Contact

Administrative Services

Phone
Fax
319-353-2384
Campus Address
121-10 USB
Mailing Address

121 University Services Building, Suite 10
Iowa City, IA 52242-1911
United States

Hours
The UHR Welcome Center is open 8:00am-5:00pm, Monday through Friday.

(added 4/2/2020, updated 5/11/2020, 8/28/2020, 12/14/2020, 8/10/2021, 8/25/2021)

Please note: This content has been modified to reflect expiration of federal COVID leaves on December 31, 2020. Leave occurring after that date will be assigned to applicable non-federal leave types, regardless of when the leave began.

The following information provides sample scenarios for the order to apply paid leave accruals during the COVID-19 public health emergency as of July 1, 2021. 

Questions regarding these scenarios or scenarios not listed may be directed to Faculty and Staff Disability Services, Michelle Kongable, or Todd Rent

Definitions

Board of Regents (BOR) Paid Sick Leave: In March 2020, the Iowa Board of Regents authorized employees who otherwise earn paid sick leave to utilize up to 80 hours of additional paid sick leave (prorated for all excluding biweekly and temporary staff) when leave is needed for a COVID-19 related event. Employees who have not exhausted these 80-hours may access their remaining balance for the following events:

  • Employee’s own COVID-19 diagnosis, required quarantine, or health care provider directed quarantine or isolation  
  • Caring for an immediate family member* who meets one of the criteria above
  • Caring for a minor dependent under the age of 18 when school or child care provider has closed due to COVID-19

*Immediate family member as defined in the Family Caregiving Leave policy.

Family Caregiving Leave (FCL): In 2020, the Board of Regents temporarily waived the cap for FCL, permitting all available sick leave hours to be used as FCL for the care and necessary attention to an employee’s immediate family member. The waiver remains in place through August 31, 2021.

Note that any remaining BOR Paid Sick Leave (see above) may be used to care for a minor dependent under age 18 when school or child care is closed due to COVID-19. 

Catastrophic Leave: In 2020, the Board of Regents temporarily modified the existing Catastrophic Leave policy to allow donations to be used for COVID-19 related absences for an employee, an employee's family member, or to care for a minor dependent under the age of 18 when school or childcare provider has closed due to COVID-19. The temporary modification was discontinued effective July 1, 2021, and pre-pandemic criteria for use of catastrophic leave will be reinstated.

Individual: Guidance from the U.S. Department of Labor defines an individual as an immediate family member, roommate, or a similar person with whom the employee has a relationship that creates an expectation that the employee would care for the person if he or she self-quarantined or was quarantined.

COVID-Related Time Record Codes

Codes used for employees who do not qualify for traditional FMLA, employees who have exhausted FMLA in 2021, or when traditional FMLA does not apply:

  • 08 – Federal or BOR COVID Self Care (for employee’s quarantine or diagnosis when FMLA does not apply)
  • 09 – Federal or BOR COVID Family Care (for family member’s quarantine, diagnosis, or care for child with no school/child care when FMLA does not apply)

Please note that federal COVID Self Care and federal COVID Family Care leave types expired on December 31, 2020, and are no longer available to university employees. Hours coded as 08 and 09 will be deducted from remaining BOR leave.

Codes used for employees who qualify for traditional FMLA:

  • 68 – Federal or BOR FMLA COVID Self Care (same as 08 but used when FMLA applies and when the employee is eligible using traditional eligibility criteria.) 
  • 69 – Federal or BOR FMLA COVID Family Care (same as 09 but used for child, spouse, parent quarantine, or diagnosis when FMLA applies and when the employee is eligible using traditional eligibility criteria.) 

Please note that eFMLA COVID FCL Extended leave type expired on December 31, 2020, and is no longer available to university employees. 

Please note that federal FMLA COVID Self Care and federal FMLA COVID Family Care leave types expired on December 31, 2020, and are no longer available to university employees. Hours coded as 68 and 69 will be deducted from remaining BOR leave.

COVID-19 Leave Scenarios by Employee Classification

A. Employee has been diagnosed with COVID-19

B. Employee has symptoms of COVID-19 and is seeking a medical diagnosis

C. Employee has been advised by a health care provider to self-quarantine related to COVID-19

D. Employee has an underlying serious health condition with a health care provider certification to self-quarantine due to concerns related to COVID-19

Order of accruals

1. BOR Paid Sick Leave (code 08) or FMLA BOR Paid Sick Leave (code 68)* 

2. Sick Leave (code 2) or FMLA Sick Leave (code 52)

3. Vacation (code 01) or FMLA Vacation (code 51)**

4. Catastrophic Leave donations received (if health care provider has certified that the condition is likely to result in a loss of 30 or more workdays)

5. Unpaid Leave

* Board of Regents Paid Sick Leave is prorated based on percentage of appointment. Codes 68, 52, and 51 are for employees who qualify for FMLA using the traditional eligibility criteria.  

