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Guidance on taking leave

Given that the situation is evolving, updates may be forthcoming as circumstances change. All decisions will be made with the health and safety of UF’s community in mind and with the guidance of public health authorities.

Unless faced with an exceptional circumstance, faculty and staff should continue to follow their department’s standard practices for requesting time off.

College- and unit-level HR offices may refer to this chart when considering leave requests in light of current complexities such as potential exposure. If you have questions about your particular situation, please contact your HR office for assistance.

We recognize there may be times when employees require additional support that our current policies do not address. If you confront a particularly difficult circumstance, please contact Employee Relations at (352) 392-1072.

In addition to the leave options outlined below, leave-accruing employees may use accrued sick leave, vacation leave, or a combination of both for reasons related to COVID-19.

Employees feeling sick

Employees who are feeling unwell, even with mild symptoms such as headache and slight runny nose, should stay home until they recover.

Employees needing to take time off due to school closures or unavailable childcare

The Alternate Work Location provision may be of assistance during this time for some. For those jobs that do not lend themselves to working from home, faculty and staff may wish to discuss options for adjusting their schedules with their supervisors. Eligible employees who are unable to report for work and unable to work remotely may use emergency paid sick leave as outlined below.


Emergency Paid Sick Leave Instructions

In response to the passing of the Emergency Paid Sick Leave Act, UF is offering eligible employees up to 2 work-weeks (80 hours for a full-time employee) of a new leave benefit, which can be used as of March 24,2020 and will expire December 31, 2020.

You would be eligible for this leave if you are currently or become unable to work or telework because you:

  1. Are subject to a Federal, State, or local quarantine or isolation order related to COVID-19. This includes if you are not able to work due to the UF reducing to essential operations only on campus or meet the criteria of the State Surgeon General Public Health Advisory.
  2. Have been advised by a health care provider to self-quarantine due to concerns related to COVID-19.
  3. Are experiencing COVID-19 symptoms and are seeking a medical diagnosis.
  4. Are caring for an individual who is subject to an order as described in (1) or self-quarantine as described in (2).
  5. Are caring for your child whose school or place of care is closed (or childcare provider is unavailable) due to COVID-19 related reasons; or
  6. Are experiencing any other substantially-similar condition specified by the U.S. Department of Health and Human Services.

If you believe that you qualify for use of this leave for any of these reasons, you should speak with your supervisor and/or your department’s HR Liaison.

If you do not meet any of these conditions, you do not qualify for use of this leave at this time. You may account for any approved absences with the use of your personal accrued sick leave, vacation leave or log leave without pay.

Emergency Paid Sick Leave can be used intermittently; however, in order for you to do so, you will need to work with your supervisor to devise an alternate work schedule.

Any approved use of Emergency Paid Sick Leave will be logged directly in your Timesheet using a specific Time Reporting Code, ‘ESD – Emergency Paid Sick Leave,’ (additional TRC’s are available for some international employees).

Please work with your supervisor or departmental Time and Labor processor for assistance in recording these hours onto your timesheet.

When entering the Paid Sick Leave Time Reporting Code or requesting that an appropriate payroll or HR professional do so on your behalf, you are agreeing that to the best of your knowledge you meet the criteria for use of this leave. In doing so, you understand that any willful misrepresentation or falsification may lead to ineligibility for these benefits and may be cause for disciplinary action, up to and including termination.

FAQ for Emergency Paid Sick Leave

What is Emergency Paid Sick Leave?
Emergency Paid Sick Leave is part of the Families First Coronavirus Response Act. This leave entitles eligible employees with up to 10 days, not to exceed 80 hours, of paid sick leave, pro-rated for part-time employees based on the number of hours the employee is normally scheduled to work over that period.
The University of Florida will pay eligible employees their full rate of pay, not to exceed 80 hours, for all the qualifying reasons.
Am I eligible for Emergency Paid Sick Leave?
Employees that cannot work or telework due to one of the following reasons are eligible for Emergency Paid Sick Leave:

  1. Employee is subject to a Federal, State, or local quarantine or isolation order related to COVID-19. This includes UF employees who are not able to work due to the University reducing to essential operations only on campus.
  2. Employee has been advised by a health care provider to self-quarantine due to concerns related to COVID-19.
  3. Employee is experiencing symptoms of COVID-19 and seeking a medical diagnosis.
  4. Employee is caring for a family member who is subject to an order as described in 1 or has been advised as described in 2.
  5. Employee is caring for a son or daughter of such employee if the school or place of care of the son or daughter has closed, or the childcare provider of such son or daughter is unavailable.

Note: Healthcare workers involved in the day-to-day clinical enterprise responding to COVID-19 may be exempt from use of Emergency Paid Sick Leave.
Questions regarding eligibility should be directed to your college/unit HR administrator or supervisor.

What is my rate of pay for Emergency Paid Sick Leave?
UF will use your regular rate of pay to calculate this paid leave, not to exceed 80 hours, pro-rated for part-time employees based on the number of hours the employee is normally scheduled to work over that period.
Is there a new time reporting code?
Yes. ESD – Emergency Leave Used is the new time reporting code to use when entering this time in myUFL. When entering the Emergency Paid Sick Leave time reporting code, ESD, you are agreeing that to the best of your knowledge you meet the criteria for use of this leave. In doing so, you understand that any willful misrepresentation or falsification may lead to ineligibility for these benefits and may be cause for disciplinary action, up to and including termination.
May I take my Emergency Paid Sick Leave intermittently?
Emergency Paid Sick Leave can be used intermittently; however, in order for you to do so, you will need to work with your supervisor to devise an alternate work schedule.
Am I eligible for Emergency Paid Sick Leave if I meet the criteria of a State Surgeon General Public Health Advisory due to COVID-19? (i.e. 65 or older, immunocompromised health condition)
Yes. Documentation from your health care provider is required for those with immunocompromised health conditions.

Families First Coronavirus Response Act (FFCRA)

FFCRA Poster

Note: Healthcare workers involved in the day-to-day clinical enterprise responding to COVID-19 are exempt from EFMLEA.