Covid-19 Related Temporary Paid Administrative Leave Policy Guidance for Stateside Employees

April 3, 2020 - 3:42pm

Under the new provisions, most state-side employees, including student employees, shall be eligible to receive a one-time allotment of up to 256 hours of paid administrative leave that can be used for COVID-19-related absences, subject to the following conditions: 

  • All hours must be used by close of business on December 31, 2020 at which time the remaining allotted hours will expire;

  • The hours may be used at any time during this designated period, including intermittently, either before or after the use of any accrued leave or other paid leave, at the request of the employee, in consultation with the supervisor, provided that such use shall not adversely affect the delivery of essential university services;

  • The number of hours of paid administrative leave for employees who work less than full-time shall be prorated according to the percent or time base of the appointment.

  • Exempt employees must take paid administrative leave in full-day increments unless leave is designated under the Family and Medical Leave Act (FMLA).

  • Employees in APC (Academic Professionals of California), Unit 4, but take the 256 paid administrative leave in full-day increments.  

Employees not eligible for paid administrative leave include: intermittent hourly, special consultants, and retired annuitants.

The paid administrative leave time may be used only if the employee is unable to work, on campus or remotely, for the following purposes: 

  • You are unable to work due to your own COVID-19-related illness;

  • You are unable to work or work remotely due to a family member’s COVID-19 related illness. (For purposes of this paid leave, family member includes those you would normally be able to use sick leave for);

  • You are unable to work because you have been directed by your healthcare provider not to come to the worksite for COVID-19-related reasons;

  • You are unable to work because you have been directed by your appropriate administrator not to come to the worksite and it is not operationally feasible for you to work remotely; or

  • You are unable to work due to a COVID-19-related school or daycare closure and you are required to be at home with a child or dependent, and it is not operationally feasible for you to work remotely or in conjunction with the childcare commitment.

To request Temporary Paid Administrative Leave:

  1. Download the Temporary Paid Administrative Leave Form.

  2. Fill out, date, and sign it electronically and email it to your Appropriate Administrator. Learn how to sign a PDF electronically here.

Appropriate Administrator Instructions:

  1. Sign and date the Temporary Paid Administrative Leave form that you received from your employee.  Learn how to sign a PDF electronically here.

  2. The appropriate administrator Emails it to hsuhr@humboldt.edu

Absence Management Instructions for Paid Administrative Leave Reporting

The Chancellor’s Office is currently working on making changes to PeopleSoft to track the COVID-19 Paid Administrative Leave. For now, please utilize the Organ Donor Code - “ODP AT ORGAN” (this will be relabeled to “PAL/FFCRA” in the future) in PeopleSoft. When an employee selects this leave code from absence management in PeopleSoft, they will need to put a code in the comments section to identify the leave they are using. For the paid administrative leave, enter the code “CPAL” in the comment section.

Auxiliary Employees (SPF, University Center, and Associated Students)

This new guidance does not apply to auxiliary employees. If you work for an auxiliary and have any questions, please contact your appropriate administrator or the Human Resources office. 

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