COVID-19 Information for Employees

8/1/21

On June 10, 2021, the Pennsylvania legislature voted to immediately end Governor Wolf’s Proclamation of Disaster emergency due to the COVID-19 pandemic. Additionally, with the roll out of the COVID-19 vaccine and increasing community vaccination rates, the university has been in the process of transitioning to full in-person operations. Therefore, this is to inform you of the expiration of several leave provisions, effective August 1, 2021, which were temporarily implemented or suspended during the pandemic.

The Following Previously Suspended Leave Policies for Absences Related to COVID-19 Shall be Reinstated Effective August 2, 2021:

  • State System leave policies prohibiting an employee from using paid leave during their first thirty (30) calendar days of employment.
  • State System leave policies prohibiting an employee with less than one (1) year of service from using anticipated leave.
  • Rules associated with sick leave use, including the rule requiring an employee to   provide a doctor’s note for any sick absence of three (3) or more consecutive workdays.

The Following Leave Program Shall Expire Effective August 1, 2021:

The Emergency Paid Sick Leave (EPSL) program, which provided paid leave for certain qualifying absences related to COVID-19, and the provisions of additional Administrative Leave for employees who had exhausted all EPSL and other leave entitlements.

Administrative leave requests (up to 3 hours), subject to management’s ability to maintain efficient operations, is still available for employees in an active pay status who choose to be vaccinated as previously communicated.  Employees that have side effects from the vaccine may request to use available sick leave.

 

FALL 2021 SCENARIOS

1. If an employee notifies his/her Supervisor and/or Human Resources that they have been exposed (for each exposure):

  • If the employee has been vaccinated, they should get tested and they may continue to work if not exhibiting symptoms (CDC recommends wearing a mask in public indoor settings for 14 days or until negative test).
  • If the employee has not been vaccinated and is able to perform their job functions from home, at the university’s approval, the employee may be authorized to work from home for up to 14 calendar days.
  • If the employee has not been vaccinated and cannot perform work from home, the employee may use their applicable leave (annual, personal, compensatory leave) or request leave without pay.

 

2. If an employee notifies his/her Supervisor and/or notifies Human Resources that they have been diagnosed with COVID-19 or have tested positive:

  • The employee should isolate for 10 days (Or as updated by CDC guidance).
  • If the employee is medically able to work and is able to perform their job functions from home, at the university’s approval, the employee may be authorized to work from home for up to 14 calendar days.
  • If the employee cannot perform their job functions from home, the employee may use their sick leave, other forms of paid leave (annual, personal, compensatory leave), or request leave without pay.

 

3. If an employee is exhibiting symptoms of COVID-19:

  • The employee should isolate at home and get tested.  (Duration of isolation should be based on CDC guidance)
  • If the employee is medically able to work and can perform their job functions from home, at the university’s approval, the employee may be authorized to work from home for up to 14 calendar days.  
  • If employee cannot perform their job functions from home, the employee may use their sick leave, other forms of paid leave (annual, personal, compensatory leave), or request leave without pay.

 

4. If an employee notifies his/her Supervisor and/or Human Resources that they have to care for an individual that has been exposed:

  • The employee may use applicable annual, personal, or compensatory leave or request leave without pay.

 

 

3/1/21

COVID-19 Information for Travelers

As of March 1, 2021, the Order of the Secretary of the Pennsylvania Department of Health for Mitigation Relating to Travel is no longer in effect. Travelers should still practice appropriate public health measures to slow the spread of COVID-19 such as masking, physical distancing, and hand hygiene.

Visit Travel | CDC for more information regarding travel during COVID-19. 

Leave Carry Over

Due to the coronavirus pandemic, the State System had previously extended the timeframes for 2019 unused personal and annual leave, and allowed employees to utilize this leave during the full year of 2020 and through the first seven pay periods of 2021.

With regard to employees’ excess annual leave and personal leave carried over from calendar year 2020 (the balance of which now includes any 2019 carry over leave) into calendar year 2021, the current deadlines associated with this seven (7) pay period extension are approaching on April 9, 2021. In recognition of the fact that the continued state of emergency related to the coronavirus pandemic may deprive many employees of their normal opportunities to schedule and use such excess leave, the State System will be extending the date, and will permit employees to continue carrying and using their excess 2020 (and 2019) annual leave and personal leave for the duration of the 2021 calendar year, and through the first seven (7) pay periods into the 2022 leave calendar year.

Employees Receiving Vaccinations

Effective on March 1, 2021, and continuing through December 31, 2021, the Pennsylvania State System of Higher Education formed an agreement regarding obtaining vaccinations for eligible employees.  

The COVID-19 vaccine may cause mild side effects, including pain and swelling at the site of the injection, fever, chills, tiredness, and headache. These side effects should go away after a couple of days, and employees should be able to work while experiencing these side effects. Employees who are unable to work through the side effects of the vaccine may be eligible for Emergency Paid Sick Leave. Please refer to your bargaining unit below for further details. More information is available on the PASSHE website.

Please refer to your bargaining unit below for further details.

Faculty

  • Effective on March 1, 2021, and continuing through December 31, 2021, all Association of Pennsylvania State College and University Faculties (APSCUF) represented faculty in active pay status who are able to obtain a COVID-19 vaccine inoculation, and who are otherwise unable to receive it at their worksite, may use one-half day of administrative leave during their regularly scheduled assignment to be vaccinated off-site. Faculty who receive a two-dose (2) regimen may use no more than a full day of administrative leave for a two-dose regimen. Each one-half day allotment is inclusive of reasonable travel time.
  • Administrative leave requests for this purpose are subject to supervisory approval based on management's need to maintain efficient operations, and faculty must show proof of vaccination to support the use of such leave. Proof of vaccination should be submitted to human-resources@iup.edu.
  • In the event the vaccine is available for on-site administration, faculty are eligible for the referenced administrative leave only if they were not working on-site on the date(s) of administration. All reasonable attempts should be made to receive the vaccination on-site when available.
  • Faculty who used their own leave to be vaccinated at an off-site location during their regularly scheduled assignment prior to March 1, 2021, may request to change the absence to administrative leave (up to one-half day for each absence, inclusive of reasonable travel time) provided they provide proof of vaccination. Proof of vaccination should be submitted to human-resources@iup.edu.
  • Absences for this purpose must be submitted through Employee Self-Service (ESS) using the absence code "Administrative Leave" and entering "COVID-19 Vaccine" in the Additional Remarks Section.