**Compensatory time may be substituted where available.

E. Employee must care for a family member (child, spouse, parent) due to a scenario consistent with those outlined in A, B, C, or D

Order of accruals

1. BOR Paid Sick Leave (code 09) or FMLA BOR Paid Sick Leave (code 69)*

2. Family Caregiving Leave (code 03) or FMLA Family Caregiving Leave (code 53) 

3. Vacation (code 01) or FMLA Vacation (code 51) **

4. Unpaid Leave

* Board of Regents Paid Sick Leave is prorated based on percentage of appointment. Codes 69, 53, and 51 are for employees who qualify for traditional FMLA and leave is for child, spouse, parent.

** Compensatory time may be used if available. 

F. Employee must care for an immediate family member under Family Caregiving Leave (other than child, spouse, parent and as defined by UI Family Caregiving Leave) due to a scenario consistent with those outlined in A, B, C, or D

Order of accruals

1. BOR Paid Sick Leave (code 09) 

2. Family Caregiving Leave (code 03) 

3. Vacation Leave (code 01)

4. Unpaid Leave

* Board of Regents Paid Sick Leave is prorated based on percentage of appointment. Traditional FMLA will not apply in this scenario.  

G. Employee is unable to work due to the need to care for a minor dependent because school is closed due to COVID-19, or because their child care provider is closed or unavailable due to COVID-19

Order of accruals

1. BOR Paid Sick Leave (code 09) 

2. Family Caregiving Leave (code 03) 

3. Vacation Leave (code 01)

4. Unpaid Leave

H. Faculty member has been diagnosed with COVID-19.

I. Faculty member has symptoms of COVID-19 and is seeking a medical diagnosis.

J. Faculty member has been advised by a health care provider to self-quarantine related to COVID-19.

K. Faculty member has an underlying serious health condition with a health care provider certification to self-quarantine due to concerns related to COVID-19.

Order of accruals

1. BOR Paid Sick Leave (code 08) or FMLA BOR Paid Sick Leave (code 68)* 

2. Sick Leave (code 2) or FMLA Sick Leave (code 52)  

3. Vacation (code 01) or FMLA Vacation (code 51), if faculty member does not accrue vacation, move to #5

4. Catastrophic Leave donations received (if health care provider has certified that the condition is likely to result in a loss of 30 or more workdays)

5. Unpaid Leave

* Board of Regents Paid Sick Leave is prorated based on percentage of appointment. Codes 68, 52, and 51 are for employees who qualify for FMLA using the traditional eligibility criteria.  

L. Faculty member must care for a family member (child, spouse, parent) due to a scenario consistent with those outlined in H, I, J, or K

Order of accruals

1. BOR Paid Sick Leave (code 09) or FMLA BOR Paid Sick Leve (code 69)*

2. Family Caregiving Leave (code 03) or FMLA Family Caregiving Leave (code 53) 

3. Vacation (code 01) or FMLA Vacation (code 51); if faculty member does not accrue vacation move to 4 below

4. Unpaid Leave

* Board of Regents Paid Sick Leave is prorated based on percentage of appointment. Codes 69, 53, and 51 are for employees who qualify for traditional FMLA and leave is for child, spouse, parent.

M. Faculty member must care for an immediate family member (other than child, spouse, parent and as defined by UI Family Caregiving Leave) due to a scenario consistent with those outlined in H, I, J, or K

Order of accruals

1. BOR Paid Sick Leave (code 09)* 

2. Family Caregiving Leave (code 03) 

3. Vacation Leave (code 01), if faculty member does not accrue vacation move to #4

4. Unpaid Leave

* Board of Regents Paid Sick Leave is prorated based on percentage of appointment. Traditional FMLA will not apply in this scenario.  

N. Faculty member is unable to work due to the need to care for a minor dependent because school is closed due to COVID-19, or because their childcare provider is closed or unavailable due to COVID-19

Order of accruals

1. BOR Paid Sick Leave (code 09) 

2. Vacation Leave (code 01), if faculty member does not accrue vacation move to #5

3. Unpaid Leave

O. Faculty member has been diagnosed with COVID-19

P. Faculty member has symptoms of COVID-19 and is seeking a medical diagnosis

Q. Faculty member has been advised by a health care provider to self-quarantine related to COVID-19

R. Faculty member has an underlying serious health condition with a health care provider certification to self-quarantine due to concerns related to COVID-19

Paid leave is not available.

