Revised (March 25, 2020)
HUC-JIR continues to take precautions and actions to ensure the well-being of our faculty, staff and students following the protocols from health experts, the CDC and federal and state agencies. To that end, we are issuing a revised Emergency Leave Policy to reflect recent developments, as well as the recently enacted Families First Coronavirus Response Act (FFCRA) Federal legislation, to ensure you have the support you need. This revised policy supersedes and replaces the Emergency Leave Policy issued on March 12, 2020 in its entirety effective April 1, 2020. This policy applies to leave taken between April 1, 2020 and December 31, 2020, in accordance with the FFCRA. We recognize that the provisions of the FFCRA are complex and we encourage you to speak with your supervisor if you have questions.
Under this revised policy, you will continue to be paid your regular pay if you are unable to work for Coronavirus-related reasons, as set forth in this policy. This policy applies to all full time and part time employees. If you are able to continue your normal work activities from home, you must do so. Employees must comply with our telework policy. All employees should check in with their supervisors at least weekly during the time of campus closure. Communication is key, as we try to minimize disruption to our normal activities.
For employees who are able to telework or who are unable to telework due to the nature of your job, we expect to be able to continue your regular pay through the end of May, 2020. This benefit runs concurrent with paid leave available under the FFCRA. We will provide additional updates about whether we expect to be able to continue your regular pay beyond the end of May, 2020. This remains a fluid situation. We continue to assess our needs and abilities and work to make thoughtful decisions as we adapt to new information as it becomes available. We are grateful for your patience and flexibility and want to thank you in advance for continuing to care for and support each other and our community as we manage through these unprecedented times together.
To comply with the recently enacted FFCRA, you must inform HR in writing (or by email) (1) if you are unable to work, or work from home (telework), due to the need to care for a child under the age of 18 because the child’s school is closed or day care provider is unavailable due to the Coronavirus, or (2) if you are unable to work, or telework, because you are subject to a Federal, State, or local quarantine or isolation order, you have been advised by a health care provider to self-quarantine due to concerns related to the Coronavirus, you are experiencing symptoms of Coronavirus and seeking a medical diagnosis, you are caring for a person subject to a Federal, state or local quarantine or who has been advised by a health care provider to self-quarantine due to concerns related to the Coronavirus, or you are experiencing any other substantially-similar condition specified by the Secretary of Health and Human Services, in accordance with the FFCRA. Please include in your communication the reason why you are unable to work and the anticipated duration of your need for leave. If you are unable to work from home for another reason (not listed here), you must also notify HR in writing.
All employees are eligible for the two weeks of emergency paid sick leave provided by the FFCRA for any of the reasons set forth above. Employees are eligible for up to twelve weeks of expanded FMLA provided by the FFCRA only for the first reason set forth above and as long as they have been employed by HUC-JIR for at least 30 days. Please note the FFCRA’s expanded FMLA leave runs concurrent with the FFCRA’s paid sick leave when leave is taken for the first reason set forth above (i.e. to care for a child when the child’s school is closed or care provider is unavailable due to the Coronavirus). Unused leave is not paid out at termination and does not rollover into the next year.
Under this revised policy, we will no longer use the three new payroll codes we set up in Paycom under the March 12 Emergency Leave Policy. We will be replacing them with four new payroll codes which you will only use if your absence from work meets the specific criteria of the FFCRA. If you do not meet the criteria, you should submit your hours to payroll using our standard codes. The payroll codes and definitions for those meeting the FFCRA criteria are shown below:
These codes track your use of FFCRA-provided leave. Use of these codes does not result in a deduction from your regular personal time off bank.
For further clarification:
Employees may take to up to a maximum of 12 weeks of paid leave for the reason covered by code CVL or CLP (that is, 2 weeks of emergency paid sick leave and up to ten more weeks under the expanded FMLA), in accordance with the FFCRA. 2 weeks of paid leave is 80 hours for full-time employees and the average number of hours the part-time employee works on average over a 2-week period. All employees are eligible for up to 2 weeks of leave for the reasons covered by code CVL or CLP; employees employed by HUC-JIR for at least 30 days may take up to 12 weeks of leave under code CVL or CLP, in accordance with the FFCRA.
Employees may take up to a maximum of 2 weeks of paid leave for the reasons covered by under code CVQ or CQP (2 weeks of paid emergency sick leave, in accordance with the FFCRA). There is no minimum duration of employment requirement for the 2 weeks of leave available for reasons covered by code CVQ or CQP.
Please see these links to the Department of Labor’s FFCRA notice and a FAQ. HUC-JIR will not discharge, discipline, or otherwise discriminate against any employee who takes expanded family and medical leave under the FFCRA and files a complaint or institutes a proceeding under or related to the FFCRA. HUC-JIR reserves the right to modify, interpret or terminate this policy at any time and for any reason to ensure compliance with the law.
As always, if you have questions or need clarification please feel free to contact your supervisor, Marviette Johnson or Joni Askin of Human Resources or myself.
We understand the significant challenges we are all facing at this time and hope this policy will bring some measure of support. We greatly appreciate your commitment to each other and our continued work together.