Coaches

  • Effective on March 1, 2021, and continuing through December 31, 2021, all Association of Pennsylvania State College and University Faculties (APSCUF) represented coaches in active pay status who are able to obtain a COVID-19 vaccine inoculation, and who are otherwise unable to receive it at their worksite, may use up to three (3) hours of administrative leave during their regularly scheduled work shift to be vaccinated off-site. Coaches who receive a two-dose (2) regimen may use up to three (3) hours of administrative leave for each absence, but no more than a total of six (6) hours. Each three-hour (3) allotment is inclusive of reasonable travel time.
  • Administrative leave requests for this purpose are subject to supervisory approval based on management's need to maintain efficient operations, and coaches must show proof of vaccination to support the use of such leave. Proof of vaccination should be submitted to human-resources@iup.edu.
  • In the event the vaccine is available for on-site administration, coaches are eligible for the referenced administrative leave only if they were not working on-site on the date(s) of administration. All reasonable attempts should be made to receive the vaccination on-site when available.
  • Coaches who used their own leave to be vaccinated at an off-site location during their regularly scheduled work shift prior to March 1, 2021, may request to change the absence to administrative leave (up to three [3] hours for each absence, inclusive of reasonable travel time) provided they provide proof of vaccination. Proof of vaccination should be submitted to human-resourcesa@iup.edu.
  • Absences for this purpose must be submitted through Employee Self-Service (ESS) using the absence code "Administrative Leave" and entering "COVID-19 Vaccine" in the Additional Remarks Section.

AFSCME / Non-represented / SCUPA / OPEIU / SPFPA-POA / SEIU

  • Employees in an active pay status who are able to obtain a COVID-19 vaccine inoculation, and who are otherwise unable to receive it at their worksite, may use up to three (3) hours of administrative leave during their regularly scheduled work hours to be vaccinated off-site. Employees who receive a two-dose (2) regimen may use up to three (3) hours of administrative leave for each absence, but no more than a total of six (6) hours. Each three-hour (3) allotment is inclusive of reasonable travel time.
  • Administrative leave requests for this purpose are subject to supervisory approval based on management's need to maintain efficient operations, and employees must show proof of vaccination to support the use of such leave. Proof of vaccination should be submitted to human-resources@iup.edu.
  • In the event the vaccine is available for on-site administration, employees are eligible for the referenced administrative leave only if they were not working on-site on the date(s) of administration. All reasonable attempts should be made to receive the vaccination on-site when available.
  • Employees who previously used their own leave to be vaccinated at an off-site location during their regularly scheduled work hours may request to change the absence to administrative leave (up to three [3] hours for each absence, inclusive of reasonable travel time) provided they provide proof of vaccination. Proof of vaccination should be submitted to human-resources@iup.edu.
  • Absences for this purpose must be submitted through Employee Self-Service (ESS) using the absence code "Administrative Leave" and entering "COVID-19 Vaccine" in the Additional Remarks Section.

All other leave-related questions should be directed to your supervisor or Anna Shively, Benefits Services Manager, in the Office of Human Resources.

I was out of work for COVID related reasons in January 2021, what do I need to do to ensure I receive the Emergency Paid Sick Leave instead of using my own paid sick leave?

The State System Emergency Paid Sick Leave will be retroactively applied. You will need to complete the State System Emergency Paid Sick Leave Request form found on the PASSHE Announcements web page and submit it to: COVID19LeaveRequest@passhe.edu. Along with the request form, you will also need to provide supporting medical documentation for the period of your absence from your health care provider or the Pennsylvania Department of Health.

Do I need to enter paid leave if I was out of work due to COVID related reasons in 2021 if I plan to apply for State System EPSL?

Yes. Since you will need to be off of work for COVID related reasons, you will need to enter your time away from work as Paid Sick Leave.

If your sick leave is exhausted you can choose to use any other available paid leave or unpaid leave beyond that.

Once approved for State System EPSL, the State System will update your absence record to reflect the approved EPSL and your paid leave will be applied back to the appropriate leave quota.

If I have been fully vaccinated and have been exposed to someone who tested positive for COVID-19, do I still need to quarantine?

If you have been fully vaccinated and have been exposed to someone who tested positive for COVID-19, please follow the guidance of your health care provider and the Interim Public Health Recommendations for Fully Vaccinated People per the CDC. If you are uncertain if you fall under these guidelines, please contact Anna Shively at ashively@iup.edu in the Office of Human Resources for further assistance.

  • Individuals traveling to and from Pennsylvania for work (including commuting from your home in a different state).
  • Individuals traveling to and from Pennsylvania for medical reasons (including providing comfort and support to a patient).
  • Individuals who are returning to the Commonwealth after traveling outside of the Commonwealth for less than 24 hours.
  • Military personnel traveling to Pennsylvania by order or directive of a state or Federal military authority. This exception also applies to employees on military leave who are required to travel outside of PA for the same reasons.
  • Individuals traveling to comply with a court order (including child custody).

What should I do if I traveled outside of PA and I am not able to produce a negative COVID-19 test result or choose not to be tested or am waiting on the test results prior to returning to work?

All employees, including health care workers and emergency responders, must quarantine until negative results are received or until the required 14 calendar day travel quarantine period expires prior to returning to work.

If test results come back negative prior to the expiration of 14 calendar days, then the employee need not complete the full travel quarantine period. Acceptable proof of a negative COVID-19 test must be provided to support any physical return to work in lieu of a complete 14-day travel quarantine.

Any employee who is experiencing symptoms or has tested positive for COVID-19 during the 14-calendar day travel quarantine, should consult with their health care provider as soon as possible.

Confirm with your supervisor whether or not you are able to telework and notify Anna Shively, Benefits Services Manager in the Office of Human Resources of your status.

If you are not able to telework, please contact Anna Shively, ashively@iup.edu , in the Office of Human Resources to obtain a Request for Emergency Paid Sick Leave Due to Travel-Related Self-Quarantine form and then submit the Request for Emergency Paid Sick Leave Due to Travel-Related Self-Quarantine form, along with acceptable proof of travel outside of Pennsylvania, to COVID19LeaveRequest@PASSHE.EDU.

