Sent to all campus employees on 4/3/20 at 3:42 p.m.
Good Afternoon Titans,
Thank you for your collaboration and patience as we continue to seek out methods to navigate the complex situation related to the COVID-19 pandemic. This communication provides further details and guidance concerning eligibility for and the administration of the CSU’s COVID-19 Temporary Paid Administrative Leave (CPAL). In an effort to continue to limit the gathering of students, faculty, and staff, the CSU Chancellor has granted use of paid administrative leave up to 256 hours effective March 23, 2020 through December 31, 2020 for employees unable to work for COVID-19 related reasons. Under the new provisions, eligible employees 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, subject to the following conditions:
- All hours must be used by the 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 timebase of the appointment.
The paid administrative leave time may be used only if the employee is unable to work, on-campus or remotely, for the following purposes:
- When an employee is unable to work due to the employee’s own COVID-19-related illness;
- When an employee is unable to work due to the COVID-19-related illness of a family member whom the employee would normally be allowed to use sick leave for;
- When an employee is unable to work because the employee has been directed by their healthcare provider not to come to the worksite for COVID-19-related reasons;
- When an employee is unable to work because the employee has been directed by their supervisor that 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(ren) or dependent(s), and it is not operationally feasible for the employee to work remotely or in conjunction with the childcare commitment.
Please note that this paid leave allotment does not supersede or apply to paid leave provisions providing indefinite leave for employees who have underlying chronic medical conditions and/or who are 65 years or older and unable to work remotely.
Employees eligible for CPAL include the following:
- All employees with a timebase 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 semester) within the academic year;
- All academic student employees (Unit 11); and
- All non-represented student assistants.
The number of hours available for employees who work less than full-time shall be prorated according to the percent or timebase of their appointment (hours normally scheduled to work). There is no waiting period to become eligible for CPAL, and new employees hired after the effective date are also eligible.
Reasonable Notification and Documentation
Employees requesting paid leave under CPAL must submit a Request for Paid Administrative Leave Form to their appropriate administrator for approval. Employees must self-certify on the form that the need for leave is valid. The CPAL form is attached and can also be obtained on the HRDI bi-weekly updates site: https://hr.fullerton.edu/news/bi-weekly-updates/.
Total Time Available for Eligible Employees (32 days/256 hours)
Eligible employees are granted an allotment of up to 32 days (256 hours). This time may be used at any time from March 23, 2020 through December 31, 2020. The policy allows employees to use this time paid under CPAL before using other accrued leave balances or any other paid leave which might be available.
- Exempt Employees : Exempt employees are to use paid leave in full day increments unless the leave is designated under the Family and Medical Leave Act (FMLA).
- 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
The number of hours (or days, if exempt) for employees who work less than full-time shall be prorated according to the percent or timebase of the appointment (hours normally scheduled to work). In the case of an employee whose schedule varies from week to week to such an extent that the manager is unable to determine with certainty the number of hours the employee would have worked if such employee had not taken leave– managers should contact Griselda Marquez in HRDI at email@example.com or ext. 5187 for consultation.
Reason for Leave
An employee is unable to work due to:
- Isolation: When an employee is unable to work due to the employee’s own COVID-19-related illness or that of a family member for whom the employee would normally be able to use sick leave.
- Quarantine: When an employee is unable to work because the employee has been directed by a healthcare provider not to come to the worksite for COVID-19 related reasons. This includes when an employee is exhibiting signs of illness and has verified with their appropriate administrator that they not come to the worksite for COVID-19 related reasons. This further includes when an employee is exhibiting signs of illness and is aware of potential exposure and/or there has been a COVID-19 related diagnosis at the worksite. Under all these circumstances, it is appropriate for the employee to quarantine and utilize this leave if remote work is unavailable.
- Remote Work Unavailable: When an employee is unable to work because the appropriate administrator has determined that remote work is not operationally feasible or available.
- Dependent/Child School Closure: 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(ren) or dependent(s), and it is not operationally feasible for the employee to work remotely or in conjunction with the childcare commitment. The employee must discuss the limitations of working remotely with the appropriate administrator.
The last three weeks have brought about rapid change to our campus community in ways we likely never imagined. Still, through the adversity, we have been resilient in coming together to put the health and well-being of our community at the forefront. We have demonstrated compassion towards one another and have truly exemplified our ingenuity to continue to provide the essential functions that support the mission of our University. I am truly grateful to serve alongside each of you during this unparalleled time. Thank you for all you do.
If you have any questions regarding this letter, please contact Griselda Marquez in HRDI at firstname.lastname@example.org or ext. 5187.
David Forgues, Ph.D., SHRM-SCP
Human Resources, Diversity & Inclusion