Time Keeping: Leave Information

COVID-19 – Leave: Information and Instructions for Timekeeping Entry

 

New Earn Codes

EPSL Earn Codes:  Emergency Paid Sick Leave

  • EPS – to be taken for reasons 1-4 and 6.
  • EPC – when an employee elects to use EPSL for the first two weeks of FMLA+ (reason 5).
  • Both can be used intermittently or continuously for reasons 1-4 and 6 (if the employee is working exclusively on campus, leave must be taken continuously in 1 workday increments. If the employee is working remotely, this may be used intermittently).
  • HR/Payroll will enter time.

 

ECAL Earn Codes: Emergency Covid-19 Administrative Leave

  • ECL – when ECAL is used after ESPL has been exhausted for reasons 1-4 and 6 (If the employee is working exclusively on campus, leave must be taken continuously in 1 workday increments. If the employee is working remotely, this may be used intermittently). HR/Payroll will enter time.

 

 

  • ENW – To be used when a bi-weekly employee is available and willing to work, but the department has no work for them to perform. The department will enter time.
  • ENM- To be used when a monthly or semi-monthly employee is available and willing to work, but the department has no work for them to perform. The department will enter time.

 

 FMLA+ Earn Code: Family and Medical Leave Expansion Act

  • FME – Pay for expanded family and medical leave. After the first 2 weeks of FMLA+, FME will be used to pay employees. (During the first 2 weeks of FMLA+, employees may use EPSL, accrued vacation, accrued comp time, or LWOP). FMLA+  can be used intermittently or continuously. To be eligible for FMLA+, employees must have been employed for at least 30 days. The department will enter time after confirmation/verification from HR/Benefits coordinator.

 

Uncomfortable Coming to Campus

If employees feel uncomfortable coming to campus due to COVID-19, they do not qualify for leave under EPSL, FMLA+, or ECAL. Employees will be permitted to use accrued vacation, sick (after vacation has been exhausted), or compensatory time, or enter LWOP status. The department will enter time.

 

 

Averaging of Hours for TES/Part-time/Student Employees

  • TES, part-time, and student employees who are eligible for leave under the FFCRA must complete the COVID-19 leave request form.
  • After the request is received in HR, the hours that the employee is to be paid will be calculated (by HR/Payroll) using an average of hours worked over the past 6 months. This average will be calculated using all active jobs in banner.
  • HR/Payroll will then enter the appropriate hours into Kronos where applicable per the type of leave.
  • The average hours cannot be calculated until an employee submits a request, as the law states the 6-month look back period for average hours is from the date of the leave request.
  • If an employee has been employed for less than 6 months with Auburn University, HR/Payroll will communicate with the employee’s supervisor to determine the agreed upon work schedule to determine eligible hours to be paid.

 

Paper Version of Leave Request Form

A paper leave form will be available, to be used only when it is not possible to use the electronic form.  The paper form may be uploaded to the secure HR website document upload site (http://www.auburn.edu/administration/human_resources/Secure_Document_Upload/hrpeb.html) , placed in the drop box at Human Resources, or mailed to HR.

 

Helpful examples of FFCRA leave use:

 

  1. Jane’s regular daycare provider is unavailable, and she has no one else that is a suitable childcare provider.
  • Jane can apply for FMLA+ (Expanded FMLA) through the electronic request form portal.
  • After her eligibility for FMLA+ has been confirmed by the HR benefits coordinator, Jane may begin her expanded FMLA leave. The first two weeks are unpaid; however, Jane may indicate her desire to use EPSL, accrued vacation, accrued sick leave, or accrued compensatory time to ensure that she will be paid during those two weeks, or she may elect to go into a leave without pay (LWOP) status.
  • The department will be responsible for entering this time in Kronos. If she is using her ESPL for the first 2 weeks, it must be recorded in Kronos using earn code EPC.
  • Beginning with her third week of FMLA+, she will be paid using FME throughout the remainder of her FMLA+. The department will be responsible for entering the proper hours into Kronos.

 

  1. Bob is experiencing symptoms of COVID-19 and is seeking a medical diagnosis.
  • He may use the online request form to indicate that he wishes to take EPSL.
  • HR/Payroll will enter the EPSL into Kronos, using the EPS earn code.
  • If Bob wishes to continue his leave after his EPSL has been exhausted, he must submit another request to indicate his desire to use ECAL. He may only use ECAL if his EPSL has been exhausted. A payroll team member will verify his eligibility for ECAL (by ensuring that all EPSL has been exhausted) and will then either enter his ECAL (earn code ECL) into Kronos, or reach out to the employee if further information is needed.

 

  1. Sam is a member of the custodial team. Due to much of campus working remotely, many buildings are largely unoccupied, reducing the need for regular cleaning. The department can only provide Sam with regular work for three days per week, even though he is available and willing to work his regularly scheduled hours.
  • The department will enter earn code ENW into Kronos to record hours on days when no work was available for Sam.

 

  1. José does not qualify for FMLA+, and he is not experiencing any of the qualifying reasons 1-4 or 6. However, he is not comfortable coming to campus and is unable to perform his job duties from home.
  • José may use accrued vacation leave, sick leave (after accrued vacation leave is exhausted), or compensatory time in week long increments.
  • The department will be responsible for entering this leave in Kronos.

 

  1. Sue is a TES employee. She is caring for her husband, who has been diagnosed with COVID-19 and is quarantined at home.
  • Sue is eligible for leave under the FFCRA. She will request EPSL (and if needed, ECAL) using the online request form.
  • Since she normally works irregular hours, HR/Payroll will calculate her average hours and will enter in Kronos accordingly. 91

Personal Protection Equipment (PPE)

Personal Protection Equipment (PPE)

Our health and well-being is determined by how each of us works diligently to protect ourselves and in so doing, protect each other and our families. With infected people who are asymptomatic, meaning they have no fever, cough, shortness of breath or anything, we need to consider that anyone of us or our coworkers could get infected at any time; we may not know it and end up spreading it, but if we consistently do the things I am about to go over with you, we will significantly, if not completely eliminate the risk of getting or passing on the virus. Keep in mind, you should be practicing most of this when away from work.