Acceptable proof of travel may include -hotel receipt, toll receipt, gas receipt, airline/bus/train ticket, or restaurant receipt.

Employees, whether teleworking or at home during a 14 calendar day quarantine period, are advised to stay home, separate themselves from others, monitor their health, and follow directions from their state or local health department.

If I submit my request for EPSL due to travel related self-quarantine, how will I know if I have been approved?

Employees not able to telework, that request Emergency Paid Sick Leave (EPSL), will be notified by the PASSHE FFCRA Coordinator if approved for EPSL, confirming that they meet the criteria and have submitted the required proof of documentation of their travel. The employee's HR Director will be copied on the Approval Notice. The approval will state the scheduled work dates approved for EPSL, up to a maximum of ten (10) consecutive work days.

What if I have already received and used the maximum ten (10) days of EPSL due to a prior COVID-19 request?

If the employee has already received the maximum ten (10) days of EPSL due to a prior COVID-19 request, the employee may use accrued and/or anticipated personal and/or annual paid leave to cover their absence for the purpose of self-quarantine. If the employee has exhausted all available paid leave they may use approved leave without pay.

10/15/2020

The State System of Higher Education has issued system-specific guidelines for universities re-engaging in face-to-face instruction in the wake of the COVID-19 pandemic. Included in these guidelines are employee protocols for requesting an alternative arrangement for in-person instruction or service.

  • For faculty that are interested in requesting a Flexible Work Arrangement (FWA) for the Spring 2021 semester and who already have an approved FWA for the Fall 2020 semester, there is no immediate need for you to resubmit a request.
  • Those who already have an approved Fall 2020 FWA will be contacted regarding their approval status for a Spring 2021 FWA or if additional information is required and/or if a new request will need to be submitted.
  • All other faculty members requesting an accommodation, or Flexible Work Arrangement (FWA), for the Spring 2021 semester should review the CDC guidance and submit appropriate paperwork to the Office of Human Resources no later than Friday, October 30, 2020.
  • All other non-faculty employees interested in requesting a FWA for the Spring 2021 semester should review CDC guidance and submit appropriate paperwork to the Office of Human Resources as soon as possible.

Where, when and through which modality employees perform their duties is at the discretion of the university president or appropriate designee, unless otherwise set forth in applicable collective bargaining agreements or policy. Any request for a departure from the assigned work function, schedule, location, or modality will be considered only when the procedures below are followed:

Requests for Qualifying Conditions Under the American with Disabilities Act

Faculty and staff who wish to seek an accommodation or modification of their current accommodation under the Americans with Disabilities Act (ADA) need to follow the directions for submitting an ADA request available on the Human Resources Policies page under ADA. As required by ADA, if a medical condition is deemed a disability as defined under the ADA, then a reasonable accommodation, if available, should be provided.

Non-Qualifying ADA Requests

Faculty and staff who do not have a disability as defined under the ADA may seek a flexible work arrangement if theemployeeis at high risk for severe illness from COVID-19 as defined by CDC guidance. Faculty who wish to submit a request for a flexible work arrangement for the 2021 spring semester must first submit a Request for Flexible Work Arrangement form to Anna Shively,ashively@iup.edu, in the Office of Human Resources no later than Friday, October 30, 2020. All flexible work arrangement requests will be processed as follows:

  1. The Office of Human Resources will receive, review, and notify the employee if any additional documentation is needed to consider the request. If the situation qualifies for a flexible work arrangement,
  2. The Office of Human Resources will then consult with the appropriate vice president and dean or departmental manager. The decision to approve or deny a request will be evaluated against the needs of the students and the operational needs of the university.
  3. The Office of Human Resources will then notify the employee if the request has been approved or denied.
  4. If the employee believes the request was denied because the medical condition was incorrectly validated against the CDC's conditions identified as "at increased risk of severe illness," or if the list on the CDC's website has changed since the original application was reviewed, the employee may request the matter be reviewed by Lindsey McNickle by emailing her at mcnickle@iup.edu.

FAQ: FFCRA Updates - Back to School Guidance

My child's school is requiring in-home/virtual learning several days a week, as the employee, what are my options so that I am able to be home with my underage dependent child?

Employees that need to provide dependent care and/or in-home, virtual learning should discuss alternate work schedules and telework with their supervisor and receive advanced written approval for any requested changes.  Scheduled changes are only approved through 12/31/2020.

If telework and/or an alternate schedule is not an option, employees may be eligible for paid leave under FFCRA.

If approved for telework, employees are expected to be available to their supervisor, co-workers, and/or customers and to be able to perform their essential job functions during their scheduled work shift. Employees are expected to make and maintain dependent care arrangements to permit concentration on work assignments.

Do I have to use paid leave if I am not able to telework or work an alternate schedule if I am needed to care for my dependent child for in-home/virtual learning?

Yes. Employees are required to use leave when not working and engaged in personal business such as dependent care, in-home child learning, etc. during their scheduled work shift.

Employees may be eligible for up to 12 weeks of FFCRA leave if their child's school/child care is closed due to COVID-19 or the school's reopening plan allows the option of selecting a classroom, hybrid virtual/classroom, or virtual learning model due to COVID-19.

Employees that are interested in determining eligibility and learning more about FFCRA and Emergency Paid Sick Leave should review the FFCRA poster and FFCRA FAQ.  Employees interested in submitting a request can do so by completing the FFCRA Request Form and submitting it to: COVID19LeaveRequest@PASSHE.EDU

Am I able to use paid Sick Leave or Sick Family Leave if I am needed to provide dependent care and/or in-home/virtual learning?

No. Use of sick leave to provide dependent care and/or in-home child learning is not permitted.

Is liberal use of paid leave still permitted?

No. Employees are expected to continue to follow applicable procedures for requesting absences, including the call-off notification procedures. 

Do I have to exhaust all of my available paid leave before using unpaid leave while I am needed to provide dependent care and/or in-home child learning?

No. Employees are not required to exhaust their accrued and anticipated leave types prior to the approval of leave without pay.  Leave without pay may be requested; however, it is subject to managerial/supervisory approval based on operational needs. 

