave
- Up to 12 weeks (or up to 24 weeks in limited situations)
- No minimum service or hours requirement
- The definition of a family member was expanded to include spouse, parent, child (any age), grandparent, grandchild, sibling, and other qualifying relationships as defined by law
FMLA (Federal)
- Unpaid, job-protected leave
- Up to 12 weeks (or up to 26 weeks for military caregiver leave).
- Requires 12 months of service and, under USM policy VII-7.50, and requires at least 1,040 hours worked.
- Family members are defined as spouse, parent, or child under 18 years of age (unless child has a disability)
36. On July 1, 2026, is an employee who has already used FML eligible for a new full entitlement or only the remaining balance?
Generally, yes. Effective July 1, 2026, eligible employees receive a new 12-week entitlement under the Paid Family and Medical Leave (PFML) program, regardless of prior FMLA usage. The primary exception applies to employees who are currently using paid parental leave.
PFML replaces the existing USM Paid Parental Leave benefit, so any parental leave that began before July 1, 2026, and continues afterward is treated as one continuous leave period. As a result, employees transitioning from paid parental leave to PFML do not receive a new 12-week entitlement. Instead, they receive the remaining balance of leave available for that qualifying event.
37. Does July 1, 2026 mark the beginning of a new PFML Application Year ending June 30, 2027, for all employees?
The start of the PFML program on July 1, 2026, does not automatically establish a new Application Year for every employee. Instead, an employee's Application Year begins when an employee first uses PFML. Employees who transition to PFML on July 1, 2026, will have an Application Year ending June 30, 2027, while employees who begin PFML later will have an Application Year that ends one year from the date they first use PFML. Employees transitioning from parental leave to PFML will continue under the same leave entitlement and do not receive a new entitlement period on July 1.
38. If someone qualifies for PFML but not FMLA, could they use FMLA later if eligible?
Yes. PFML and FMLA have different eligibility requirements. An employee who is eligible for PFML may not yet meet the requirements for FMLA. However, if the employee later completes at least 12 months of service and has worked at least 1,040 hours during the 12 months immediately preceding the leave, they can request FMLA.
If approved for FMLA, the employee may use accrued leave or, if no accrued leave is available, take unpaid leave. Employees who have already exhausted their PFML entitlement for the Application Year would not be eligible for additional PFML benefits until their new PFML Application Year begins.
39. Do PFML and FMLA run concurrently?
Yes. When a leave qualifies under both programs and you meet the eligibility requirements for each, your leave will be designated as both PFML and FMLA and will count toward both entitlements at the same time.
40. Can I choose not to have PFML and FMLA run concurrently?
When a leave qualifies under both PFML and FMLA, it is a USM requirement for your leave to be designated under both programs. You may choose how you are paid during your leave, but any leave taken for a PFML-qualifying reason will be counted toward your PFML entitlement.
41. How are USM’s FMLA policies changing?
Beginning July 1, 2026, UMB will change the method used to calculate FMLA eligibility from a 12-month look-back period to a 12-month look-forward period. This means eligible employees will receive a new 12-week FMLA entitlement effective July 1, 2026, regardless of any FMLA leave used before that date. After July 1, the 12-month FMLA leave period will begin when an employee first uses FMLA leave and continues for the next 12 months.
42. Why was this change made?
This update allows UMB to better coordinate FMLA and PFML leave benefits, creating a more consistent and streamlined leave experience for employees.
43. Who should I contact with questions?
The central Human Resources ELR Leave Management team is available to assist you with:
- Eligibility
- Forms and documentation
- Pay, benefit, and leave coordination
- Questions about the PFML process and available leave options
HR-ELR can help you understand your options and guide you through the process. For more information, please email leave_and_accom@umaryland.edu or call 410-706-7302.
44. When should I contact HR-ELR Leave Management team?
You are encouraged to contact the HR-ELR Leave Management team if:
- You are planning or considering time away from work for a qualifying reason
- You are unsure whether your situation qualifies
- You have questions about timing, documentation, or how PFML works with other leave (such as FMLA)
The HR-ELR Leave Management team can provide guidance specific to your situation and help you understand your options.
45. Where do I go to find updates?
For ongoing updates, visit the UMB HR website at Leave and Time Off - Human Resources. UMB Human Resources will continue to share additional campus-specific guidance as we approach implementation, including details about request processes, coordination with existing leave balances, and system updates related to HCM.
46. Where can I locate the policies?
1. The UMB Human Resources Policies Library
2. The UMB Policies and Procedures Library
3. The USM Policy website