[UCRDBR] New Return from Leave (RFL) Automated Notifications: Operational Guidance and Best Practices

[Departmental Benefits Representatives]

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June 29, 2026

To:
Department Benefits Representatives (DBRs)
From:
Central HR Benefits Office on behalf of the UCPath Center
Re:
New Return from Leave (RFL) Automated Notifications: Operational Guidance and Best Practices



DBRs, please DO NOT share. This information is for your professional use only.  Please do not reply to this email.  Please send a separate email with questions to benefits at ucr.edu<mailto:benefits at ucr.edu>.



The UCPath Center has provided information on the newly implemented Return from Leave (RFL) automated notification process. It explains how the notification functions, outlines current system challenges, and provides recommended best practices for Department HR Representatives and Leave Administrators.

The Automated Notification was created to support employees returning to work by emailing them a summary of key benefit‑reinstatement timelines and UC Retirement Plan Buyback options when returning from a leave of absence or short work break (SWB).

How the Notification Works
The new notice is embedded directly into the Return from Leave system event. Under the current configuration, UCPath automatically emails the benefits notice during the nightly batch process as soon as an RFL action is entered—even if the return date is in the future.

Current Challenges & Employee Confusion

  *   Paid vs. Unpaid Leave: The system cannot currently distinguish between leave types. Employees returning from a fully paid leave (who experienced no lapse in benefits coverage) receive the same message intended for unpaid leaves, which may cause confusion.
  *   Early Timing: Because the email is triggered immediately after data entry, employees may receive the notice weeks or months before their actual return date.

UCPath Next Steps & Solutions

  *   Short‑Term (Immediate): UCPath is revising the email template to include a prominent disclaimer at the top. It will clarify that employees returning from a fully paid leave—or whose leave was extended—may disregard the message.
  *   Long‑Term (Systemic): UCPath is evaluating the system capabilities to determine whether RFL event types can be separated to prevent issuing the automatated notifications to employees on paid leave.

How You Can Help – Best Practices
While system updates are underway, please use the following guidelines to help support a positive employee experience:

  *   Delay Entering RFL Actions: Whenever possible, avoid entering future‑dated RFL actions too far in advance. We recommend submitting entries no more than 10–15 days before the actual return date.
     *   (Note: It is understood for the academic population, RFL actions must be entered in advance.)
  *   Counsel Employees Ahead of Time: When discussing an upcoming return from leave, advise the employee to expect an automated email. If returning from a fully paid leave, reassure the employee the benefit‑reinstatement details and buyback options do not apply.

Email Employee Receives
For reference purposes, an example of the current automated email template is noted below.  The UCPath Center appreciates your partnership and collaboration as they continue to improve on this process.

For questions on the new process, please contact the UCPath Center at 855.982.7284.

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