If the university/operations cannot spare the employee the leave, and the employee has no other leave available to use, leave without pay may be denied. 

Will I lose my benefits if I need to request a leave without pay?

AFSCME, SCUPA, and SEIU employees approved for leave without pay will retain their benefits for up to 26 weeks due to the Affordable Care Act.  

All other employees on leave without pay for a full two-week pay period or more, would not retain their employer-subsidized health benefits; however, employees may be eligible for the State System's ACA health plan, which is at the employee's full cost.

Do I have to request and use Emergency Family and Medicare Leave (EFML)?

Employees that have exhausted Emergency Family and Medicare Leave, or who choose not to request EFML, may request the use of their own annual, personal, or compensatory leave, subject to manager/supervisory approval based on operational needs.  Sick leave is not permitted.

Can I request and use Emergency Family and Medical Leave intermittently?

Beginning September 14, 2020, EFML may be requested intermittently in less than full-day increments.   Employees should attempt to develop a schedule, working cooperatively with their supervisor/manager, which meets both the employee's needs and the operational needs of the department.

Employees requesting EFML in less than full-day increments should complete the FFCRA Request Form indicating the dates and specific work hours requested, in increments of no less than 30 minutes.  

How will I know if my request for a schedule change and use of EFML has been approved?

The System COVID-19 team will send an email to the University HR director and the employee's supervisor, notating the employee's requested partial EFML hours.  A return email from the University HR director and employee supervisor, approving the requested EFML hours, will be required prior to notifying the employee of their approved EFML schedule request.   

How can I request a change to an already approved EFML schedule?

Employees requesting changes to an EFML schedule already approved by the System COVID-19 team must submit an email to COVID-19leaverequest@passhe.edu, copying both the university HR director and their immediate supervisor/manager, no later than Friday morning for any requested changes to their EFML for the following week.  Employees must receive prior approval from their supervisor/manager and HR for any requested changes before missing scheduled work time.

Are annual and personal leave carryover buckets indefinite?

No.   2019 Annual and Personal Carryover Leave Buckets have been extended to 4/9/2021 for those with remaining balances.  Please email human-resources@iup.edu with any questions regarding leave accrual balances.

What is FFCRA? Are all employees eligible for Emergency Paid Sick Leave? How do I request time off work?

Beginning April 1, 2020, the federal government enacted the Families First Coronavirus Response Act (FFCRA or Act), extending emergency sick leave benefits and extended protections under the Family Medical Leave Act to individuals in this group. Generally, the Act provides that employees of covered employers are eligible for:

  • Two (2) weeks (up to 80 hours) of paid sick leave at the employee's regular rate of pay where the employee is unable to work because the employee is quarantined (pursuant to federal, state, or local government order or advice of a health care provider), and/or experiencing COVID-19 symptoms and seeking a medical diagnosis; or
  • Two (2) weeks (up to 80 hours) of paid sick leave at two-thirds the employee's regular rate of pay because the employee is unable to work because of a bona fide need to care for an individual subject to quarantine (pursuant to federal, state, or local government order or advice of a health care provider), or to care for a child (under 18 years of age) whose school or child care provider is closed or unavailable for reasons related to COVID-19, and/or the employee is experiencing a substantially similar condition as specified by the Secretary of Health and Human Services, in consultation with the Secretaries of the Treasury and Labor; and
  • Up to an additional 10 weeks of paid expanded family and medical leave at two-thirds the employee's regular rate of pay where an employee, who has been employed for at least 30 calendar days, is unable to work due to a bona fide need for leave to care for a child whose school or child care provider is closed or unavailable for reasons related to COVID-19.
  • All employees are eligible from their first day of employment. However, there are a few exclusions under the FFCRA. The paid leave under the FFCRA excludes all State System employees who work in the university health centers, all State System employees who work in the counseling centers, employees in the SPFPA and POA bargaining units, as well as the non-represented employees who work in the Public Safety function (e.g., chiefs and assistant chiefs) from the entitlement to the EPSLA and EFMLA for child care/school closure purposes only—those categories of employees will be eligible for EPSLA for the other specified reasons included below (i.e., under a quarantine order, self-quarantining on advice of medical provider, experiencing COVID-19 symptoms, or caring for an individual in one of these categories). If you are uncertain of your eligibility, please contact Human Resources at ashively@iup.edu.  
  • Links for more information:
  • To submit questions or to request paid leave under FFCRA, please contact COVID19LeaveRequest@passhe.edu

What should I do if I have been in contact with someone who has tested positive for COVID-19 (e.g., spouse, dependent child, family member, etc.)?

Employees who have been in contact with a family member who has tested positive for COVID-19 or who are experiencing symptoms of COVID-19 and are awaiting test results should contact their health care provider for guidance on how to proceed and whether or not they should get tested for COVID as well and also to determine whether or not they should self-isolate or self-quarantine. 

  • Employees should communicate with and notify their supervisor of their current status and/or need to be off of work.  
  • Employees should notify Human Resources in the event that he/she has been in contact with someone who has tested positive for COVID by contacting Anna Shively, Benefits Services manager, at ashively@iup.edu.
  • Further, it is recommended that employees contact the PA Department Of Health for further advisement, 1-877-PA-HEALTH.

What should I do if I feel sick or begin exhibiting COVID-19 symptoms?

Employees who feel sick and/or are experiencing symptoms of COVID should contact their health care provider for guidance on how to proceed and whether or not they should get tested for COVID as well as whether or not they should self-isolate or self-quarantine. 

  • Employees that are off of work due to illness of any kind should communicate with and notify their supervisor of their current status and/or need to be off of work. 
  • Employees should notify their supervisor and Human Resources if he/she has tested positive for COVID or in the event that he/she has been in contact with someone who has tested positive for COVID. 
  • Employees should follow the guidance of their health care provider. 
  • Additionally it is recommended that employees contact the PA Department Of Health for further advisement, 1-877-PA-HEALTH.

If an employee is to self-isolate or self-quarantine for a period of time and if their position and work allows for their work to be completed from home, with supervisor approval, this will be permitted. Sick Leave should be entered for any time not working if the employee is not well enough to continue working remotely.

