The information on this page is for 2020 and 2021 COVID-19 related leaves that have expired.

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Expanded COVID-19 Related Leave

The California State University system is offering an enhancement to SB 95's Supplemental Paid Sick Leave. 

Paid leave up to 128 hours (16 days) has been granted effective January 1, 2021 through December 31, 2021 for eligible employees unable to work due to COVID-19-related
reasons as outlined in Senate Bill 95 which was signed by the Governor on March 19, 2021.

 
Eligibility

Unit 1 (UAPD), Units 2, 5, 7, 9 (CSUEU), Unit 4 (APC), Unit 8 (SUPA), Unit 10 (IUOE), Unit 11(UAW),  represented employees and non-represented employees eligible for ECRL include the following:

Most employees, including exempt and non-exempt, are eligible for ECRL. Retired annuitants are ineligible as they are excluded by law from receiving any leave benefits. There is no waiting period to become eligible for this leave, and new employees hired after the effective date are considered eligible upon hire.  

 

Qualifying Reasons for Leave

ECRL can be used for the following reasons when employees are unable to work on site or telework:
• Employee is subject to a quarantine or isolation period related to COVID-19 as defined by federal, state, or local orders or guidelines.
• Employee is advised by a health care provider to self-quarantine due to concerns related to COVID-19.
• Employee is attending an appointment to receive a COVID-19 vaccine.
• Employee is experiencing symptoms related to a COVID-19 vaccine.
• Employee is experiencing COVID-19 symptoms and seeking a medical diagnosis.
• Employee is caring for a family member who is subject to a quarantine or isolation order or guideline or who has been advised to self-quarantine by a health care provider due to concerns related to COVID-19.
• Employee is caring for a child whose school or place of care is closed or otherwise unavailable for reasons related to COVID-19 on the premises.

NOTE: The quarantine or isolation period related to COVID-19 is the period 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.

 

Full Time Employees

Employees receive 128 hours if fulltime, time base is 1.0 (FTE) or, on average, they worked or were scheduled to work at least 40 hours per week in the two weeks preceding the date they took leave.
Exempt Employees – Under the Fair Labor Standards Act (FLSA), exempt employees must use paid leave in full day increments unless the leave is designated under qualified medical and family reasons covered by CSU Family and Medical Leave (FML).
Non-Exempt employees - Under the Fair Labor Standards Act (FLSA), non-exempt employees may use time in less than full day increments.


Less than Full Time Employees

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).

Retroactive Corrections

ECRL is effective on March 29, 2021 and retroactive to January 1, 2021. Campuses are not required to proactively process retroactive corrections for employees who may have used their own leave balances or were docked pay for reasons that qualify for ECRL between January 1, 2021 and March 29, 2021. Employees must request a retroactive correction verbally or in writing. The campus requires an employee requesting a retroactive correction to submit an ECRL request form.

2021 COVID-19 Supplemental Paid Sick Leave (Unit 3) 

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.

A covered employee may take leave if the employee is unable to work or telework for any of the following reasons:
  • 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.
Paid Leave for Covered Employees 
  • 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.

 

Coronavirus Pandemic (COVID-19) Paid Administrative Leave

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. 

Under these specific provisions, the following employees shall be eligible to receive a one-time allotment of up to 256 hours (pro-rated for those who do not work full-time) of CPAL that can only be used due to COVID-19 related absences.
  • 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.

These are employees typically represented by Unit 11 (Instructional Student Assistants).

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 humanresources@csum.edu.

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: humanresources@csum.edu.

 

Families First Coronavirus Response Act (FFCRA)

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.

Access the FFCRA Form here.

 

CSU Non-Telecommuting Workers Leave (NTWL) 

  • 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).

 

Emergency Pay

Non-exempt CSUEU (Units 2, 5, 7, and 9) and IUOE (Unit 10) employees are eligible for Emergency Pay.

Emergency Pay provisions are set out in the following Articles of the CSUEU and IUOE CBA:

Emergency Pay is a premium payment made to non-exempt CSUEU and IUOE employees when they perform essential on-campus work retroactive to March 20, 2020.

No. Emergency Pay is for an employee who is assigned to work on-campus. If an employee needs to come to campus to get supplies for the purpose of working at home, they are not assigned on-campus work and they do not qualify for emergency pay. However, the act of retrieving supplies still counts as time worked.

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.

Non-exempt Employees
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 humanresources@csum.edu. All certifications and Authorizations can be done through email. Payroll will be using these to issue emergency pay.

Exempt Employees
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.

"Call Back" occurs when you are called back to campus outside of your normal work hours. If you are called to campus during your regular shift, it is not considered Call Back (CSUEU Article 19.17-19.19; IUOE Article 12.15).

 

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.

Retired annuitants and FERP faculty are not eligible for CPAL but may use their accrued sick leave.

The number of paid leave hours is prorated by timebase. For example, a .4 faculty would be eligible for .4 x 256 hours = 102.4 hours of paid leave. Faculty with any timebase are eligible for a prorated amount of CPAL. Because faculty are exempt employees, paid administrative leave for faculty must be taken in full-day increments.

Previous leave provisions announced by the Chancellor on March 17, 2020, provided indefinite leave for employees who have underlying chronic medical conditions and/or who are 65 years or older. Paid leave will continue until the faculty member can return to remote work.

 

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.

 

Forms and Resources

The CSU's Response to COVID-19

Coronavirus CSU Employees Resources Web Site

Cal Maritime COVID-19 Updates and FAQ's

2021 Supplemental Paid Sick Leave(SB-95) Poster

2021 COVID-19 Supplemental Paid Sick Leave FAQs

Absence Management Reporting for COVID-19 Reference Guide

Overtime Forms for Emergency Pay (CSUEU & IUOE Employees)

HR Letter 2020-04

COVID-19 Information for Student Employees

FFCRA Employees Rights Poster

COVID-19 Related Paid Leave Program Grid