Leave Options During COVID-19 - Human Resources at Ohio State

COVID-19 HR RESOURCES:

Leave Options During COVID-19

To assist employees (faculty, staff, student employees and graduate associates), this webpage will outline time off, leave and other options available to individuals who are impacted by the COVID-19 pandemic. The university and the Wexner Medical Center are open for business, and the intent is to first make sure all work and telework options are explored before seeking time off or leave.

The time off and leave options outlined are subject to change by the university based on additional guidance it receives.

The university recognizes there are many challenges associated with COVID-19 and supports faculty and staff by providing flexibility to help balance the demands of home and work. Please visit Flexible Work for more information.

Faculty and staff who have their own health condition which places them at high risk for serious complications from COVID-19 should evaluate their risk with their medical provider and determine if they are in need of modifications at work. If the medical condition rises to the level of disability under the ADAAA, the Workplace Accommodation form should be submitted by the employee. The request will be evaluated by HR Integrated Absence Management in accordance with the Reasonable Accommodation Policy. Medical documentation to support a request will be required. Personal medical information will not be shared with the employee’s manager and/or department HR business partner.

Detailed information on requesting accommodations for your own health condition related to COVID-19 can be found at COVID-19 Related Work Accommodations.

Faculty and staff who live with or care for someone who is considered high risk for severe complications and are in need of modifications at work can request a Flexible Work Arrangement. If the employee needs to request leave (cannot work or telework) to actively provide care for a family member with a serious health condition, the employee should request FMLA in accordance with the Family and Medical Leave policy 6.05.

Ohio State faculty and staff have the following time off options to use during the pandemic, as outlined in the Paid Time Off Policy.

Accrued Sick Time

Accrued sick time may be available for individuals for the following COVID-19 related reasons:

  • Ill with COVID-19, ill with COVID-19 related symptoms, ill with COVID-19 related symptoms and seeking a diagnosis
  • Subject to a federal, state, or local order to quarantine
  • Advised by a medical provider to quarantine
  • Caring for a family member who is ill with COVID-19, ill with COVID-19 related symptoms, or ill with COVID-19 symptoms and seeking a diagnosis
  • Caring for a family member who is subject to a federal, state, or local order to quarantine and otherwise requires care
  • Symptoms after a COVID-19 vaccination
Accrued Vacation Time

Accrued vacation time may be available for individuals for the following COVID-19 related reasons:

  • School closure, child care unavailability
  • Voluntary (recommended but not required) quarantine after travel
Paid Time Off Use

Sick and vacation time can be used in accordance with the Paid Time Off Policy.

All paid time off should be entered in Workday, Kronos (Health System) or your departmental time keeping system. See instructions for entering time off.

Additionally, to assist with managing time off during the pandemic, Ohio State expanded the vacation donation criteria to include COVID-19 related situations. Additional information can be found on the Employment Related FAQ’s Specific to COVID-19 webpage.

Family and Medical Leave

Individuals who become acutely ill with COVID-19, or complications of COVID-19, and those who are caring for a family member who is seriously ill with COVID-19 or COVID-19 complications may be eligible for job-protected leave under the Family and Medical Leave Policy.

Family and Medical Leave Use:

Medical Leave of Absence (Non-FML)

Individuals who become acutely ill with COVID-19 or complications of COVID-19 may be eligible for job-protected leave under the Unpaid Leave Policy.

Medical Leave of Absence Use:

The Emergency Sick Leave and Expanded Family and Medical Leave (FML) provisions under the FFCRA expired with the law on December 31, 2020.

The university and medical center offered COVID-19 related Pandemic Leave to employees who were ineligible for Emergency Sick Leave under the Families First act, described above. The university Pandemic Leave expired with Families First on December 31, 2020. Medical Center Pandemic Leave expires February 27, 2021.

These are typical examples of when an employee might need to use the leave options described above for COVID-19 when an employee cannot work or telework.

1. You have symptoms of COVID-19 and are seeking medical treatment, were diagnosed with COVID-19, or are medically quarantined. In this scenario you may have work/telework options, paid time off or leave options available:
  • You may be able to utilize telework (if you are well) to continue to work during quarantine. You should discuss this option with your supervisor.
  • You can use your university accrued sick, vacation or comp time in accordance with the Paid Time Off Policy 6.27. You can request paid time off via Workday or Kronos (Health System).
  • Graduate associates may request time off in accordance with the Graduate School handbook.
2. You are caring for an individual who is experiencing symptoms of COVID-19 and seeking medical treatment, diagnosed with COVID-19 or medically quarantined. You are not eligible for disaster leave, but you have other options.
  • You may be able to utilize telework to continue to work during quarantine. You should discuss this option with your supervisor.
  • You can use your university accrued sick, vacation or comp time in accordance with the Paid Time Off Policy 6.27. You can request paid time off via Workday or Kronos (Health System).
  • Graduate associates may request time off in accordance with the Graduate School handbook.
3. You are caring for a son or daughter due to school or place of care closure or child care provider being unavailable.
  • You may be able to utilize telework to continue to work during quarantine. You should discuss this option with your supervisor.
  • You may be able to use your university accrued vacation or comp time in accordance with the Paid Time Off Policy 6.27. You can request paid time off via Workday or Kronos (Health System).
  • Graduate associates may request leave in accordance with the Graduate School handbook.
4. You are caring for a son or daughter (as defined by the FMLA) for part of the week because school is closed for full-time in-person learning (for example: 3 days per week are virtual learning and 2 days per week are in-person learning), and you cannot telework. You are not eligible for disaster leave, but you may have other options:
  • You may be able to utilize telework to continue to work during quarantine. You should discuss this option with your supervisor.
  • You may be able to use your university accrued vacation or comp time in accordance with the Paid Time Off Policy 6.27. You can request paid time off via Workday or Kronos (Health System).
  • Graduate associates may request leave in accordance with the Graduate School handbook.
5. You are in a high-risk category and are required to come to campus for critical work, and you may need to take leave to reduce exposure to COVID-19.
  • You should seek medical guidance from your health care provider and contact your leave administrator to inquire about accommodations and any leave options, as you may be eligible for FMLA that would run concurrently with paid leave.
  • If approved, you may take university sick, vacation or comp time in accordance with Paid Time Off Policy 6.27.
  • If your health care provider advises that you medically quarantine, please follow medical quarantine guidance.
  • You may also be eligible for accommodations under the Americans with Disabilities Act (ADA) related to your high-risk condition, including additional PPE (personal protective equipment), modified schedules, modified work location or other changes to your work environment. Please see additional information on COVID-19 Related Work Accommodations.
6. You are tested for COVID-19, receive a negative result, and you are diagnosed with another illness, such as influenza.
  • You may use accrued sick time or other paid time off, pursuant to university policies.
  • You should stay out of work until your symptoms improve and you are fever-free for 24 hours. You would use your accrued sick time if you are still sick, as with any other illness.