Guidance re: COVID-19 Related Leave and Pay Programs
For information regarding the various COVID-19 Related Leave and Pay Programs please visit Human Resources' webpage.
Due to the dynamic situation with COVID-19, these directives and all information provided here may change. Please check back for the latest updates and guidance regarding topics on this site.
Reporting COVID-19 leave in Absence Management
How do I report leave related to COVID-19?
Reporting COVID Paid Administrative Leave CPAL, NTWL or FFCRA
Salaried employees will report use of COVID Paid Administrative Leave (CPAL), Non-Telecommuting Workers Leave (NTWL) or Families First Coronavirus Response Act (FFCRA) Leave through Absence Management Self Service. You will see “PAL/FFCRA” as an option in the “Absence Name” drop down menu:
Once you have selected PAL/FFCRA, you will receive the following message:
If the use of CPAL, NTWL,FFCRA sick leave, or FFCRA FML has been approved by your appropriate administrator, please click OK and continue. If not, please contact your appropriate administrator to request approval. For information on requesting CPAL, NTWL, or FFCRA click here. Once the date(s) are selected, you must enter CPAL, CFML, CSIC, or NTWL for each entry by clicking on “Add Comments.” Please see below.
Enter under “Add Comments” More information (Do not enter in Comments) CPAL CSU COVID-19 Paid Administrative Leave. The CSU has granted temporary paid administrative leave (CPAL) of up to 256 hours effective March 23, 2020 through December 31, 2020 for CSU (state) employees unable to work (or telework) due to COVID-19 related reasons (including childcare due to COVID-19 related school or daycare closure). CPAL hours are pro-rated for employees working less than full-time. For example, an employee working 20 hours/week is eligible for 128 hours of CPAL. In most cases CPAL should be exhausted prior applying for FFCRA. NTWL Non-Telecommuting Workers Leave. The CSU has granted NTWL of up to 304 hours for benefits eligible employees who have exhausted CPAL. This additional paid leave is only available to employees who cannot work remotely based on their duties and who have exhausted all available CPAL. This leave is subject to management approval and expires on June 30, 2020 or sooner if the employee is scheduled to return to work on site. CFML FFCRA FML. Up to 12 weeks of expanded family and medical leave under the Family and Medical Leave Act (FMLA), of which 10 weeks are paid, when an employee, who has been employed for at least 30 calendar days, is unable to work (or telework) due to a bona fide need for leave to care for a child whose school or childcare provider is closed for reasons related to COVID-19. FFCRA hours are in addition to CPAL. In most cases, CPAL should be exhausted prior to applying for FFCRA. CSIC FFCRA Sick Leave. Two weeks (up to 80 hours) of paid sick leave when the employee is unable to work (or telework) because the employee is quarantined or has a bona fide need to care for an individual subject to quarantine (pursuant to Federal, State, or local government order, or advice of a health care provider), experiencing COVID-19 symptoms and seeking a medical diagnosis, and/or to care for a child whose school or child care provider is closed or unavailable for reasons related to COVID-19. In most cases CPAL should be exhausted prior to applying for FFCRA.
Please note: If you are entering partial hours your date span cannot cover weekends or holidays or you will be charged for each date in the date span. Full days can span weekends and holidays in a date range.
Who is eligible for Emergency Pay?
Non-exempt CSUEU (Units 2, 5, 7, and 9) and Teamsters (Unit 6) employees are eligible for Emergency Pay for essential work that was required and scheduled by their appropriate administrator. Emergency Pay provisions are set out in the following Articles of the CSUEU and Teamsters CBA:
CSUEU – Article 20.37
Teamsters – Article 24.53
How do I request payment for Emergency Pay?
Please contact your appropriate administrator, or department Human Resources Business Partner, for assistance with submitting an Emergency Pay Request.
Student Assistant COVID Paid Administrative Leave (CPAL)
I am a student assistant. Am I eligible for CPAL?
Student employees (non-represented E99) may contact their supervisor to request CPAL for time they would have normally worked beginning 4/6/2020 when remote work is not operationally feasible; or supervisor may initiate the form based on knowledge that remote work is not operationally feasible.
I supervise a student who was eligible for CPAL and I did not report April hours. What can I do?
If your student requested CPAL and it was past the April deadline you can still request hours be paid. Once the CPAL request has been completed you can do the following:
- Hire the student in the COVID specific position number in the Student Pay System.
- Submit a late student timesheet with the hours the student would have been scheduled to work but was unable to do so. For more information on submitting late timesheets please visit our website here: Late Student Pay
Please note: be sure to list the COVID position number for CPAL hours. A student's regular position number should only be used for hours actually worked. A student could have hours in both their regular position and COVID position if they are able to perform some of their duties.
Are Federal Work Study (FWS) positions eligible for CPAL?
CPAL cannot be paid in a FWS position. If a FWS student still has an award balance remaining they may be eligible to receive a grant. Please contact Gerrie Hatten in the Financial Aid office at firstname.lastname@example.org to discuss options.If a FWS student had run out of their award and would have been hired into a regular position (fully funded by the department) and continued to be scheduled, they can be hired into a regular/COVID position and paid CPAL in this position. A student SHOULD NOT receive both the Financial Aid grant and CPAL hours for the same time period.
Instructional Student Assistant COVID Paid Administrative Leave (CPAL)
I am an Instructional Student Assistant. Am I eligible for CPAL?
For information on ISA CPAL please visit CPAL Instructions for ISA's on Academic Personnel's website.
I supervise an ISA who was eligible for CPAL. Do I have to hire them in a new position number like my Student Assistants?
No. ISAs have COVID Leave related Time Reporting Codes (TRCs) available to select on their online timesheet
How can I access a copy of my paystub?
The State Controllers Office (SCO) recently released Cal Employee Connect, a website portal that is available to employees for viewing payroll and W-2 information online. The link below provides instructions for registering for online view access through the SCO. Please note that information from a direct deposit advice, issued within the last six months by Cal Poly, will be required for registration.
Registering for Cal Employee Connect will ultimately reduce state costs, by eliminating the printing of direct deposit advices, and workload by providing a tool for all state employees to access information electronically. Therefore, we strongly encourage employees to register for this service.
I am on direct deposit. Can I still receive my state issued paystub?
Effective immediately the State Controller’s Office has permanently discontinued the printing of direct deposit advices for all campuses. Employees have electronic access to earnings and deduction information through Cal Employee Connect (CEC). Employees enrolled in direct deposit may also download copies of their direct deposit advices from CEC. SCO will continue to print live warrants for employees not enrolled in direct deposit and the University Cashiers Office/Student Accounts Office will continue to disburse them.
To enroll in direct deposit you can access the form HERE. For more information on CEC and for registration assistance please see the previous FAQ.