COVID-19 STAFF BENEFIT OPTIONS
Paid sick leave and expanded family and medical leave under the Families First Coronavirus Response Act
The Families First Coronavirus Response Act (FFCRA or Act) requires certain employers to provide their employees with paid sick leave and expanded family and medical leave for specified reasons related to COVID-19. These provisions will apply from April 1, 2020 through December 31, 2020.
COVID-19 Summary of Benefits
Employee is Sick – 2 Weeks at 100% Pay
(Must Provide a Doctor’s Note)
Consecutive Leave Only
○ l (Qualifying Reason 1) Federal, State, Local Quarantine or Isolation
○ l (Qualifying Reason 2) Been Advised by a Health Care Doctor to Quarantine
○ l (Qualifying Reason 3) Experiencing symptoms and seeking medical diagnosis
Care for Someone who is Sick – 2 Weeks at 2/3 Pay
(Must Provide Doctor’s Note to Qualify)
Consecutive or Intermittent Leave
○ (Qualifying Reason 4) Caring for someone who has been advised to quarantine
Childcare Addl. 10 Weeks at 2/3 Pay or 12 Weeks at 2/3 Pay if options 1, 2, 3, or 4 are not used
(Must provide closure of facility notice)
Consecutive or Intermittent Leave
○ (Qualifying Reason 5) Caring for a child under 18
Substantially Similar Condition
○ l (Qualifying Reason 6) DHHS has NOT deemed any other substantially similar condition
Example of Qualifying Reason 1: If the Governor of Iowa or your current state of residence, issues a Shelter in Place order related to COVID-19. Social distancing recommendation does not qualify.
Example of Qualifying Reason 2: You have a doctor’s note to stay home related to COVID-19. This note must be supplied to HR.
Example of Qualifying Reason 3: You have a doctor’s note for COVID-19 testing and cannot work. This note must be supplied to HR.
Example of Qualifying Reason 4: You are caring for an individual who has been advised to stay home related to COVID-19. You will need to provide a doctor’s note that you are the caregiver.
Example of Qualifying Reason 5: School/Daycare facility for your child(ren) is closed related to COVID-19. For non-SSCSD facilities, you will need to provide a closure notice.
Example of Qualifying Reason 6: As of 4/1/2020 the Department of Health and Human Services has NOT deemed any other similar condition.
COVID-19 Staff FAQ’s
Q: How do I apply for COVID-19 leave?
- A: Employees who qualify for COVID -19 pay will need to complete the Formsite application and notify their supervisor. Formsite link: https://fs2.formsite.com/siouxcitycommschools/h2tccbiynd/index.html
- Those who use Absence Management will need to enter a leave request with the COVID-19 sick code that applies. This request will be routed to HR for approval.
- Those who do not use Absence Management will need to notify their secretary.
Q: How do I know if my COVID-19 application is approved?
- A: A confirmation email will be sent to you.
Q: Does this leave count against my accrued sick leave?
- A: NO, this time is in addition to your accrued sick leave.
Q: If my doctor provides documentation that I cannot work for six weeks, can I reapply for more COVID-19 employee sick time?
- A: NO, you are only able to receive 10 days of COVID-19 sick time for your own illness. You may then go back to using your own accrued sick leave.
Q: What kind of documentation do I need to supply?
- A: If you are sick – A doctor’s note that you cannot work
- If you are being tested for COVID-19 – A doctor’s note that you are being tested
- If you are the caretaker – A doctor’s note stating you are the caretaker
- Childcare – Facility closure notice
Q: How to I provide my documentation?
- A: Documentation may be uploaded to your Formsite application, fax to 712-279-6692, or emailed to firstname.lastname@example.org.
Q: How long do I have to provide my documentation?
- A: 15 days, If no documentation is received within 15 calendar days a denial email will be sent.
Q: What happens if I use all of the COVID-19 sick time AND all of my own sick time?
- A: If you are called into work or are part of the “essential” employee group, any remaining time off would be deduct or non-paid time.
Q: If one of my family members needs two weeks of care, then another family member becomes ill down the road, can I reapply for more COVID -19 sick time?
- A: NO, you are only able to receive 10 days of COVID-19 sick time to care for someone else; you may then continue to use your own sick leave by following regular building protocol.
Q: I am unable to get a doctor’s note but I do not feel comfortable going to work, will this still apply?
- A: NO, you must be able to provide a doctor’s note to qualify. You may continue to use your own sick leave by following regular building protocol.
Q: How is the time calculated?
- A: Days are calculated on the average number of hours worked over a two-week period. Full-time employees receive up to 80 hours.
Q: Is everyone eligible for this benefit?
- A: YES, all employees are eligible for 10 days of paid COVID-19 time, but you must be employed for at least 30 days to qualify for the additional 10 weeks of childcare leave.
Q: What if I have already taken FMLA this year?
- A: Employees are only allowed to take a total of 12 weeks of FMLA within the last 12 month period. Example, if you took 6 weeks of maternity leave earlier this year, you will only be able to use up to 6 more weeks for a qualifying COVID-19 option.
Q: Does this allow for a grandparent, aunt/uncle, niece/nephew, or similar kin to take leave for childcare?
- A: NO, a “son or daughter” is defined as your own child, which includes your biological, adopted, or foster child, your stepchild, a legal ward, or a child for whom you are standing in loco parentis—someone with day-to-day responsibilities to care for or financially support a child. A son or daughter may be over the age of 18 if they have a mental or physical disability, and is incapable of self-care.
Q: If I apply for option 5 (pay at 2/3 for a school/daycare closure) and the closure is extended, do I need to reapply?
- A: NO, employees will NOT need to reapply through Formsite. Employees who use Absence Management WILL need to enter the additional days into Absence Management.
Q: If I am applying for more than one type of COVID-19 leave, do I need to complete separate applications?
- A: NO, you can use the same application.
Q: Can I edit, change, or delete a submitted COVID-19 leave application?
- A: NO, you will need to contact Kim Smith via email to inform her of any application changes.
Q: Can I cancel my application for childcare leave if I do not want to receive 2/3 pay?
- A: YES, you will need to contact Kim Smith via email to cancel your application; you may continue to use your own sick time for 100% pay by following regular building protocol.
Q: If my COVID-19 leave request is denied, can I reapply in the future?
- A: YES, as long as you meet the criteria and can supply documentation.
Q: Can I use 1/3 of my own sick time to supplement the 2/3 pay for a facility closure or to care for someone else?
- A: NO, you cannot use a combination of your own and the COVID-19 pay. To receive pay at 100%, you would need to use ONLY your own available leave.
Q: If I first apply for qualifying reason 5 (childcare facility closure), can I also apply for sick time for myself or to care for someone else later at full pay?
- A: NO, the first 10 days of COVID-19 leave for any reason will exhaust your 10 days of sick pay, regardless of the pay amount. Once this initial 10 day period is used you cannot be approved for it again. You are only able to add an additional 10 weeks of leave for childcare. Example: if you apply for childcare leave first, you would not be eligible to any other type of COVID-19 pay.
Q: How long do I have to use this benefit?
- A: Active employees are eligible April 1, 2020 – December 31, 2020