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NEW COVID-19 Paid Administrative Leave

Posted on May 13, 2022

Dear Colleague,

You are receiving this email as someone with access to the HR Front-End (HRFE). 

Effective April 5, 2022, the University of Illinois System offers COVID-19 Paid Administrative Leave to eligible employees in accordance with new Illinois Public Act 102-0697. This new leave replaces the University’s temporary coronavirus-related paid leave.

To be eligible for COVID-19 Paid Administrative Leave, employees, including graduate assistants, extra help, hourly, and student employees, must be:

  • Fully vaccinated with an approved COVID-19 vaccine OR
  • have an approved medical or religious COVID-19 vaccination accommodation with the University at the time of leave (and be fully complaint with all requirements of that accommodation including testing and/or masking) AND
  • be unable to work or telework for qualifying reasons.

Public Act 102-0697 also includes provisions for retroactively restoring certain leave time previously taken for prior COVID-19 related absences. More information about requesting and handling this retroactive leave will be provided as soon as we have determined the criteria and process for making such leave adjustments. We appreciate your patience as we analyze the requirements of this new Public Act.

Processing Instructions for COVID-19 Paid Administrative Leave

Banner earn codes, leave codes, and leave reasons for COVID-19-related leave have changed:

  • Earn code CO5 is to be used for qualifying COVID-19 Paid Administrative Leave beginning April 5th. Earn code CO1 has been removed from timesheets effective pay period BW11 (May 1st) and will be available only for pay adjustments for COVID-19 related leave taken prior to April 5th.
  • The ERSL leave code in PEALEAV has been retired for leaves prior to April 5th and balances have been “zeroed out”.  The new leave code, ILCO, should be used for COVID-19 Paid Administrative Leave taken on or after April 5th. Use the following new leave reasons on the PZAELOA Banner form:
    • E5 – ILCOVID EE IDPH Req ISOLATION – The employee has received a positive COVID-19 diagnosis via a PCR test or a probable COVID-19 diagnosis via an antigen diagnostic test and must isolate in accordance with Illinois Department of Public Health guidance.
    • E6 – IL COVID EE Close Contact – The employee has been deemed by the local health department to be a close contact of a person who has a confirmed case of COVID-19 and is required to quarantine in accordance with Illinois Department of Public Health guidance.
    • E7 – IL COVID EE Symptom – The employee was required by university policy to be excluded from university property due to COVID-19 symptoms.
    • E8 – IL COVID Childcare – The employee must care for a child who is unable to attend elementary or secondary school because the child must isolate or quarantine.
  • Log COVID-19 Paid administrative Leave in the reporting portal. (The “FFCRA” tool name will change to “COVID Leave” next week.) The leave approval template letter is posted (https://hr.uic.edu/covid-19-leaves-of-absence/ click on “COVID-19 Leave Template Letters”) for units to utilize when approving leave requests. As a reminder for all leaves, the approval letter must be forwarded to UIC HR service Center as an HR Front End ADM transaction.

Leave options for vaccine doses and recovery from side effects

While the new COVID-19 Paid Administrative Leave is in effect, obtaining an FDA approved COVID-19 vaccine dose or booster is designated as an approved event for non-exempt employees. Non-exempt employees may be excused for up to two hours, without having to charge a benefit, operations permitting and with prior supervisory approval, when absenting themselves for the purpose of receiving a COVID-19 vaccine dose or booster.

Upon receiving the vaccine doses required for being fully vaccinated, employees should upload their Vaccination Record Card in accordance with UIC, UIUC, or UIS guidelines and/or procedures.

Beginning April 5, 2022, employees need to use their own accrued sick leave or other appropriate leave for time needed for recovery from any side effects of a COVID-19 vaccine dose or booster.

Leave provisions may differ for employees of the University of Illinois Hospital and Health Sciences System. Employees in these health care settings should contact their leave representative at uihloa@uic.edu for specific leave guidelines available to health care employees.

Questions about COVID-19 Paid Administrative Leave

Direct questions to your Human Resources office. Employees of UI Hospital and Health Sciences System should contact their leave representative at uihloa@uic.edufor paid leave options related to COVID-19 available to health care employees.