Self Monitoring

  • Self-screen before coming to campus. All persons are expected to monitor their own health to limit the spread of the virus. Before coming back to campus, individuals should self-screen for COVID-19 and consult a doctor if showing symptoms or answering “yes” to any of the screening questions.  This list is posted at the time clock.

Social Distancing Protocol

  • Continue to maintain the 6 foot distance rule as much and as often as you can
  • Don’t loiter in groups especially when starting your shift.  Only one person uses the time clock at one time, those waiting should keep at least 6 feet distance while waiting to clock in.  Staggered shift starting times have been implemented to assist with this.  The floor shall be marked to illustrate the proper distance.  After clocking in, report either to your office area or work location
  • A maximum of 6 persons will be allowed to use the break room at any one time, all extra furniture will be removed from all break-rooms and proper markings on the floor will be installed.
  • When riding in vehicles, drivers and passengers must all use face masks when there is more than one person in a vehicle. Always wipe/clean the steering wheel and door handles or any wipeable surface that may have been touched
  • When riding an elevator no more than 2 persons per car and use face masks– official university protocol will be established at a later date
  • When meeting or passing other individuals while walking, be mindful of co-workers space and make every effort to keep the 6 foot distance

Personal Protective Equipment

  • Gloves should always be worn at all times when performing tasks in buildings.  A new pair should be used when moving to a different building
  • Masks are suggested to be worn at all times when performing tasks in buildings.  Masks should be worn in vehicles occupied by more than one person.   NOTE:  We should have some official university guidance of the use of mask/gloves/PPE from the task force by the end of the week.
  • Masks should be worn in the Pumphrey Ave. Building when around other individuals for an extended period of time
  • Tyvek suits are available if requested or required by supervisor, based on individual situation.

Washing & Sanitation

  • Wash hands frequently with warm water and anti-bacterial soap for at least 20 seconds
  • Always keep hand sanitizer handy to use when soap and water are not available,
  • Utilize the available sanitizer stations when entering and exiting buildings
  • Frequently clean keys, swipes, phones, tools, and vehicle components (door handles, steering wheels, gear shifts, etc.) with bleach wipes or equivalent
  • Wash or Sanitize hands prior to and after clocking in or clocking out
  • Wash or Sanitize hands prior to and after using microwave or refrigerators
  • Exception:  8 persons in your break-rooms, please adhere to the marked spots

 

Any questions and concerns need to be directed quickly to their supervisors, who will reach out Keith/David/Roy to provide answers.  All staff needs to understand that we will be updating these procedures often, as new information is made available to us. Remember, each of us has a responsibility to each other and to the ones we love, our family.

 

 

 

 

A Message from the Director, David Maddox

All,

I trust that this message finds you and yours well and conquering the trying times we’ve all experienced over the past couple of months. I want to express my sincere appreciation to each and every one of you for your patience and your outstanding cooperation as we have made several changes to work schedules and requirements since the COVID 19 pandemic began.  It is your cooperation, dedication and continued heart to serve that has allowed Property Management to maintain the facilities, venues, systems and equipment that Auburn has invested in over time.  More importantly, it is you and your dedication that has allowed us to serve the students that remained on campus following Spring Break closure of the Campus. Your presence and dedication performing site critical work is most appreciated by all.  I appreciate you more than you will ever know.

Much work and effort remains in front of us.  We are now challenged with preparing those facilities we serve for an anticipated Fall opening of the campus.  I am certain that, together, we will rise to the occasion. I trust that you share my gratitude to Auburn for the wonderful benefits of continued employment and pay that we have all been so blessed to receive since entering the Alternate Operations mode. Now, we have arrived at a new place in our work life.  Beginning Monday, 11 May, those of us who cannot perform our work remotely will return to campus on a more routine and “normal” schedule.

If your Supervisor has not already done so, he/she will soon be reaching out to you to discuss scheduling and any challenges that you may face regarding a return to work.  We will work with you to navigate and present solutions to any challenges you may face. New leave guidelines have been implemented and those will be shared if they have not already been presented to you. Please feel free to contact your Supervisor to begin planning.

When we return on Monday, and for the foreseeable future thereafter, we will collectively develop our new normal which will include staggered shifts, required social distancing, use of personal protection equipment and perhaps other guidelines as well.  We will all practice these measures together and learn from each other as we move forward.

Again, thank you for all that you have done and will do to keep us successful.  You are the best!

dm

University HR COVID-19 Leave Form

Beginning this Sunday, May 10, AU employees (including AUM) who need to request leave related to COVID-19 should begin completing and submitting a new electronic form. Employees must submit a new leave request form for each type of leave requested.

A link to the new form, along with instructions, is available on the AU Human Resources website, at http://www.auburn.edu/hr/covid-leave-form.html. The form should be used for the following types of COVID-19 leave requests:

  • Emergency Paid Sick Leave (EPSL)
  • Emergency COVID-19 Administrative Leave (ECAL)
  • Expanded Family and Medical Leave Act (FMLA+)

Absent extenuating circumstances, COVID-19 leave request forms should be submitted electronically by the employee requesting leave no later than 4:45 p.m. on the Thursday prior to the workday(s) or workweek(s) for which leave is being requested.

Additional information on the three types of leave is available at http://www.auburn.edu/hr/operational-modifications.html. If you have questions, contact your supervisor, HR Liaison, or email benefit@auburn.edu.