If an employee is to self-isolate or self-quarantine for a designated period of time and their position or work does not allow the work to be completed remotely, then Sick Leave should be entered for any time not working. Sick Leave should be used first, then any other applicable paid leave may be used. 

Employees may be eligible for paid Sick Leave under FFCRA. If you are uncertain of your eligibility, please contact Anna Shively, Benefits Services manager, at ashively@iup.edu.  

What does it mean if I am advised to self-isolate or self-quarantine?

Quarantine and Isolation Guidance (in accordance with CDC)  (links to CDC website)

Isolate - If you are sick (suspected COVID/diagnosed with COVID):

  • At least 10 days since symptoms first appeared, and
  • At least 24 hours with no fever without fever-reducing medication, and
  • Other symptoms of COVID-19 are improving
  • If test positive and asymptomatic, 10 days since the date of positive test

Quarantine - If you have been in close contact with someone with COVID:

  • Stay home for 14 days after your last contact with a person who has COVID-19, even if you test negative during this time period.

These time frames cannot be shortened with a note from a medical provider.

Do I need to provide a release to return to work if I have been off of work due to testing positive for COVID?

Yes, employees should provide a release to return to work from their health care provider or from the Department of Health that includes the date that he/she is permitted to return to work.

Do I need to provide a release to return to work I have been off of work due to self-quarantining if in contact with someone who tested positive for COVID?

Yes, employees should provide a release to return to work from their health care provider or from the Department of Health that includes the date that he/she is permitted to return to work.

6/30/2020

The State System of Higher Education has recently issued system-specific guidelines for universities re-engaging in face-to-face instruction for the fall 2020 semester in the wake of the COVID-19 pandemic. Included in these guidelines are employee protocols for requesting an alternative arrangement for in-person instruction or service.

Faculty members requesting an accommodation, or flexible work arrangement, for the 2020 fall semester must submit appropriate paperwork to the Office of Human Resources no later than Friday, July 17, 2020. All other employees should submit appropriate paperwork to the Office of Human Resources as soon as possible. Those employees who have already submitted inquiries to the Office of Human Resources will be contacted if additional information is required.

Where, when, and through which modality employees perform their duties is at the discretion of the university president or appropriate designee, unless otherwise set forth in applicable collective bargaining agreements or policy. Any request for a departure from the assigned work function, schedule, location, or modality will be considered only when the procedures below are followed:

Requests for Qualifying Conditions Under the American with Disabilities Act

Faculty and staff who wish to seek an accommodation or modification of their current accommodation under the Americans with Disabilities Act (ADA) need to follow the directions for submitting an ADA request available on the Human Resources Policies page under ADA. As required by ADA, if a medical condition is deemed a disability as defined under the ADA, then a reasonable accommodation, if available, should be provided.

Non-Qualifying ADA Requests

Faculty and staff who do not have a disability as defined under the ADA may seek a flexible work arrangement if the employee is at high risk for severe illness from COVID-19 as defined by CDC guidance. Faculty who wish to submit a request for a flexible work arrangement for the 2020 fall semester must first submit a Request for Flexible Work Arrangement form to Anna Shively, ashively@iup.edu, in the Office of Human Resources no later than Friday, July 17, 2020. All flexible work arrangement requests will be processed as follows:

  1. The Office of Human Resources will receive, review, and notify the employee if any additional documentation is needed to consider the request. If the situation qualifies for a flexible work arrangement.

  2. The Office of Human Resources will then consult with the appropriate vice president and dean or departmental manager. The decision to approve or deny a request will be evaluated against the needs of the students and the operational needs of the university

  3. The Office of Human Resources will then notify the employee if the request has been approved or denied.

    1. If approved, the employee will be directed to work with their supervisor to implement the flexible work arrangement.

    2. If denied, the employee will be directed to Anna Shively in the Office of Human Resources to discuss options for requesting a leave of absence.

  4. If the employee believes the request was denied because the medical condition was incorrectly validated against the CDC's conditions identified as "at increased risk of severe illness," or if the list on the CDC's website has changed since the original application was reviewed, the employee may request the matter be reviewed by Lindsey McNickle by emailing her at mcnickle@iup.edu.

Below is more detailed information for impacted employees. Please click on the subject to view more information:

Through April 10, 2020...

  • Paid Administrative Leave was continued by the Governor and the Chancellor through April 10, 2020, using the same criteria as previously communicated.
  • Paid Administrative Leave is available for those who are self-quarantined and unable to work, and for those for whom work is not available.
  • Paid Administrative Leave can be used for portions of a day for which the employee may not have work available; for instance, an employee who can work remotely but does not have a full 7.5 hours of work.
  • Employees experiencing symptoms of coronavirus who are unable to work because of illness are to enter their absence in ESS under "Sick Leave COVID."
  • Employees for whom work is available, but who choose not to work because they are members of a high-risk group, or are caring for an individual in their home that belongs to a high-risk group, are to enter their absence in ESS under "Annual COVID," "Personal COVID," or "Compensatory COVID."
  • Employees who are unable to work because they are caring for children under the age of 18 (or disabled children over 18) are to enter their absence in ESS under "Sick Family COVID," "Annual COVID," "Personal COVID," or "Compensatory COVID."
  • Beginning April 1, 2020, the federal government enacted the Families First Coronavirus Response Act (FFCRA or Act), extending emergency sick leave benefits and extended protections under the Family Medical Leave Act to individuals in this group. Please reference the information below for FFCRA if this applies to your situation.

Beginning April 11, 2020: Employees for whom work IS available...

