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August 5, 2020: Recording COVID-Related Absences on Time Sheets

Communication from Ray Lauber, director of Human Resources

August 5, 2020

Dear ESU Faculty + Staff,

Beginning Monday, August 3, we have new codes for time sheets to account for cases where you cannot work in your office because of COVID-19. These include if you are in an at-risk or high-risk population, have childcare needs or if you or someone in your household develops COVID symptoms.

View the ESU COVID-19 Employee Status + Leave Guidance.pdf. In general, this is the guidance:

Employees Showing Symptoms of COVID-19:

  • Do not come to work; you are subject to a 14-day quarantine or will be released by your medical provider.
  • You will receive full paid leave.
  • Record on your time sheet: Self COVID QRT Leave
  • Note: Maximum of 14 days total

Member of Employee’s Household Shows Symptoms of COVID-19:

  • Do not come to work; you are subject to a 14-day quarantine based on possible exposure.
  • You will receive full paid leave.
  • Record on your time sheet: COVID Dependent Leave
  • Note: Maximum of 14 days total

Employees Quarantined due to Possible Exposure

  • Do not come to work; you are subject to a 14-day quarantine based on possible exposure.
  • You will receive full paid leave.
  • Record on your time sheet: COVID Admin Leave
  • Note: Maximum of 14 days total, some exceptions exist

Childcare Needs Keep Employee from Working on Campus or Remotely

  • Falls under Families First Coronavirus Response Act (FFCRA); employee must have been employed by State of Kansas for at least 30 days to be eligible.
  • Would cover time before local schools open for 2020-21.
  • Record on your time sheet: COVID Childcare Leave
  • Maximum of 12 weeks total
    • First 2 weeks are unpaid leave
    • Payroll will change COVID Childcare Leave to COVID Dependent Leave to allow full pay; BUT this uses the maximum of COVID Dependent Leave, which will be unavailable if a household member later develops COVID symptoms.
  • Note: FFCRA covers 2/3 of your pay while off work on COVID Childcare Leave. Your own annual leave will need to cover the remaining 1/3 of pay.

At-Risk/High-Risk Employees

  • ESU uses the list of medical conditions considered higher risk for complications from COVID-19 to define “at-risk” and “high-risk.” This list may be found online at https://bit.ly/2D4yiPG.
  • Consider applying for a Work Adjustment or ADA Accommodation under new policies announced earlier.
  • If unable to work and not qualified for an adjustment or accommodation, you will be paid leave.
    • ESU will paid leave to equal 2/3 of your regular pay.
    • Your own annual leave will need to cover the remaining 1/3 of pay.
  • Record on your time sheet: COVID Admin Leave

Employees Who Choose Not to Report to Work

  • Employee does not fall into any situations outlined above and has not been approved for a work adjustment or ADA accommodation.
  • You may request time off from your supervisor through the normal process.
  • You will use your own accrued leave or take leave without pay for the absence.

Anyone who finds they do not have enough accrued leave to cover a qualified absence may apply for Additional Paid Leave by contacting us in Human Resources.

Thank you in advance for using these leave codes on your timesheets. This helps us collect data on the costs across campus connected to the COVID-19 pandemic.

If you have any questions, please reach out to humres@emporia.edu.

Sincerely,

Ray Lauber

Director of Human Resources, Affirmative Action and Equal Employment Opportunity Officer