What to Expect When Filing a Leave
tl;dr: Filing a leave can feel like a lot. This section walks you through what typically happens — from the moment you file your claim to the day you return to work — so you know what to expect and when.
Before Your Leave Starts
- Let your manager know you’re planning to take leave, if you're able to.
- File your leave request with Matrix either online, through their app, or by phone at least 30 days prior to the start of your leave (when possible).
- Use your personal email to register, that’s how Matrix will send you updates.
- Set up your Matrix account at matrixabsence.com or by downloading the Matrix eServices app.
How to file a new leave of absence
You can file your leave of absence through various different methods. Pick the option that works best for you, and if you need additional assistance, click on the matching instructional link below to walk you through the submission process.
What You’ll Need to File
- Your personal info: Full name, address, last 4 digits of your SSN
- Job info: Job title, location, manager’s name, work schedule, and last day worked
- Medical info: When your condition started, what happened, and if it’s work-related
- Provider info: Name, phone, fax, and address of each treating healthcare provider
- For additional guidance, you can watch this overview on what to expect throughout the leave process
After You File
Once you file your leave, here’s what typically happens — starting within one business day and continuing through the following days as your documents are received and reviewed
- Matrix will send you a packet that includes:
- Instructions and timelines
- Authorization forms (if applying for disability)
- Certification requirements and your responsibilities to certify your leave and receive leave pay
- Matrix will fax a medical certification form to your provider within 1 business day
- For disability pay (like STD), you’ll also need to sign and return a medical release form. Without that, Matrix can’t process your claim and may deny benefits.
- Tip: Follow up with your provider — it’s still your responsibility to make sure the form is submitted.
- If Matrix doesn’t get it within 15 days, your leave may be denied
- An Absence Management Specialist may contact you to:
- Clarify your condition, job duties, or leave details
- Explain what's needed to move your claim forward
- You'll receive a decision within 3–5 business days after all required documentation being submitted to Matrix
While You’re on Leave
- You can track your claim status through the Matrix app or portal
- Communicate or contact your Reliance Matrix Case manager on any questions you may have about your leave or the process
- Verify with your case manager that any pending tasks or documentation is complete/submitted
- If your return-to-work date changes, or if you need more time, you must request an extension directly through Matrix
As You Prepare to Return
- Keep your manager informed of your return to work plans so that they can coordinate your schedule and return to work.
- For Personal Medical Leaves Only: Ask your provider to complete the Fitness-for-Duty form (included in your packet) for your return to work clearance.
- Email the signed form to the People team at least 5 business days before your return date.
- If you’ll need accommodations or are returning with restrictions, reach out early — we’ll work with you and your manager to support a successful transition back.