Leave & Payroll (for faculty, staff, researchers, grad students and student employees)

Under APS 5062: Leave, there are leave provisions related to COVID-19 that may be available to employees due to the State of Colorado Healthy Families and Workplaces Act

CU Boulder faculty, staff, and students should note that while the declaration of a state of emergency is no longer in effect for Colorado, the federal Public Health Emergency remains in effect through at least October 18, 2021. Public Health Emergency Leave (PHEL), as it is defined below, remains in effect until at least four weeks after the federal Public Health Emergency ends. Under the current declared federal emergency, employees can use PHEL through November 15, 2021, unless the federal emergency is extended. HR will continue to monitor the status of the federal emergency and will notify campus when PHEL is no longer in effect.

COVID Leave Matrix - University Staff
COVID Leave Matrix - Classified Staff

Supplemental Sick Leave

The university will supplement an employee’s available sick leave balance, as necessary, to ensure that an employee may take 80 hours of sick leave (prorated for part-time) for following reasons, the employee

  • is self-isolating due to a positive diagnosis, of the illness that is the cause of the public health emergency;
  • is experiencing symptoms, seeking a medical diagnosis, medical treatment, or seeking preventive care with respect to the illness causing the public health emergency;  
  • is unable to work because public health officials or the employer determines it is unsafe for the employee to come to work due to the public health emergency;
  • is caring for a family member in the above circumstances;
  • needs to care for a child or other family member whose childcare facility is unavailable, or the child’s childcare facility or school is closed due to the public health emergency;
  • is unable to work because the employee has a health condition that may increase susceptibility to or risk of a communicable illness that is the cause of the public health emergency.

The university will provide supplemental sick leave up to 80 hours for those who do not have 80 hours of sick leave as of January 1, 2021.  Employees are only eligible to receive supplemental paid sick leave once during the entirety of a public health emergency.

Process: 

  • Employees who are experiencing any of the reasons for supplemental sick leave will fill out the Public Health Emergency Leave Request Form and provide a specific reason.
  • ​Employees are subject to a leave audit, performed by the HR Service Center and may alter the balances available.
  • Employees paid monthly (staff and 12-month faculty) will use the code PES (Paid Emergency Sick Salaried) for any supplemental leave hours granted to total 80 hours or their eligible amount.
    • After exhaustion of supplemental sick leave, the code FSK (Family Sick Leave) should be used to record any remaining leave hours taken.
  • Employees paid biweekly will use the code PEH (Paid Emergency Sick Hourly) for any supplemental leave hours granted to total 80 hours or their eligible amount.
    • After exhaustion of supplemental sick leave, the code HSK (Hourly Sick Leave), with "PHEL" in the comments section, should be used to record any remaining leave hours taken up to 80 hours.
  • ​Once the first 80 hours are exhausted by using sick leave or supplemental sick leave or a combination of both, and the employee is still sick or caretaking, the employee may begin using any remaining accrued sick leave.  Use of vacation and leave without pay are at the discretion of the supervisor.
  • The 80 hours of emergency sick leave is a one-time allotment, and cannot be granted more than once to the same employee for different reasons. 
    • For example: If the employee uses the 80 hours for childcare and then becomes sick, the employee would need to utilize their accrued leave balances. 
  • Medical documentation is not required for COVID-19 related illnesses. 

Child Care Leave Provisions

Per the APS 5062 (Section 2,II.A.1.d) under a public health emergency, sick leave may be used if a public official has ordered the closure of the employee’s place of business or the school or place of care of the employee’s child and the employee needs to be absent from work to care for the employee’s child. 

CU Boulder recommends supervisors continue to be flexible with parents on how and when work is being completed with modified K12 and childcare schedules.  

Process:   

  • Employees who are unable to work onsite or telework (with approval of Employee Relations or department HR) due to child care will fill out a Public Health Emergency Leave Request Form. Faculty members who are unable to work onsite or telework due to child care will fill out a Faculty Childcare Leave Request Form.
  • Employees are subject to a leave audit, performed by the HR Service Center that may alter the balances available.  
  • Employees paid monthly (staff and 12-month faculty) will use the code PES (Paid Emergency Sick Salaried) for any supplemental leave hours grated to total 80 hours or their eligible amount.
    • After exhaustion of supplemental sick leave, the code FSK (Family Sick Leave) should be used to record any remaining leave hours taken.
  • Employees paid biweekly will use the code PEH (Paid Emergency Sick Hourly) for any supplemental leave hours grated to total 80 hours or their eligible amount.
    • After exhaustion of supplemental sick leave, the code HSK (Hourly Sick Leave) with "PHEL" in the comments section, should be used to record any remaining leave hours taken up to 80 hours.
  • Once the first 80 hours are exhausted by using sick leave or supplemental sick leave, and the employee is still needing childcare, the employee may begin using any remaining accrued sick leave.  Use of vacation and leave without pay are at the discretion of the supervisor.  
If you are required to return to campus for your position and feel you are unable to do so, please review the resources available to you.

 If you are required to return to campus for your position and feel you are unable to do so, please review the resources available to you. 

  • If you feel you are unable to return to campus for any reason, the below resources may be available to you. Please connect with these resources as soon as possible so you have the support you need prior to your return-to-work date. Please review carefully:
    • ​If you are caring for a child whose school or place of care has been closed as the result of an order issued by a public health official, you may be eligible for public health emergency leave. More information can be found on the COVID-19 HR Processes page. You will need to complete the Public Health Emergency Leave Request Form and email it to Leave@colorado.edu.  
    • If you are self-isolating due to a positive diagnosis, are experiencing symptoms of COVID-19, seeking a medical diagnosis/treatment, are seeking preventative care (or are caring for a family member in these circumstances), you may be eligible for public health emergency leave. More information can be found on the COVID-19 HR Processes page. You will need to complete the Public Health Emergency Leave Request Form and email to Leave@colorado.edu.  
    • If you have a medical condition that prevents you from being able to return to work, please contact ADA Compliance directly at adacoordinator@colorado.edu. Please be aware that you may need to provide medical documentation as a part of their process, so it is recommended you contact them as soon as possible to ensure they have time to assess your request prior to the return-to-work date.
    • Leave under the Family Medical Leave Act (FMLA) may be a resource. Please contact Human Resources at Leave@colorado.edu to inquire if you would be eligible for FMLA and how FMLA can be used.
    • If you are experiencing other concerns or questions about returning to work, the Faculty and Staff Assistance Program is a free and confidential resource for employees, and we encourage you to connect with them to discuss your specific situation and navigate your options.
    • For information on masks, vaccination requirements, public health guidance and COVID-19 testing options, please visit the COVID-19 information page.  
    • If you have tested positive for COVID-19 or have had close contact with someone who has tested positive for COVID-19 and have questions about returning to work, please email contacttracing@colorado.edu.
  • ​It is the employee’s responsibility to connect with these resources and follow the guidelines above.