April 2, 2020
On March 29, 2020, President Trump extended the federal social distancing guidelines though April 30, 2020. The health and well-being of our employees continues to be our foremost priority during the COVID-19 pandemic. In an effort to continue to limit the gathering of students, faculty and staff, effective immediately, the 128 hours granted to employees on March 23, has been increased to 256 hours for employees unable to work for COVID-19 related reasons.
The provisions remain the same: All employees with a defined time base, academic student employees, and non-represented student assistants, who have been impacted by COVID-19 are eligible. Those excluded are hourly intermittent workers, retired annuitants and special consultants. Exempt employees must take time in full-day increments. Non-exempt employees may take time in hourly increments. Those eligible shall receive a one-time allotment of up to 256 hours of paid administrative leave that can only be used due to COVID-19 related absences. The total hours allotted for leave is dependent on the employee's time base on a pro rata basis.
Please review the FAQs for updated information about the CVD Paid Administrative Leave and the Families First Response Coronavirus Act in the coming days. The Paid Administrative Leave Request Form will be distributed to all supervisors and department chairs for employees to discuss with their supervisors. If you have any questions about your eligibility for the leave, please email HR Director Rebekah Temple or Leaves Specialist Krista Vasquez.
See Forms & Additional Resources
See the previous message from March 24, 2020 - COVID-19 Temporary Paid Administrative Leave
COVID-19 Paid Administrative Leave (CPAL)
COVID-19 Paid administrative leave (COVID Paid Administrative Leave or CPAL) is available to:
Paid administrative leave is available to:
- All employees with a time base including exempt and non-exempt employees. This excludes hourly/intermittent (positive pay) employees, special consultants, retired annuitants, auxiliary/foundation employees, and temporary faculty employed solely to teach summer session, extension, and/or intersession, with no appointments during the regular terms (e.g., fall and spring semesters) within the academic year;
- Academic student employees (typically represented by Unit 11 (TA’s, GA’s and ISA’s); and
- Non-represented student assistants.
The number of hours available for employees who work less than full time shall be prorated according to their full-time equivalency, or the percent of the appointment (hours normally scheduled to work).
Non-Telecommuting Workers Leave (NTWL)
The new NTWL CSU Policy provides additional paid leave up to 304 hours for employees.
To be eligible for NTWL, employees must meet all of the following criteria:
- must have an appointment with a time base that would be eligible for benefits if their time base, exempt or non-exempt, and duration of appointment qualify for standard benefits in the CSU Benefits Eligibility Administrative Guide (even if the employee does not currently subscribe to benefits through the CSU);
- must be unable to work remotely (either full-time, part-time, or intermittently) and on-site work is unavailable due to altered campus business operations; and
- must have exhausted all leave available under CPAL.
NTWL hours are available beginning May 1, 2020, and end on the earlier of
- June 30, 2020;
- The stay-at-home directives are lifted by the Governor and/or local government officials and employees are permitted to return to work on site; or
- The employee is required to return to work on a regular basis, whichever occurs first.
The number of hours (or days, if exempt) for employees who work less than full time shall be prorated according to the percent or time base of the appointment (hours normally scheduled to work). If the employee’s normal hours are unknown or subject to significant variation, the campus may use a six-month average to calculate the average daily hours. The formula is (average hours/40) x 256 = Hours of COVID Paid Administrative Leave available or 304 hours, prorated using the formula above, of NTWL.
For most employees, up to 256 hours of COVID-19 Paid Administrative Leave can be used if the employee cannot work, on campus or remotely, for the following reasons:
- Employee unable to work due to their own COVID-19-related illness.
- Employee unable to work or work remotely due to their family member’s COVID-19-related illness (please refer to collective bargaining agreement for eligible family members).
- Employee unable to work because they have been directed by their healthcare provider not to come to the worksite for COVID-19-related reasons.
- Employee unable to work because they have been directed by their healthcare provider not to come to the worksite and it is not operationally feasible for them to work remotely.
- Employee unable to work due to a COVID-19-related school or daycare closure and they must be at home with a child or dependent, and it is not operationally feasible for them to work remotely or with the childcare/dependent commitment.
Employees can also use their own accruals per their standard department protocols. Nothing in these provisions shall be construed as to diminish the rights or benefits that an employee is entitled to under any federal, state or local law, collective bargaining agreement or any other existing CSU policy.
