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Temporary University Policy 20-T2: COVID-19 Paid Leave

Covered Individuals: All Employees
Responsible Executive: Vice President for Business and Finance
Policy Custodian: Office of Human Resources, Associate Vice President of Human Resources
Last Revised: February 10, 2021
Previous USU Policy Number: Temporary
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20-T2.1 PURPOSE AND SCOPE

In response to the COVID-19 pandemic and state and local declarations of a public health emergency, the University has activated its Infectious Disease Plan. To reduce the spread of an infectious disease, USU’s Infectious Disease plan requires various mitigation strategies, including requiring employees who are ill to stay home and increasing social distancing by facilitating telework options. These mitigation strategies are consistent with guidance from the Center for Disease Control (CDC) and the state of Utah. In more severe circumstances, USU’s Infectious Disease Plan contemplates a campus closure wherein only on-site essential services are performed and all other services are performed remotely or not at all.

This temporary policy ensures that during this period of unexpected and extraordinary circumstance supervisors and employees are able to implement social distancing and stay-at-home requirements by providing emergency paid leave for COVID-19 related reasons.

20-T2.2 POLICY

At various times during the COVID-19 public health emergency, employees may be directed not to report to the workplace due to a quarantine or isolation order. Employees may also be unable to report to work due to bona fide needs to care for an individual in isolation. In addition, employees who are experiencing COVID-19 symptoms are directed to stay home and not report to their worksite. These COVID-19 related situations mean that the employee is unable to work or telework and therefore, are appropriate reasons for approval of USU COVID-19 Paid Leave, effective January 1, 2021 to December 31, 2021. A summary chart of approved COVID-19 related reasons and how USU COVID-19 Paid Leave will be handled is appended to this temporary policy. USU COVID- 19 Paid Leave is additive to and not a replacement of accrued annual leave or sick leave (referred to as USU Leave).

Under this temporary policy, USU COVID-19 Paid Leave is available to all current employees regardless of the funding source for their position. Departments are responsible for the costs associated with wage and salary payments connected with USU COVID-19 Paid Leave and accrued USU Leave and for charging such costs to the appropriate funding source. USU COVID-19 Paid Leave does not accrue and cannot be carried over or used after December 31, 2021. Supervisors cannot require employees to use USU Leave prior to taking USU COVID-19 Paid Leave.

USU COVID-19 Paid Leave may be taken intermittently in increments of one hour or more.

USU COVID-19 Paid Leave is capped at 80 hours for benefitted employees and 40 hours for non-benefitted employees regardless of the COVID-19 related reason. If an employee needs USU COVID-19 Paid Leave beyond the applicable cap, the employee’s supervisor should contact Human Resources to discuss an expansion of the USU COVID-19 Paid Leave cap. Exceptions to the USU COVID-19 Paid Leave cap may be granted by Human Resources, in consultation with the dean or vice president of the unit, on a case-by-case basis.

Benefitted employees will continue to accrue annual and sick leave and will continue to be covered by USU health insurance while away from work on USU COVID-19 Paid Leave. Health insurance premiums will continue to be deducted while an employee is on USU COVID-19 Paid Leave.

20-T2.3 Term

This temporary policy will expire on December 31, 2021. USU reserves the right to rescind, retire, or modify this policy at any time, with or without notice, as deemed necessary and appropriate by the President and the USU COVID-19 Action Committee.



REASON DETAILS/CONDITIONS DURATION PAY ENTITLEMENT PROCESS FOR SUBMITTING LEAVE
Ordered Quarantine or Self-Isolation Pursuant to:
  • federal, state, or local government order or
  • University directive or
  • advice of a health care provider
Up to Two Weeks Emergency Paid Sick Leave
  • Benefitted Employees-- up to 80 hours of leave
  • Non-benefitted Employees-- up to 40 hours of leave
  • All employees are eligible from first date of employment
  • Paid at regular rate of pay
Benefited Employees – Employee submits leave request using MyTime and selecting “Emergency Sick COVID-19” as the leave type

Non-Benefited Employees – Supervisor will submit leave request in Service Now
COVID-19 Symptoms Experiencing COVID-19 symptoms and seeking medical diagnosis Up to Two Weeks Emergency Paid Sick Leave (up to 80 hours)
  • Benefitted Employees-- up to 80 hours of leave
  • Non-benefitted Employees-- up to 40 hours of leave
  • All employees are eligible from first date of employment
  • Paid at regular rate of pay
Benefited Employees – Employee submits leave request using MyTime and selecting “Emergency Sick COVID-19” as the leave type

Non-Benefited Employees – Supervisor will submit leave request in Service Now
Bona Fide Need to Care for Quarantined or Self-Isolating Individual Quarantine issued pursuant to
  • federal, state, or local government order or
  • advice of health care provider
Up to Two Weeks Emergency Paid Sick Leave (up to 80 hours)
  • Benefitted Employees-- up to 80 hours of leave
  • Non-benefited Employees-- up to 40 hours of leave
  • All employees are eligible from first date of employment
  • Paid at regular rate of pay
Benefited Employees – Employee submits leave request using MyTime and selecting “Emergency Sick COVID-19” as the leave type

Non-Benefited Employees – Supervisor will submit leave request in Service Now