HR COVID-19 Resources
Coronavirus Pandemic (COVID-19) Employee Resources
- 2021 COVID-19 Supplemental Paid Sick Leave NEW
- Coronavirus Pandemic (COVID-19) Paid Administrative Leave
- CSU Non-Telecommuting Workers Leave (NTWL)
- Families First Coronavirus Response Act (FFCRA)
- Emergency Pay
- Faculty Resources & Scenarios
- Staff & Faculty Payday Information
- Related Forms & Resources
Covered Employees in the public or private sectors who work for employers with more than 25 employees are entitled to up to 80 hours of COVID-19 related sick leave from January 1, 2021 through September 30, 2021, immediately upon an oral or written request to their employer. If an employee took leave for the reasons below prior to March 29, 2021, the employee should make an oral or written request to the employer for payment.
- Caring for Yourself: The employee is subject to quarantine or isolation period related
to COVID-19 as defined by an order or guidelines of the California Department of Public
Health, the federal Centers for Disease Control and Prevention, or a local health
officer with jurisdiction over the workplace, has
been advised by a healthcare provider to quarantine, or is experiencing COVID-19 symptoms and seeking a medical diagnosis.
- Caring for a Family Member: The covered employee is caring for a family member who
is subject to a COVID-19 quarantine or isolation period or has been advised by a healthcare
provided to quarantine due to COVID-19, or is caring for a child whose school or place
of care is closed or
unavailable due to COVID-19 on the premises.
- Vaccine-Related: The covered employee is attending a vaccine appointment or cannot work or telework due to vaccine-related symptoms.
- 80 hours for those considered full-time employees. Full-time firefighters may be entitled
to more than 80 hours, caps below apply.
- For part-time employees with a regular weekly schedule, the number of hours the employee is normally scheduled to work over two weeks.
- For part-time employees with variable schedules, 14 times the average number of hours worked per day over the past 6 months.
- Rate of Pay for COVID-19 Supplemental Paid Sick Leave: Non-exempt employees must be
paid the highest of the following for each hour of leave:
- Regular rate of pay for the workweek in which leave is taken
- State minimum wage
- Local minimum wage
- Average hourly pay for preceding 90 days (not including overtime pay)
- Exempt employees must be paid the same rate of pay as wages calculated for other paid leave time.
Effective April 1, 2020 through December 31, 2020, the federal Families First Coronavirus Response Act (FFCRA) provides eligible employees the following benefits under specific conditions related to COVID-19, if they are unable to work or unable to work remotely:
Emergency Paid Sick Leave Act
- Up to two weeks (up to 80 hours) of paid sick leave when the employee is unable to work or remote work because the employee is quarantined or has a bona fide need to care for an individual subject to quarantine (pursuant to Federal, State, or local government order, or advice of a health care provider), experiencing COVID-19 symptoms and seeking a medical diagnosis, and/or to care for a child whose school or child care provider is closed or unavailable for reasons related to COVID-19.
Emergency Family and Medical Leave Expansion Act
- Up to an additional 12 weeks of expanded family and medical leave by adding a new reason to qualify for Family and Medical Leave Act of which 10 weeks are paid and when an employee, who has been employed for at least 30 calendar days, is unable to work or work remotely due to a bona fide need for leave to care for a child whose school or childcare provider is closed or unavailable for reasons related to COVID-19.
- Effective May 1, 2020 through June 30, 2020, the CSU's Non-Telecommuting Workers Leave (NTWL) provides eligible employees the following benefits under specific conditions related to COVID-19, if they are unable to work on campus and unable to work remotely.
- Up to 304 hours for eligible employees who are not assigned to work on site, who cannot work remotely based on their job duties, and who have exhausted the hours available to them under COVID-19 Temporary Paid Administrative Leave (CPAL).
All employees requesting the Coronavirus Pandemic (COVID-19) Paid Administrative Leave (also known as CPAL) must complete the Temporary Paid Administrative Leaves (TPL, CPAL, & NTWL) Form. This form includes a tool for planning the dates that CPAL will be used by pay period. Employees must self-certify on the form that the need for leave is valid.
Corona Paid Administrative Leave (CPAL) means that for a limited period of time, employees on this status will receive their normal rate of pay while neither reporting to work nor working remotely.
The Chancellor's Office has granted use of CPAL up to 256 hours (prorated for those who do not work full time) effective March 23 through December 31, 2020 for employees unable to work for COVID-19 related reasons.
- Most employees with an appointment that has an associated timebase, including exempt and non-exempt employees;
- Academic student employees (R11); and
- Non-represented student assistants
- Hourly/intermittent employees (positive pay)
- Special Consultants
- Retired Annuitants and FERP employees
- Auxiliary/Foundation employees
- Temporary Faculty employed solely to teach summer session, extension, and/or intercession, with no appointments during the regular terms (e.g. fall and spring semester; or fall, winter, and spring quarters) within the academic year.