S. Faculty member must care for an immediate family member due to a scenario consistent with those outlined in O, P, Q, or R and is unable to work while providing care

Paid leave is not available.

T. Faculty member is unable to work due to the need to care for a minor dependent because school is closed due to COVID-19, or because their childcare provider is closed or unavailable due to COVID-19 and the faculty member is unable to work while providing care  

Paid leave is not available.

U. Biweekly employees who are not able to work due to a COVID-19 related need for themselves or an immediate family member

Order of Accruals

1. BOR Paid Sick Leave – Self-care (code 08) or BOR Paid Sick Leave – Family care (code 09) *  

*As of January 1, 2021, biweekly employees have access to up to two weeks (maximum 80 hours) of BOR leave based on their regular work schedule.  

V. Biweekly employees who are not able to work due to the need to care for a minor dependent because of a school or childcare closure

Order of Accruals

1. BOR Paid Sick Leave (code 09)*  

*As of January 1, 2021, biweekly employees have access to up to two weeks (maximum 80 hours) of BOR leave based on their regular work schedule.  

W. Temporary monthly employee has been diagnosed with COVID-19

X. Temporary monthly employee has symptoms of COVID-19 and is seeking a medical diagnosis

Y. Temporary monthly employee has been advised by a health care provider to self-quarantine related to COVID-19

Z. Temporary monthly employee has an underlying serious health condition with a health care provider certification to self-quarantine due to concerns related to COVID-19

Order of Accruals

1. BOR Paid Sick Leave (code 09)* (if eligible for sick leave accrual) 

2. Sick Leave (code 02) (if eligible for sick leave accrual) 

3. Vacation Leave (code 1) (if eligible for vacation leave accrual)

4. Catastrophic Leave donations received (if eligible for sick or vacation leave and health care provider has certified that condition is likely to result in a loss of 30 or more workdays)

5. Unpaid Leave

*Leave for part-time temporary monthly employees is prorated based on average weekly hours for six months preceding the leave or weekly hours reasonably anticipated on date of hire.

AA. Temporary monthly employee must care for an immediate family member (child, spouse, parent) due to a scenario consistent with those outlined in W, X, Y, or Z

Order of Accruals

1. BOR Paid Sick Leave (code 09)* (if eligible for sick leave accrual)

2. Vacation Leave (code 01) (if eligible for accrual)

3. Unpaid Leave

*Leave for part-time temporary monthly employees is prorated based on average weekly hours for six months preceding the leave or weekly hours reasonably anticipated on date of hire.  

BB. Temporary monthly employee must care for an immediate family member (other than child, spouse, parent and as defined by UI Family Caregiving Leave) due to a scenario consistent with those outlined in W, X, Y, or Z

Order of Accruals

1. BOR Paid Sick Leave (code 09)* (if eligible for sick leave accrual)

2. Family Caregiving Leave (code 03) (if eligible for sick leave accruals)

3. Vacation Leave (code 01) (if eligible for accrual)

4. Unpaid Leave

*Leave for part-time temporary monthly employees is prorated based on average weekly hours for six months preceding the leave or weekly hours reasonably anticipated on date of hire.  

CC. Temporary monthly employee is unable to work due to the need to care for a minor dependent because school is closed due to COVID-19, or because their childcare provider is closed or unavailable due to COVID-19

Order of accruals

1. BOR Paid Sick Leave (code 09)* (if eligible for sick leave accrual)

2. Vacation Leave (code 01) (if eligible for accrual)

3. Unpaid Leave

*Leave for part-time temporary monthly employees is prorated based on average weekly hours for six months preceding the leave or weekly hours reasonably anticipated on date of hire. 

DD. GA or postdoc has been diagnosed with COVID-19

EE. GA or postdoc has symptoms of COVID-19 and is seeking a medical diagnosis

FF. GA or postdoc has been advised by a health care provider to self-quarantine related to COVID-19

EE. GA or postdoc must care for an individual due to a scenario consistent with those outlined in DD, EE, or FF

Order of accruals

1. BOR Paid Sick Leave 

2. Sick leave and paid leave provided under the graduate assistant employment agreement or the postdoctoral benefits package.

3. Unpaid Leave

FF. GA or postdoc is unable to work due to the need to care for a minor dependent because school is closed due to COVID-19, or because their childcare provider is closed or unavailable due to COVID-19

Order of accruals

1. BOR Paid Sick Leave (code 09)*
2. Sick Leave provided under the graduate assistant employment agreement or the postdoctoral benefits package.
3. Unpaid Leave

*Board of Regents Paid Sick Leave is prorated based on percentage of appointment.