  • Employees who have work and can work remotely should continue to do so. For employees in a "Remote Work Status," please refer to the Emergency Remote Work and Telecommuting Procedures.
  • Employees whose work does not lend itself to working from home (e.g., custodians, trades, residence life, police, etc.) and who have been notified they are essential and provided a travel authorization should report to work as directed by their supervisor.
    • If you don't know if you have been identified as essential, contact your divisional associate vice president or department director. In some cases, your immediate supervisor may not have been deemed essential and may not be working.
    • Employees in these groups who have not been notified and provided a travel authorization do not have work available and should reference information labeled Employees for whom NO work is available.
  • As noted, beginning April 1, 2020, the federal government enacted the Families First Coronavirus Response Act (FFCRA or Act), extending emergency sick leave benefits and extended protections under the Family Medical Leave Act to individuals in this group. Generally, the Act provides that employees of covered employers are eligible for:
    • Two (2) weeks (up to 80 hours) of paid sick leave at the employee's regular rate of pay where the employee is unable to work because the employee is quarantined (pursuant to federal, state, or local government order or advice of a health care provider), and/or experiencing COVID-19 symptoms and seeking a medical diagnosis; or
    • Two (2) weeks (up to 80 hours) of paid sick leave at two-thirds the employee's regular rate of pay because the employee is unable to work because of a bona fide need to care for an individual subject to quarantine (pursuant to federal, state, or local government order or advice of a health care provider), or to care for a child (under 18 years of age) whose school or child care provider is closed or unavailable for reasons related to COVID-19, and/or the employee is experiencing a substantially similar condition as specified by the Secretary of Health and Human Services, in consultation with the Secretaries of the Treasury and Labor; and
    • Up to an additional 10 weeks of paid expanded family and medical leave at two-thirds the employee's regular rate of pay where an employee, who has been employed for at least 30 calendar days, is unable to work due to a bona fide need for leave to care for a child whose school or child care provider is closed or unavailable for reasons related to COVID-19.
    • Links for more information:

 

FAQ

If I am working, but my schedule has been reduced, what leave should I enter in ESS?

  • If an employee that is working has the need to use leave due to a reduced work schedule please enter leave in ESS using one of the following: Annual COVID, Compensatory COVID, Sick COVID, Personal COVID, Sick Family COVID, or Unpaid COVID.

If I am working or telecommuting on a reduced schedule, can I use both paid and unpaid leave for the time not worked?

  • Yes. Employees who are working a reduced schedule due to COVID-19 must use paid or unpaid leave for time not worked, even in partial day increments. Employees should enter leave for time not worked in ESS as Annual COVID, Personal COVID, Sick COVID, Sick Family COVID, Compensatory COVID, or Unpaid COVID or a combination thereof.
  • Employees who elect to use unpaid leave are encouraged to review their pay statements and consider the impact on their net pay. All payroll deductions, including health care and voluntary payroll deductions will be taken each pay period. Employees who would like to stop any deductions should contact human-resources@iup.edu.

If I am working and I become ill or am exhibiting symptoms due to COVID, what leave should I enter?

  • Employees who become ill and/or are exhibiting symptoms due to COVID may be eligible for emergency paid sick leave under FFCRA and should enter leave in ESS as Sick Leave COVID. Employees who wish to request paid leave under the FFCRA or have questions about the emergency paid leave or FFCRA should submit their request via email to COVID19LeaveRequest@passhe.edu.
  • If the leave is unrelated to a reduced schedule or COVID use the normal absence codes for the requested leave.

Should I physically report to work if I have symptoms of COVID-19 (fever, coughing, shortness of breath)?

  • No. You should NOT report to work if you don't feel well. If you are exhibiting COVID-19 symptoms and cannot work from home, submit your absence in ESS as "Sick Leave COVID." You are eligible to use paid leave while self-quarantined and may be eligible for emergency paid leave under FFCRA. If you have questions, or wish to request paid leave under the FFCRA, please submit your request via email to COVID19LeaveRequest@passhe.edu.
  • If you are sick and can't work from home for non-COVID-19 reasons, please submit your absence in ESS as regular "Sick Leave."

What leave should I enter in ESS if I am caring for a family member due to COVID-19?

  • Employees for whom work is available, but are not able to work because of a bona fide need to care for an individual subject to quarantine (pursuant to federal, state, or local government order or advice of a health care provider), may be eligible for emergency paid sick leave under FFCRA and should enter their absence in ESS under "Annual COVID," "Personal COVID," or "Compensatory COVID." Employees who have questions and who wish to request paid leave under the FFCRA, should submit their request via email to COVID19LeaveRequest@passhe.edu.

What if I am working remotely, but my power goes out or I lose my internet connection and am unable to work. Do I need to enter leave for this period of time?

  • Yes. Leave would need to be entered for periods of non-work time. Paid or unpaid leave may be used in any increment amount.

Can accrued paid leave be used in partial days if work is available?

  • Yes, for employees who are working, partial days of leave may be approved. Partial leave days should be entered as Annual COVID, Personal COVID, Sick COVID, Sick Family COVID, or Compensatory COVID.

If an employee has reduced hours due to a campus rotating shift schedule, can the employee use paid leave to make up the remainder of their normal hours worked?

  • Yes, employees can use any of their available paid leave to make up the remainder of their normal hours worked and should enter leave in ESS as Annual COVID, Personal COVID, Sick COVID, Sick Family COVID, or Compensatory COVID.

If an employee is working or telecommuting on a reduced schedule, can they use both paid and unpaid leave for the time not worked?

  • Yes. Employees who are working a reduced schedule due to COVID-19 must use paid or unpaid leave for time not worked. Employees should enter leave for time not worked in ESS as Annual COVID, Personal COVID, Sick COVID, Sick Family COVID, Compensatory COVID, or Unpaid COVID or a combination thereof.
  • Employees who elect to use unpaid leave are encouraged to review their pay statements and consider the impact on their net pay. All payroll deductions, including health care and voluntary payroll deductions will be taken each pay period. Employees who would like to stop any deductions should contact human-resources@iup.edu .

 

Beginning April 11, 2020: Employees for whom NO work is available. (Employees Who Are Not Working or Not Telecommuting)...

  • Employees who are not working or not telecommuting will be required to use their own leave in accordance with direction from the Governor's Office of Administration. In order to prevent furloughs, the Governor has allowed the use of liberal leave.
  • Employees who are not working or who are unable to telecommute may request to use any of the paid or unpaid leave types listed below for which they are eligible and with supervisory approval, as needed:
    • Accrued and anticipated annual leave
    • Compensatory leave
    • Holiday leave earned from working on a holiday
    • Accrued and anticipated sick leave
    • Accrued and anticipated personal leave
    • Approved leave without pay with benefits (LWOP)
  • Due to the COVID-19 emergency, Commonwealth leave policies prohibiting employees from using paid leave during their first thirty (30) calendar days of employment and prohibiting employees with less than one (1) year of service from using anticipated leave are BOTH SUSPENDED temporarily for those employees for whom no work is available.
  • For those employees who have carryover leave that was set to expire on April 10, 2020, ordinarily, that leave would either convert to sick leave or be forfeited. The State System will be removing the requirement to use excess carryover leave during this state of emergency. Employees will not lose this excess leave and will not have it converted to sick leave at this time. Once the state of emergency is over, the State System will reinstate the policy with at least 60-day notice.
  • Employees who are unable to work or who are unable to telecommute are NOT eligible for the FFCRA leave mentioned above.
  • If you choose not to use, or are not eligible for, any paid leave benefits, you may be eligible for unemployment compensation benefits. Please contact uchelp@pa.gov. For additional information, please refer to the Commonwealth of PA COVID-19 FAQ.

