University wide COVID-19 resources and Student Affairs Employee Processing Steps

Student Affairs COVID-19 Employee Processing

Given the ever-changing nature of the COVID-19 virus crisis, this guidance will be updated as needed when new information emerges or as the situations change.

The United States Federal Government created the Families First Coronavirus Response Act (FFCRA). The FFCRA created the Emergency Paid Sick Leave Act and expands the Family Medical Leave act of 1993 to help protect families and workers during the COVID-19 outbreak. This Act is effective April 1, 2020.

Employees may be eligible for the benefits of the FFCRA through December 31, 2020, provided they meet the qualifying criteria outlined in the act.

The Families First Coronavirus Response Act (FFCRA) essentially has two separate components:
• Emergency Paid Sick Leave Act
• Emergency Family Medical Leave Expansion Act

Emergency Paid Sick Leave Act
All covered employees are eligible from the first day of employment for emergency sick leave due to COVID-19 regardless of their employment group.

Status employees (Academic Professionals, Civil Service, Postdoc Research Associates and Faculty)
• Full-time employees are eligible for up to 80 hours of leave time, based on their regular schedule over a 2-week period.

• Part-time employees are eligible for the number of hour the employee works, on average, over a 2-week period.

Non-Status employees (Graduate Hourly, Academic Hourly, Extra-Help, Student Employees)
• Eligible for the number of hours the employee works, on average, over a 2-week period

Employee must be unable to work or telework and present one of six qualifying reasons to use emergency paid sick leave.

Sick leave benefits are paid at varying rates (100% or 66.67%) based on qualifying reasons documented below.

At 100% rate – qualifying reasons for emergency paid sick leave
1.Employee is subject to a Federal, State, or local quarantine or isolation order;
2.Employee has been advised by a health care provider to self-quarantine;
3.Employee is experiencing symptoms of COVID-19 and seeking a medical diagnosis;

At 66.67% rate – qualifying reasons for emergency paid sick leave
1.Employee is caring for an individual who is subject to an order described in the first two bullet points above;
2.Employee is caring for child whose school or day care has been closed, or child care provider is unavailable due to COVID-19 reasons;

If your absences are for qualifying reasons (see general information tab), complete an FFCRA Employee Certification Form. The form does not need to printed. It can be completed using your phone or computer—see below instructions.

Applying for Emergency Sick Leave (ErSickLv) hours Applying for Expanded Family and Medical Leave (EFML)
Step 1: If reporting COVID1-19 exposure, symptoms or travel to a state listed on Chicago’s emergency travel order, report your absence to your department using appropriate call-off procedures. Step 1: If applying for EFML, thoroughly review and complete FFCRA Employee Certification form (eligibility) and obtain appropriate supporting documentation
Step 2: Immediately report your exposure, symptoms or travel to a state listed on Chicago’s emergency travel order, to University Health Services(UHS) using the REDCap link and wait to be contacted (within 24 hours). Ensure your contact information and supervisor’s information is accurate. Forward your automated email response from RedCap to your supervisor. DO NOT VISIT CAMPUS WEEKLY TESTING SITES Step 2: Send FFCRA leave form AND supporting documentation to SAHR@uic.edu at minimum 5 business days prior to start of leave.
Step 3: If you qualify and would like to access your emergency sick leave hours (ErSickLv), return FFCRA Employee Certification form to SAHR@uic.edu by 3 P.M. THUSDAY prior to end of any pay period. If your application is not received by deadline, ErSickLv hours may not be applied and you must inform your department supervisor to use sick benefit hours (not applicable to extra help and student employees). Step 3: If EFML is intermittent and it includes telecommuting (remote working), department must complete UIC Telecommuting Agreement.
Step 4: If you don’t receive a call from UHS within 48 hours, contact your supervisor. Step 4: Await response/approval from SA HR before starting leave.
Step 5 Review your Work Status Report (WSR) received via email from UHS. Ensure 1st day off work, supervisor’s email address, and department information are accurate. Note your follow-up and return to work date(s). If supervisor email address is inaccurate, forward WSR to supervisor. Report any needed corrections to UHS. YOU CAN NOT RETURN TO WORK UNTIL YOU RECEIVE CLEARANCE FROM UHS. Step 5: If changes in leave are needed, email SAHR@uic.edu at minimum 5 days prior to end of leave.
Step 6: Return to work as indicated on you WSR or communication from department. Step 6: Return to work as indicated on EFML approval letter.
Sections to be completed on FFCRA form Section to be completed on FFCRA form
Page 3 Your information, reason for leave (choose one), and whether you previously received ErSickLv hours. Skip EFML section. Page 3 Your information, reason for leave (choose one), and whether you previously received ErSickLv hours. Check first line under EFML section
Page 4 - Request to use benefit section Leave blank Dates for which leave is requested section: Check line for a block of time & enter the beginning and end date of quarantine (if known or TBD. Sign and date. Page 4 – Request to use benefit section Check 1st line (if appropriate) and 2nd line Under 2nd line, select how you want the first 10 days paid. Dates for which leave is requested section Check appropriate line for block of time (continuous days off) or intermittently with start date. Sign and date.
Page 5 Your name, leave dates (same as page 4), check boxes and complete information that apply. Page 5 Your name, leave dates (same as page 4), check boxes and complete information that apply.
Page 6- Sign and date Do not write anything beyond page 6. Page 6- Complete information that apply, sign and date Do not write anything beyond page 6.

Signing FFCRA Leave form electronically

Android Phone: Click on pen → sign with finger or pointer.

iPhone: Use the share button at top→ select “Mark up” and a pen will appear.

Mac Computer: Edit it in Preview →exported it as a PDF. Otherwise, I will not see the details typed

Windows Computer: Click fountain pen →click (+) to add signature →type name →click apply →move signature to appropriate location.

  1. Be alert to employee communications and absences due to COVID19 reasons
  2. Notify every potential leave situation to SAHR@uic.edu IMMEDIATELY
  3. If employee has indicated possible COVID-19 exposure, symptoms or travel to state listed a on Chicago’s emergency travel order, direct them to SA HR website on next steps
  4. Do NOT accept documentation/medical forms from employee
  5. If you do not receive Work Status Report from UHS within 48 hours, contact employee for an update and contact SA HR if UHS has not contacted employee.
  6. Forward all UHS Work Status Reports to SAHR@uic.edu along with employee’s anticipated work hours for the current and following work week.
  7. Track leave taken – may use FMLA/VESSA Usage Spreadsheet (if applicable)
  8. Monitor/supervise employee’s compliance with scope of leave that’s authorized
  9. Upon end of leave, work with SA HR to restore employee to original or equivalent position (if applicable)
  1. Determine type of leave needed per supervisor’s communication
  2. If absence is not COVID19 related, review leave options per University Policy; if further assistance is needed – contact UICHR
  3. Review eligibility
  4. Request further information or clarification regarding medical reason for leave (if needed)
  5. Provide written notice of leave status
  6. Remain in communication during leave
  7. Maintain secure confidential employee leave files
  8. Administer system processing of leave: Kronos, HRFE, Banner

University wide COVID-19 Resources