Working during COVID-19

Administrative leave during COVID-19

Two types of administrative leave for COVID-19 related reasons have been authorized for all regular, fixed duration, and project appointment staff positions meeting qualifying criteria. COVID-19 related administrative leave ensures employees are paid and connected to UW benefits and time away is not charged against an employee’s paid time off balance. This authorization exists until otherwise revoked by President Cauce.

The two types of administrative leave are:

  • No Loss of Pay – for COVID-19 related medical criteria.
  • Stay Home, Stay Healthy Pay – for COVID-19 related non-medical criteria.

Student and temporary hourly employees are ineligible for administrative leave.

No loss of pay – positions ineligible for FFCRA (select Medical Center employees and select Campus Employees)

No Loss of Pay is paid to all employees who have had a possible work exposure and are out of work due to the COVID-19 illness. The amount of administrative leave paid will be offset by state worker’s compensation benefits, if granted.

No Loss of Pay may be authorized for employees in positions ineligible for the Emergency Paid Sick Leave provisions of the FFCRA when the employee, due to possible work exposure, tests positive for COVID-19 and is denied workers’ compensation benefits and/or workers’ compensation doesn’t cover 100% of an employee’s wage.

Amount and value

No Loss of Pay is limited to the duration of the need and is 100% of an employee’s wage or a combination of worker’s compensation and paid admin leave.

The employee is required to follow work restrictions and follow-up procedures, or they may become ineligible.

Process

Departments with employees who meet qualifying criteria should contact their human resources consultant (HRC). If authorized by UWHR, departments may enter No Loss of Pay. Entries are made through Kronos for the medical centers employees and the Request Absence business process in Workday for Campus employees.

No loss of pay – positions eligible for FFCRA

No Loss of Pay is authorized as a supplement for classified staff employees who are eligible for the following Emergency Paid Sick Time Off provisions of the Families First Coronavirus Response Act (FFCRA), when Emergency Paid Sick Time Off does not cover 100% of wages:

  • Employee is subject to a federal, state, or local quarantine or isolation order related to COVID-19.
  • Employee has been advised by a health care provider (e.g., MD, RN, ARNP, or Physician Assistant) to self-quarantine related to COVID-19.
  • Employee is experiencing COVID-19 symptoms and is seeking a medical diagnosis.

The use of No Loss of Pay in a workweek does not count as time worked towards weekly overtime because it does not exceed weekly scheduled hours.

Stay home, stay healthy pay

For non-Medical Centers employees, Stay Home, Stay Healthy pay may be authorized when the UW directs employees who are unable to work or telework to stay home due to COVID-19 and the funding source for the employee will allow for the payment of such time. Examples of when this might be used are:

  • The employee’s worksite is closed temporarily for cleaning following a positive COVID-19 case but the employee has not been directly exposed.
  • The employee’s department has no work or telework for the employee and temporary reassignment is not feasible.
  • An employee paid on a sponsored award cannot complete their work, all other possible work solutions have been exhausted by the department, and work on another funding source is not feasible.

If the employee is unable to work and Stay Home, Stay Healthy pay cannot be covered by their funding source, the department should explore other assignment options and adjust costing allocations accordingly. For more information, visit the Salary Expenses – Disruptions due to COVID-19 webpage.

Amount and value

The duration of Stay Home, Stay Healthy pay is approved by UW Human Resources consistent with the criteria above and equals 100% of an employee’s wages. The use of Stay Home, Stay Healthy pay in a workweek does not count as time worked towards weekly overtime because it does not exceed weekly scheduled hours.

Process

Departments with employees in the categories above who meet non-medical administrative leave qualifying criteria should contact their human resources consultant (HRC). If authorized by UWHR, departments may enter Stay Home, Stay Healthy pay, which will route to the HRC for approval. Entries are made through the Enter Absence business process in Workday.

Costing

The earning “SHH” can be uniquely costed as an “earning-level” costing allocation by the costing allocation coordinator. Follow the ISC’s Workday User Guide on assigning costing allocations.