FAQ

Can I use my accrued and/or anticipated annual leave, or accrued/anticipated personal leave if there is no work available for me due to COVID-19?

  • Yes. Beginning April 11, 2020, employees who are not required to be on campus and who cannot work remotely must use their own leave for their absence. Employees who are reporting to work or working remotely should continue to do so and are not required to use leave.
  • Employees may use their accrued or anticipated annual or personal leave to which they may become entitled in the 2020 leave calendar year.
  • For new employees, the rules that normally prohibit employees with less than one (1) year of service from anticipating annual leave during their first year of employment are temporarily suspended for absences due to COVID-19. Therefore, employees with less than one (1) year of employment may anticipate annual or personal leave to which they would become entitled in the 2020 leave calendar year.
  • Employees using paid annual or personal leave or anticipated paid annual or personal leave should enter their leave in ESS on a biweekly basis (each pay period) as Annual COVID and/or Personal COVID. Leave should be entered in full day increments.
  • Leave should be entered on a regular basis until further notice.
  • Employees can email human-resources@iup.edu with additional questions regarding their leave.

Can my supervisor deny the use of accrued or anticipated annual or personal leave related to lack of work during COVID-19?

  • No

Can I use accrued compensatory leave (aka "Comp Leave") if there is no work available for me due to COVID-19?

  • Yes. Beginning April 11, 2020, employees who are not required to be on campus and who cannot work remotely must use their own leave for their absence. Employees who are reporting to work or working remotely should continue to do so and are not required to use leave.
  • Employees may use their accrued compensatory leave; however, compensatory leave cannot be anticipated.
  • Employees using compensatory leave should enter their leave in ESS on a biweekly basis (each pay period) as Compensatory COVID. Leave should be entered in full-day increments.
  • Leave should be entered on a regular basis until further notice.
  • Employees can email human-resources@iup.edu with additional questions regarding their leave.

Can my supervisor deny the use of compensatory leave related to lack of work during COVID-19?

  • No

Can I use my accrued and/or anticipated sick leave if there is no work available for me due to COVID-19?

  • Yes. Beginning April 11, 2020, employees who are not required to be on campus and who cannot work remotely work must use their own leave for their absence. Employees who are reporting to work or working remotely should continue to do so and are not required to use leave.
  • Normally, the use of sick leave is only appropriate when you are sick or injured. However, the rules associated with sick leave use have been temporarily suspended for absences due to COVID-19. This temporary suspension is only in effect during the COVID-19 emergency.
  • Employees may use accrued and anticipated sick leave to which they would become entitled in the 2020 leave calendar year.
  • For new employees, the rules that normally prohibit employees with less than one (1) year of service from anticipating sick leave during their first year of employment are temporarily suspended for absences due to COVID-19. Therefore, employees with less than one (1) year of employment may anticipate sick leave to which they would become entitled in the 2020 leave calendar year.
  • Employees using paid sick leave or anticipated sick leave should enter their leave in ESS on a biweekly basis (each pay period) as Sick COVID. Leave should be entered in full-day increments.
  • Leave should be entered on a regular basis until further notice.
  • Employees can email human-resources@iup.edu with additional questions regarding their leave.

If I use sick leave because I am sick or injured for any reason including sickness due to COVID-19, do I still need a note from my doctor?

  • No. The rules associated with sick leave use, including the rule requiring employees to provide a doctor's note for any sick absence of three (3) or more consecutive workdays, have been temporarily suspended for absences due to COVID-19. This temporary suspension is only in effect during the COVID-19 emergency.

Can my supervisor deny the use of sick leave related to lack of work during COVID-19?

  • No

Can I use approved leave without pay (LWOP) instead of using all my paid leave during this time?

  • Yes. Approved LWOP may be used with supervisory approval. However, LWOP must be used in increments equal to at least one full pay period. You may begin a LWOP in the middle of a pay period provided the LWOP extends through the end of the next pay period.
  • Employees using LWOP should enter their leave in ESS on a biweekly basis (each pay period) as Unpaid COVID.
  • Leave should be entered on a regular basis until further notice.
  • Employees can email human-resources@iup.edu with additional questions regarding their leave.

Can I use a combination of LWOP and paid leave during this time?

  • Yes. However, LWOP must be used in increments equal to at least one full pay period.

Am I still responsible to pay the employee health care contribution if I use LWOP?

  • Yes. If you are on LWOP for more than one (1) full pay period, you will receive a bill from the Pennsylvania Employee Benefits Trust Fund (PEBTF) or the State System for the required employee contribution/payment.

Will I earn leave or seniority while on unpaid leave?

  • No, you do not earn leave or seniority credit while on unpaid leave.

Will I lose my seniority if I choose to take leave without pay (LWOP) with benefits? Will people continue to accrue seniority if they choose to use paid leave?

  • Employees who elect to use unpaid leave (LWOP) will not accrue (gain) seniority credit for those hours. No employee will lose seniority credit.
  • Employees who elect to use paid leave will accrue (gain) seniority credit for those hours.

Will employees be called back to work in order of seniority?

  • Yes. When employees are called back to work, they will be called back in order of seniority using the most current seniority list.

Will I continue to earn retirement service credit if I choose to use unpaid leave (LWOP) instead of paid leave?

  • No. Employees do not earn leave, seniority, or retirement service credit while on an unpaid leave (LWOP).

    Retirement Service Credit: If an employee has worked 1,650 hours a year, they would be given a full year of service. If the total hours worked are less than 1,650 then a partial year is calculated by dividing the number of hours worked by 1,650. For example 1, 350 hours worked in a calendar year would be .82 years of service. (1350 divided by 1650 = .82)

If I am currently on administrative leave due to work not being available can I apply for FFCRA leave?

