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COVID-19 Leave

There are a number of reasons why an employee may need to take leave due to issues related to COVID-19. With the addition of the Federal leave programs established by the Families First Coronavirus Response Act (FFCRA), a COVID leave chart is provided to explain the variety of leave programs that might be available based upon your position and the reason for the needed absence.

What is FFCRA Leave?

The Families First Coronavirus Response Act (FFCRA) provides two new types of employee paid leave for absences directly related to COVID-19 through December 31, 2020. Employees requesting Emergency Paid Sick Leave or Emergency Family Medical Leave must complete the COVID-19 Leave Request Form.  Once completed, Human Resource Management staff will determine your eligibility.

 

COVID-19 Leave Request Form

FFCRA and COVID-19 Leave FAQs

 

EPSL and EMFLA Eligibility Criteria

Emergency Paid Sick Leave Act (EPSL) and Emergency Family Medical Leave Expansion Act (EFMLA) provide eligible employees leave based on the following circumstances:

  • Employee is subject to a federal, state or local quarantine or isolation order.
  • Employee has been advised by a health care provider to self-quarantine.
  • Employee is experiencing COVID-19 symptoms and is seeking a medical diagnosis.
  • Employee is caring for an individual subject to quarantine/isolation order or has been advised to follow quarantine directives.
  • Employee is caring for the employee’s child due to a school or child care provider closure due to COVID-19.
  • Employee is experiencing any other substantially similar symptoms of COVID-19 as defined by federal guidance or a substantially similar condition as specified by the Secretary of Health and Human Services, in consultation with the Secretaries of the Treasury and Labor.
Please review the Families First Coronavirus Response Act policy posted in the KU Policy Library and the COVID-19 Leave FAQS. If you have questions, please contact Human Resource Management at hrdept@ku.edu.
 

Employee COVID-19 Leave & Adjusted Work Schedule Chart

Employees are encouraged to discuss with their supervisor the possibility of working remotely or identifying a flexible work schedule prior to using one of the other leave options addressed in the chart. If neither option is available, it is recommended you review whether Federal leave is still an available option by contacting hrdept@ku.edu prior to identifying an alternate leave type.  If circumstances are identified that qualify an employee to receive COVID19 administrative leave, the designated unit supervisor or designated hierarchy must contact hrpay@ku.edu immediately so that appropriate leave is entered in HR/Pay. 

QUARANTINE  (POSSIBLE EXPOSURE) AND/OR ISOLATION (POSITIVE COVID-19 TEST) Regular Staff (USS, UPS, & 12 month Academic Staff/Faculty) Regular Academic Year Faculty, Academic Staff Graduate Student Job Codes Student Job Codes (non Graduate titles) Temporary Non Student
KU has sent onsite employee home because of possible COVID-19 exposure. (per incident) Work at Home (1)/Flex Schedule (2) Yes Yes Yes Yes Yes
Federal Leave EPSL (3) Yes Yes Yes Yes Yes
COVID19 Administrative Leave if federal leave is not available. max 2 weeks includes federal leave max 2 weeks includes federal leave max 2 weeks includes federal leave max 2 weeks includes federal leave max 2 weeks includes federal leave
Personal leave (4) Yes Yes N/A except for GTA (7)  N/A N/A
Leave Without Pay (5) Yes Yes Yes N/A Hourly,  Yes Salaried N/A Hourly,  Yes Salaried
All other situations where an employee is required to quarantine (for exposure), isolate (when tested positive), ill, or taking care of an ill family member. (8) Work at Home (1)/Flex Schedule (2) Yes Yes Yes Yes Yes
Federal Leave EPSL (3) Yes Yes Yes Yes Yes
COVID19 Administrative Leave No No No No No
Personal leave (4) Yes Yes N/A except for GTA (7)  N/A N/A
Reduce FTE (6) Yes Yes Yes Yes Yes
Leave Without Pay (5) (Shared leave may be available to qualifying employees.) Yes 2 weeks max Yes 2 weeks max Yes 2 weeks max N/A Hourly,  Yes Salaried 2 weeks max N/A Hourly,  Yes Salaried 2 weeks max
NO CHILD CARE DUE TO COVID-19 (Child Care/ In-Person School Closure Due to COVID-19) Regular Staff (USS, UPS, & 12 month Academic Staff/Faculty) Regular Academic Year Faculty, Academic Staff Graduate Student Job Codes Student Job Codes (non Graduate titles) Temporary Non Student
The duration allowed after federal leave is exhausted may vary based on a unit's ability to sustain operations and meet its mission. Work at Home (1)/Flex Schedule (2) Yes Yes Yes Yes Yes
Federal Leave EPSL/EFMLA (3) Yes Yes Yes Yes Yes
COVID19 Administrative Leave No No No No No
Personal leave (4) Yes Yes N/A except for GTA (7)  N/A N/A
Reduce FTE (6) Yes Yes Yes, if salaried Yes, if salaried Yes, if salaried
1) Work at Home is subject to supervisor/departmental approval & may be job duty or confidential data level based. humanresources.ku.edu/teleworking
2) Flex-work Schedule - Supervisors may work with the employee to adjust the work schedule to accommodate the remote work assignment, or the in-person work assignment, IF the adjustment is needed for child care purposes.  All flex schedules should be reviewed based upon whether the duties can be performed satisfactorily during altered hours without negatively impacting the unit's operational activities. humanresources.ku.edu/flex-time
3) Federal Leaves are Emergency Paid Sick Leave Act (EPSL) and Emergency Family Medical Leave Expansion Act (EFMLA) and both are scheduled to expire 12/31/20.  (See additional information above: What is FFCRA Leave?)
4) Personal Leave - leave the employee has already earned (i.e., sick, vacation, discretionary day or regular or holiday compensatory time).  For those with sick and other leave hours, sick leave should be used if diagnosed with COVID-19, awaiting test results, if the employee is required to be quarantined, or if the employee is caring for an ill family member; otherwise, other leaves should be used. Use of leave must comply with current policies.   humanresources.ku.edu/leave-holidays
5) LWOP -Leave without Pay is subject to approval by the supervisor and department with consideration given to the impact on unit operations.
6) Reduction of an employee's work effort is subject to supervisor/departmental approval with consideration given to the impact on unit operations. An FTE/Standard Hours reduction will reduce compensation and may impact benefits, tuition and fee waivers/reductions.
7) GTAs (Graduate Teaching Assistants) are allowed 14 days of work assignment time that may be used. humanresources.ku.edu/document/gta-moa
8) CVKey App color dot results protect.ku.edu/app results
Additional Notes:
A) Employees do not need to have a reduction to their standard hours/FTE unless the reduced work activity exceeds two consecutive payroll periods. 
B) Coverage on sponsored project funding through 9/30/2020 (in accordance with current OMB Memo 20-26 expiration).
C) Family Medical Leave Act designation may be used in rare circumstances for eligible employees. humanresources.ku.edu/family-and-medical-leave
D) A Shared Leave application may be submitted by a qualifying employee for an eligible circumstance. humanresources.ku.edu/shared-leave

The U.S. Department of Labor’s Wage and Hour Division (WHD) published new frequently asked questions (FAQs) for workers and employers about qualifying for paid leave under the Families First Coronavirus Response Act (FFCRA) related to the reopening of schools.

Rev 9/3/20p


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