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Work Options for Return to Campus Plan

Leave for COVID-19 Vaccinations

In response to the Governor’s Executive Order No. 03.31.21.02, the University System of Georgia has provided guidance on procedures to record time and absences related to COVID-19 vaccinations. In an effort to encourage more USG employees to receive the vaccine, the USG will allow faculty and staff (those who normally accrue sick leave) to use “Non-Closure Emergency Leave” as of March 31, 2021 for the purpose of COVID-19 vaccinations. Individuals will be compensated for this time without deducting from vacation or sick leave balances up to the amounts noted below.

Receiving a COVID-19 vaccine

  • Faculty and staff may take up to eight (8) hours of Non-Closure Emergency Leave for the purpose of receiving a vaccine. If receiving a two-dose vaccine, this is a total of up to 8 hours across both doses

After receiving COVID-19 vaccine

  • Faculty and staff who experience vaccine side effects that prevent them from performing duties of employment may take up to sixteen (16) hours of Non-Closure Emergency Leave rather than using sick leave. If receiving a two-dose vaccine, this is a total of up to 16 hours across both doses

How to track this time

  • Faculty and staff should inform their supervisors of time taken for these purposes and provide proof of vaccination. Supervisors should NOT retain a copy of proof of vaccination.
  • Supervisors of individuals paid bi-weekly should use the code “00NHP – Non-Closure Emergency Hourly Paid” to track this on timesheets. This is the same tracking process that was used for non-closure leave over the past year.
  • Supervisors of individuals paid monthly should use the code “00NSP – Non-Closure Emergency Salary Paid” to track this on timesheets. This is the same tracking process that was used for non-closure leave over the past year.
  • We will not require medical documentation for leave taken as a result of vaccine side effects if it is taken within the first several days after being vaccinated.

Additional questions and retroactive sick/vacation leave updates

  • Individuals who have already used their own sick and/or vacation leave to receive a vaccine and/or for vaccine side effects since March 31st can retroactively cancel:
    • up to 8 hours of any leave taken since March 31st to receive a vaccine and
    • up to 16 hours of any leave taken since March 31st for vaccine side effects.
    • For biweekly-paid individuals, supervisors should retroactively add the “00NHP – Non-Closure Emergency Hourly Paid” code to the respective timesheets instead of sick/vacation leave.
    • For monthly-paid individuals, supervisors should retroactively add the “00NSP – Non-Closure Emergency Salary Paid” code to the respective timesheets instead of sick/vacation leave.
  • If supervisors have questions about the information above, please contact hrservice@georgiasouthern.edu.

The following chart describes options available to an employee based on different conditions that may apply. As a reminder, all leave must be approved by an employee’s immediate supervisor and subject to standard policies and processes.

Employee is out or unable to return to campus as scheduled in the Initial Return to Campus Plan due to… Work Schedule Options/Leave Options
(options/leave are generally used in the order listed)
Employee is subject to a Federal, State, or local  quarantine or isolation order related to COVID-19 •Accrued Leave
•FMLA (if applicable)
•TELEWORK/FLEXTIME REQUEST (if eligible and approved)
Employee has been advised by a healthcare provider to self-quarantine due to COVID-19 symptoms •Accrued Leave
•FMLA (if applicable)
•TELEWORK/FLEXTIME REQUEST (if eligible and approved)
Employee needs to obtain a medical diagnosis or receive care related to COVID-19 symptoms •Accrued Leave
•FMLA (if applicable)
•TELEWORK/FLEXTIME REQUEST (if eligible and approved)
Employee has to care for an individual who is quarantined •Accrued Leave
•TELEWORK/FLEXTIME REQUEST (if eligible and approved)
To care for son or daughter whose school or child care provider is closed or unavailable •Accrued Annual Leave
•TELEWORK/FLEXTIME REQUEST (if eligible and approved)
To care for an at-risk family/household member•Return to work with CDC safety measures in place
•FMLA (if applicable)
•TELEWORK/FLEXTIME REQUEST (if eligible and approved)
Employee’s own personal illness or injury, unrelated to COVID-19 (employee needs leave due to unrelated illness or injury or was already on leave when new forms of leave were added) • FMLA (if sick for more than three days or to care for a family member with an injury or illness unrelated to COVID-19)
• Accrued Sick Leave
• Accrued Annual Leave
• Accrued Compensatory Time (if non-exempt and comp time exists)
Employee’s own personal leave plans, unrelated to COVID-19 (employee is taking leave for an event unrelated to COVID-19; annual leave had already been planned and employee will continue with plans) • Accrued Compensatory Time (if non-exempt and comp time exists)
• Accrued Annual Leave

Employees needing a work accommodation

Employees who are in need of a work accommodation due to a medical condition may request an accommodation under the American’s With Disabilities Act.   In order to request an accommodation, complete the ADA Accommodation Request Form and supporting medical documentation and submit it to hrservice@georgiasouthern.edu.  Employees are not required to disclose medical information to supervisors.  This information is maintained within Human Resources.

Last updated: 9/3/2021