Yes, COVID Paid Administrative Leave (CPAL) or NTWL must not interfere with the delivery of essential services to the campus. Employees requesting paid leave under CPAL or NTWL should consult with their supervisor to obtain the form and discuss the anticipated hours of CPAL leave needed through December 31, 2020 or June 30, 2020 for NTWL. The employee must self-certify on the form that the need for leave is valid. The document will then be submitted to Human Resources for final approval. If you have concerns with obtaining approval for CPAL or NTWL leave, please contact Human Resources. Also, CPAL does not supersede HR-6201, the Families First Coronavirus Response Act (FFCRA), which became effective April 1, 2020. Information regarding the coordination of all paid leave time available under this policy is below.
All hours must be used, during an employee’s appointment and by close of business on December 31, 2020, at which time the remaining allotted hours will expire. Please remember that authorities are projecting several weeks, or even months, of social distancing requirements.
If you do not currently need to use COVID-19 Paid Administrative Leave for one of the listed reasons, we encourage you to continue working at your worksite, or remotely, until your circumstances require a change.
The hours may be used 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 and in consultation with the supervisor, provided that such use shall not adversely affect the delivery of University services.
The number of hours of COVID-19 Paid Administrative Leave for employees who work less than full-time shall be prorated according to the percent of the appointment.
The number of hours (or days, if exempt) for employees who work less than full time shall be prorated according to the percent or time base of the appointment (hours normally scheduled to work). If the employee’s normal hours are unknown or subject to significant variation, the campus may use a six-month average to calculate the average daily hours. The formula is (average hours/40) x 256 = Hours of CPAL available.
Currently, CVD Paid Administrative Leave is not available to this group of employees. They will be paid for the hours they work. Unit 11 and unrepresented student assistants are eligible for CVD Paid Administrative Leave.
No. We will continue tracking the Paid Administrative Leave hours of these employees.
If an employee cannot perform their duties from home due to the nature of their position, the employee should consult with their supervisor and they may be eligible to use COVID-19 Paid Administrative Leave and NTWL leave. Note that if the employee can perform part of their work from home, they should do so, and they may be eligible for COVID-19 Paid Administrative Leave or NTWL for the portion of the day (or week) that they are not working.
If employees cannot either work remotely or perform essential on-campus functions, there may be options available and they should contact Human Resources to discuss what might be possible.
Families First Coronavirus Response Act (FFCRA)
The FFCRA federal law provides for a specific amount of paid leave to eligible employees unable to work (in person or remote) for specified reasons relating to COVID-19. This is effective from April 1 to December 31, 2020. Generally, FFCRA provides:
- Additional paid sick leave for an employee who is unable to work or telework because the employee:
- is quarantined due to COVID-19 reasons
- must care for an individual subject quarantined due to COVID-19
- must care for a child whose school or childcare provider is closed or unavailable for reasons related to COVID-19
- Expanded paid family and medical leave for an employee who is unable to work (or telework) to care for a child whose school or childcare provider is closed or unavailable for reasons related to COVID-19.
View and download the FFCRA informational poster.
Yes, student employees (both represented and unrepresented) may work from home if they can deliver effective service. Student employees should consult with their supervisor. If work can be completed remotely, the supervisor should initiate a Temporary Telecommute Agreement.
The Chancellor’s Office has authorized up to 256 hours of COVID-19 Paid Administrative Leave, to all academic student employees and non-represented student assistants to be used between March 23, 2020, and December 31, 2020. The number of hours of COVID-19 Paid Administrative Leave for eligible student employees shall be prorated according to the percent of the appointment.
Supervisors should determine the number of hours of COVID-19 Paid Administrative Leave each of their students will earn. To calculate the number of hours for student employees, take the average number of hours the employee works per week for the spring semester, divide that number by 40, and then multiply by 256. For example, an employee who works 10 hours a week (10/40 x 256) will have 64 hours of COVID-19 Paid Administrative Leave available. If a student works 5 hours per week in one department and 10 hours per week in another department, the student will have (5+10)/40x256=96 hours of COVID-19 Paid Administrative Leave. Please note, since student employees cannot work more than 20 hours per week, no student should receive more than 128 hours of COVID-19 Paid Administrative Leave.
Student pay will continue to run on time. If the student is enrolled in Direct Deposit, they will see their check deposited as normal. If the student is not enrolled in Direct Deposit, the campus wants to mail state pay warrant and reimbursement checks to intended recipients. Authorization from the employee must be received before checks can be mailed.
Limited pick-up will be available in April. Please bring a photo ID to claim your check and your own pen to sign for receipt of your check. All other time reporting and payroll processing will follow normal campus procedures. Payroll will communicate additional information about payroll timelines and check disbursement via emails and to department HR liaisons.
Yes, they do qualify and can use it to supplement their hours, if they get sick, or if must take care of a sick family member. They can report a combination of hours on their timesheet.
- Prepare daily task lists
- Check in with students during their shifts
- Have students send follow up emails at the end of their shifts