For most employees, up to 256 hours of CPAL can be used if the employee is unable to work, on campus or remotely, for the following reasons:
- When an employee is unable to work due to the employee's own COVID-19-related illness or that of a family member who the employee would normally be able to use sick leave for;
- When an employee is unable to work because the employee has been directed by their supervisor or healthcare provider not to come to the worksite for COVID-19-related reasons and/or it is not operationally feasible for the employee to work remotely;
- When it is not operationally feasible for the employee to work remotely;
- When an employee is unable to work due to a COVID-19-related school or daycare closure and the employee is required to be at home with a child or dependent, and it is not operationally feasible for the employee to work remotely or in conjunction with the childcare commitment.
Employees are also able to use their own accruals per their standard department protocols. Nothing in these provisions shall be construed in any way 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.
- 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.
- CPAL can be requested through an employee's Appropriate Administrator.
- Employees can request CPAL by completing the Temporary Paid Administrative Leaves (TPL, CPAL, & NTWL) Form.
To calculate the number of hours for less than full time employees, take the average number of hours the employee works per week, 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 paid admin leave available.
Student Employees are still limited to 20 hours per week.
Effective March 23, 2020, MPPs and Staff should report CPAL via PeopleSoft HR. Paid Administrative Leave usage must be coordinated with your supervisor. Usage, up to the employee's maximum, can be reported by selecting "Organ Donor/Bone Marrow" from the drop-down menu and in comments, type "CPAL". These absence event must coincide with the Paid Administrative Leave form that is submitted to your administrator. The Organ Donor/Bone Marrow leave type will be retitled in the coming months to reflect the COVID-19 label. Normal reporting for sick, vacation and other types of leaves remain unchanged.
Faculty should report CPAL by completing the Temporary Paid Administrative Leaves (TPL, CPAL, & NTWL) Form. Normal reporting for sick, vacation, and other types of leave remain unchanged.
Non-represented and Instructional Student Assistants (hourly student employees) – Click here for Student Employee FAQs.
Currently, CPAL is only appropriate for the time when an eligible employee cannot perform their duties from home due to the nature of their position or tasks, and have not been asked by their supervisor to perform essential on-campus functions.
Not at this time, provided the employee has submitted a completed Temporary Paid Administrative Leaves (TPL, CPAL, & NTWL) Form. Right now, we will continue tracking the CPAL hours of these employees along with everyone else. All employees should explore what work can be accomplished remotely. This information could change depending on updated guidance from the Chancellor's Office.
Employee should complete the Temporary Paid Administrative Leaves (TPL, CPAL, & NTWL) Form. The form should be used when an employee is unable to work because they have been directed by their appropriate administrator not to come to the worksite and it is not operationally feasible for them to work remotely.
Staff and MPPs should send their completed, approved forms by email to email@example.com.
Hourly Student Employees (including ISAs) should complete their request form and forward to their supervisor to approve and retain for future reference and to assist with tracking.
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 paid administrative leave. Note that if the employee can perform part of their work from home, they should do so, and they may be eligible for paid admin leave for the portion of the day (or week) that they are not working. Employees may receive a telecommuting assignment that includes checking voicemail, email, catching up on training, or taking advantage of other professional development opportunities available on CSULearn or that have been approved by their supervisor.
If employees are still unable to either work remotely or perform essential on-campus functions, there may be options available and they should reach out to the Department of Human Resources via email: firstname.lastname@example.org.
Non-exempt CSUEU (Units 2, 5, 7, and 9) and IUOE (Unit 10) employees are eligible for Emergency Pay.
All stateside members of eligible bargaining units that were, or will be, authorized to work on-site during the COVID-19 crisis and the governors stay at home order must record all on campus time worked.
All eligible non-exempt employees called to work will be paid emergency pay for all hours worked on campus. The Overtime Forms should be used to track and approve these hours. Email string approvals should include the original email from the employee with the Overtime Forms attached and the lead/manager certification and authorization included. Emails with attached Overtime Forms should be forwarded to email@example.com. All certifications and Authorizations can be done through email. Payroll will be using these to issue emergency pay.
All eligible exempt employees called to work on campus will be paid their normal monthly salary and are ineligible for overtime and/or emergency pay. However, eligible exempt employees required to work on campus on a day or days declared as a state of emergency at a campus, who would otherwise been able to use administrative leave, will be allowed to take equivalent informal time off on a date mutually determined by the employee and their manager. Managers are responsible for tracking these hours and ensuring the informal time off usage.
Department managers must pre-approve all on-campus work and must ensure that the Department of Human Resources is aware of the tracking requirements for on-campus work.
Faculty Questions & Scenarios
Yes. All faculty with any timebase are eligible for a prorated amount of CPAL.
Yes, faculty with any timebase are eligible for CPAL, prorated by timebase (time base FTE times 256 hours). This means, for example, that instructors who have a 0.2 appointment (they teach a single 3-unit class), are eligible for 51.2 hours (0.2 x 256) of CPAL. Because faculty are exempt employees, paid administrative leave for faculty must be taken in full-day increments.
Staff and Faculty Payday Information
Throughout the Shelter-in-place and campus closure, staff and faculty may pick up their pay warrants at the Police Services building between 9:00 AM and 11:00 AM. The Cashier's Office is open every Thursday from 10:00 AM to 2:00 PM.