Using Leave for Covid-19 Vaccination

With the state of Georgia’s recent expansion of the criteria for vaccine eligibility, many at Georgia Tech are taking advantage of the opportunity.  

To accommodate faculty and staff the University System of Georgia (USG) temporarily reinstated the use of Non-Closure Emergency Leave for eligible employees receiving a Covid-19 vaccination. The policy is effective as of March 31, 2021 and will expire at the conclusion of the Public Health State of Emergency declared in the Governor’s Executive Order. 

Below we outline the proper use, process, procedure, and eligibility requirements of the Non-Closure Emergency Leave.  

When to Use Non-Closure Emergency Leave

Under this temporary provision, eligible Georgia Tech employees may:  

  1. Take up to eight hours (pro-rated for part-time employees) of Non-Closure Emergency Leave for the purpose of receiving a Covid-19 vaccine. This 8-hour time period is the total time that can be taken for both the first and second dose of the vaccine. 

  1. Take up to 16 hours (pro-rated for part-time employees) of Non-Closure Emergency Leave if they receive a Covid-19 vaccine and experience any side effects that prohibit them from performing their duties of employment.  

Eligibility for Non-Closure Emergency Leave

Employees not eligible for Non-Closure Emergency Leave include: 

  • Temporary employees, 
  • Student employees, and  
  • Rehired retirees. 

Employees eligible for Non-Closure Emergency Leave include:  

  • Regular full-time (paid biweekly or paid monthly), and  
  • Regular part-time (paid biweekly or paid monthly). 

Note: Part-time employees working 20 to 29 hours per week or .5 FTE to .74 FTE are eligible for non-closure hours on a pro-rated basis.

 

Process and Procedures

To use Non-Closure Emergency Leave, eligible employees must:  

  • Provide proof of vaccination (appointment confirmation is acceptable) to GTHR Benefits team confidential Dropbox.  

  • Request the leave through their supervisor in accordance with the Institute’s leave procedures. 

The GTHR Benefits team will contact the employee's manager of record to confirm receipt of documentation and verify next steps.  

We will not require medical documentation for leave taken as a result of vaccine side effects if it is taken within the first several days after being vaccinated.

Please note: Vaccine cards contain private information. Do not share or provide your vaccine card.

If an employee has exhausted Non-Closure Emergency Leave balances, they may use other available leave as appropriate. 

Applicable Time Reporting Codes

Managers or practitioners must update time using Manager Self-Service in OneUSG Connect for eligible (non-GTRI) employees receiving Non-Closure Emergency Leave with the following Time Reporting Codes (TRC): 

  • 00NSP (MNTH Non-Closure Emer Leave) for eligible exempt workers (paid monthly)  

  • 00NHP (BIWK Non-Closure Emer Leave) for eligible non-exempt workers (paid biweekly) 

GTRI Employees should charge their time for this purpose to V0200.00.00.04.0002. 

For additional information, contact your unit’s Human Resources Business Partner or representative or visit the HR portal in services.gatech.edu where you can access knowledge materials, submit requests, and report incidents directly.   

Frequently Asked Questions

How are these hours requested or entered?

The manager enters and approves Non-Closure Emergency Leave after confirmation from GTHR benefits.

For guidance, review the following knowledge article in OneUSG Connect:
What is USG's Guidance on Reporting Non-Closure Emergency Leave? 

Applicable Time Reporting Codes  
Managers or practitioners must update time using Manager Self-Service in OneUSG Connect for eligible (non-GTRI) employees receiving Non-Closure Emergency Leave with the following Time Reporting Codes (TRC):  

  • 00NSP (MNTH Non-Closure Emer Leave) for eligible exempt workers (paid monthly)   
  • 00NHP (BIWK Non-Closure Emer Leave) for eligible non-exempt workers (paid biweekly)  

GTRI Employees should charge their time for this purpose to V0200.00.00.04.0002.

How should I show proof to my supervisor?

Eligible employees are to inform their supervisor that they need time of. However, proof of vaccination appointment should be submitted to the GTHR Extended Absence Team and not the supervisor. Provide proof of vaccination (appointment confirmation is acceptable) via the confidential Dropbox. 

Please note: Vaccine cards contain private information. Do not share or provide your vaccine card.

I received my Covid-19 vaccine after March 31 and used my sick days because I felt ill. Can my time be adjusted by my supervisor?

Yes, you can cancel your sick hours (up to 16 hours) and your supervisor or manager can enter your time as non-closure pay.

What if I received the vaccine on March 28, can I go back and use that Non-Closure Emergency Leave instead of my accrued leave?

The Non-Closure Emergency Leave cannot be backdated prior to the Governor’s executive order, which went into effect March 31, 2021.

I received the vaccine on March 29 and was sick for a week. Can I use this leave?

You may use 16 hours of Non-Closure Emergency Leave, beginning on March 31, 2021. You may use any accrued leave for the remaining time from work. Proof of the vaccination will be required for leave under the Non-Closure Emergency Leave process. 

Is there a form?

A form is not required. Non-Closure Leave is enabled in OneUSG Connect Manager Self-Service (MSS) by selecting the “Report/Approve Time” option in Team Time. 

If an employee is sick, should they report Non-Closure Emergency Leave?

No. Non-Closure Emergency Leave is only to be used for employees who are unable to telework and who are not performing required on-campus services and operations. Sick or Vacation Leave Accrual should be used for time away from work. If an employee has accrued compensatory time, it should be used first prior to the employee using accrued sick or vacation leave.

If an employee is on leave, will they be locked out of time reporting in OneUSG Connect?

No, the employee will have full access. 

How do we report time for salaried and hourly employees who are Non-Closure Emergency Leave ineligible and who were unable to work during the period 3/16 - 3/30, prior to the Non-Closure Emergency Leave?

The employee’s accrued leave (i.e. compensatory time, sick, vacation) should be used for this time period. 

How do we manage retired-but-working (RBW) employees who cannot perform their duties?

RBWs as well as temporary and student employees are not eligible for Non-Closure Emergency Leave. 

Will employees receiving Non-Closure Emergency Leave continue to accrue leave?

Yes, employees will continue to accrue leave while using Non-Closure Emergency Leave. 

Will employees receiving Non-Closure Emergency Leave pay continue to receive retirement service credits and contribute to their retirement plans or will it be prorated?

Non-Closure Emergency Leave pay will be subject to retirement contributions.

I am a Graduate student who works on campus, am I eligible for Non-Closure Emergency Leave?

GRA and GTA are students and are not eligible for Non-Closure Emergency Leave.   

I am a part-time employee who works 50% time. Am I eligible for the same amount of Non-Closure Emergency Leave as a full-time employee?

A part-time employee who works 50% time would be eligible to take up to 4 hours if Non-Closure Emergency Leave for the purpose of receiving a Covid-19 vaccine. This 4-hour time period is the total time that can be taken for both the second and first dose of vaccine. They can take up to 8 hours of Non-Closure Emergency Leave if they receive a Covid-19 vaccine and experience any side effects that prohibit them from performing their duties of employment.