  • No, you only qualify to utilize FFCRA leave if there is work available that you are unable to perform.

Will I continue to receive shift differential while on leave?

  • No, employees will not receive shift differential while on paid or unpaid leave.

How do I know how much leave I can expect to earn (anticipated leave)?

  • Employees can access the Leave Plans website for his/her bargaining unit for assistance in determining how much leave they can anticipate in the current leave calendar year. Employees can request a confirmation of anticipated leave by emailing human-resources@iup.edu.
  • Note: If an employee is paid anticipated leave, then separates employment prior to the end of the year, any unearned leave will be recouped.

How often do I need to enter leave into ESS?

  • Employees should enter leave into ESS on a biweekly basis for each pay period.
  • Leave should be entered in full-day increments.
  • Leave should be entered on a regular basis until further notice.

What is my hourly rate?

Can I apply for unemployment compensation (UC)?

  • You have the option of using paid or unpaid leave while you are unable to work or telework. Depending on your specific circumstances, if you elect to use paid leave during all or part of a week, it may impact the amount of unemployment compensation you may receive. You can find more information at the Pennsylvania Office of Unemployment Compensation.
  • When deciding whether to use your available paid leave or instead file for unemployment compensation, please keep in mind that paid leave is available immediately to you. It typically takes two to four weeks to begin to receive unemployment compensation benefits.
  • LWOP must be used in increments equal to at least one full pay period. You may begin a LWOP in the middle of a pay period provided the LWOP extends through the end of the next pay period.

Where do I send my unemployment compensation (UC) forms?

  • Unemployment claims, questions specific to completion of unemployment forms, or questions regarding filing an unemployment claim should be directed to uchelp@pa.gov and personnel of the unemployment compensation board.

What reason do I put on the unemployment compensation application?

  • Please select "lack of work" as the reason for unemployment compensation. Please do NOT select "Other," as it may delay the processing of your claim.

Do I need to use all my paid leave before applying for unemployment compensation?

  • No. Commonwealth employees do not need to use their paid leave before applying for unemployment compensation.

If I use unpaid leave for an extended period of time (longer than one full pay period), what changes can I make to my health benefits?

  • Your coverage will continue as long as you pay all bills you receive from the PEBTF and/or PASSHE for applicable costs (employee contributions and buy-ups).
  • Employees who are starting a LWOP have a qualifying event to decline coverage only and will not be eligible to make other changes.
  • AFSCME, SCUPA, and SEIU employees should contact the PEBTF at BenServ@PEBTF.org or call 1-800-522-7279 prior to making any decisions.

 

Other Information...

  • Employees who self-quarantine are to remain quarantined for 14 days from the onset of COVID-19 symptoms, or from the date of last exposure to an individual who has tested positive for COVID-19, or from the date of last exposure to an individual who is caring for an individual who has tested positive for COVID-19, subject to the provisions noted above relative to types of leave available.
  • Universal Masking: Specific to the Governor's recommendation for "universal masking," understand this is to protect others from germs you might spread by coughing or sneezing. Please refer to the guidance on universal masking, including instructions on how to make your own mask. The university is in the process of procuring non-medical/home-made masks as a result of this recommendation. Until then those employees working on-campus should consult the information on the site for constructing their own masks.

Pennsylvania Department of Public Health - Coronavirus Information

Center for Disease Control - Coronavirus Information

Quarantine-Isolation Work Guidance chart

Does it matter if a student worker position was funded using federal work study or state funds?

No, all student workers will be treated the same.

Can student workers continue to work?

Yes. With many offices closed to the public and regular employees working remotely, a student worker should not be onsite working under the current situation. That said, if there is work a student worker could perform remotely, they are permitted to do so. All hours worked by a student worker will be submitted and approved by their supervisor using eTime as is the current practice.

Can students be reassigned different work?

Supervisors of student workers can assign different work from what the student may have been doing historically. The work should not be bargaining unit work, and the work should still be supervised by a bargaining unit member or a manager. If students will be transferred to another department under a different cost center, please reach out to Student Payroll.

What if there is no work for a student to do remotely? Will they still get paid?

Yes, if there is no work a student can perform remotely, students will continue to get paid. Payments will be calculated using the average hours of the three full pay periods prior to Spring Break, pay periods ending 1/31/20, 2/14/20, and 2/28/20. In no case can the payment(s) exceed a student's allowable hours or exceed their allowable award if funded by financial aid.

What if there is work for a student to do remotely, but he/she chose not to work?

The student should not receive the average salary payment. This situation should be considered a voluntary resignation. The supervisor should separate the student through eTime.

What if I'm allowed to work, but I'm not getting as many hours as I got before break?

Students should submit actual hours worked in eTime.

Supervisors should approve hours according to normal schedule.

Payroll staff will ensure students receive payment for the higher of two amounts—either actual hours worked, or the amount explained in Q4, the average of the three full pay periods prior to Spring Break.

When will the average salary payments start? End?

The first average salary calculation payment will be on April 10, 2020. The final payment will be May 22, 2020.

How will I know how much my average salary calculation is?

Student employees can log into eTime and review the hours submitted for the pay periods in Q4. The gross payment can be calculated by multiplying the hours by the hourly rate and dividing by the number of pay periods in which hours were recorded. See the examples below:

PPE 1.31 PPE 2.14 PPE 2.28 Total hours Hourly Rate Total earnings # of pay periods Average Salary Calculation
10 15 12 37 $7.25 $268.25 3 $89.42 ($268.25/3)
0 20 22 42 $7.25 $304.50 2 $152.25 ($304.50/2)
10 0 0 10 $7.25 $72.50 1 $72.50 ($72.50/1)

Can graduate assistants work remotely?

Yes. The work must be suitable to their graduate assistantship, tied to their academic program.

Will graduate/teaching assistants continue to get paid?

Graduate assistants will continue to receive their stipends as previously arranged.

How will a student get their paper paycheck?

A paper paycheck will be mailed from the State System of Higher Education to the permanent address on record in SAP. At this time, no new direct deposit enrollments are being accepted for existing employees.