Pay, Time Off, & Leave
For Staff & Temporary Employees

COVID-19 pay and premium pay ended June 30, 2020. Related information in the FAQ is being updated. Check back for updates soon.

Beginning July 1, 2020, if employees need to be away from work due to COVID-19 related illness, isolation, or childcare and cannot work remotely, the Families First Coronavirus Act (FFCRA) makes several options available to all employees. For absences not related to COVID-19, or for staff who do not qualify for FFCRA, with supervisor approval, staff may use accrued vacation/PTO without it counting toward annual limits or be absent without pay. Staff may also use income protection/PTO Sick leave consistent with the applicable policy. Please discuss plans with your supervisor.

See how to stay paid

We recognize that there may be times when employees require additional support. If you confront a particularly difficult circumstance, contact your supervisor to discuss options or contact  or 812-856-1234 for guidance and clarification.

Resources

Pay

How will I be paid if I have to be away from work due to COVID-19?

March 23 - June 30, 2020

Temporary employees, including student employees, will receive compensation through the planned end date of their employment, the end of the COVID-19 outbreak, or the remainder of the academic year (June 30, 2020), whichever comes first.

If staff employees need to be away from work for COVID-19 related reasons, or cannot work remotely, they are NOT required to use paid time off options such as PTO, vacation, sick hours, etc.

See how to stay paid for more details.

July 1, 2020 - Dec. 31, 2020

If employees need to be away from work due to qualifying COVID-19 reasons and cannot work remotely, the Families First Coronavirus Act (FFCRA) makes several options available to all employees.

For absences not related to COVID-19, or for staff who do not qualify for FFCRA, with supervisor approval, staff may use accrued vacation/PTO without it counting toward annual limits or be absent without pay. Staff may also use income protection/ PTO Sick leave consistent with the applicable policy.

Please discuss plans with your supervisor.

See how to stay paid for more details.

Last updated July 1, 2020

Will I be paid if I am sent home from work because I’m exhibiting symptoms of COVID?

March 23 - June 30, 2020

Yes. Staff will receive their usual compensation.

Be sure to review the first question “How will I be paid if I have to be away from work?”

See how to stay paid and COVID-19 related pay and absence coding.

July 1, 2020 - Dec. 31, 2020

Beginning July 1, 2020, the FFCRA provides eligible staff and temporary employees different leave options, based on qualifying reasons. Please review the FFCRA FAQ page for more information.

Be sure to review the first question “How will I be paid if I have to be away from work due to COVID-19?”

See how to stay paid and COVID-19 related pay and absence coding.

Last updated July 1, 2020

How will I be paid if I have to stay home with my child due to school or day care closure?

Talk to your supervisor about making alternative work arrangements. You may also qualify for the different leaves available through the FFCRA for COVID-related child care needs.

Be sure to review the first question “How will I be paid if I have to be away from work?”

Last updated July 1, 2020

When does COVID-19 premium pay end?

Consistent with ending COVID-19 pay, COVID-19 premium pay for non-exempt employees working on-campus will conclude after June 30.

Last updated June 15, 2020

How will I be paid if I have to work on campus?

March 23 - June 30, 2020

Non-exempt: For the dates March 23 through June 30, 2020, employees who are classified as non-exempt (support, service, PAO, PAU, and temporary employees) will be paid at a rate of 1.5 times their regular hourly rate for the hours worked on campus. COVID-19 related premium pay ends at 12:00 a.m. on July 1.

Exempt: Employees who are classified as exempt (academic, academic appointees, and PAE employees) will be paid their base salary for work performed whether on campus or off campus. 

July 1, 2020 - Dec. 31, 2020

Effective July 1, 2020, employees working on campus will be paid at their regular hourly rate (non-exempt) or base salary (exempt).

Last updated July 1, 2020

How is COVID-19 related pay coded?

See the COVID-19 Pay & Absence Codes page for details and instructions.

Last updated March 27, 2020

Will COVID pay codes still be available for dates after June 30?

COVID-19 pay for staff and temporary employees who have been unable to complete their regularly scheduled work as outlined in the COVID-19 policy concluded June 30.

Last updated June 15, 2020

Salary Freeze

Will there be any pay increases, discretionary, or bonus pay at this time?

As President McRobbie shared on March 23 and April 10, because of the COVID-19 response and financial repercussions, no salary increases will be processed until further notice. This includes requests that were submitted but not processed.

Last updated April 13, 2020

Will there be salary increases on July 1, 2020 for fiscal year 2021?

As President McRobbie shared at the April 10 Board of Trustees meeting, the previously approved fiscal year 2021 salary increases have been cancelled.

Last updated April 13, 2020

Are jobs funded by grants part of this freeze?

Employees funded by grants may be temporary or appointed staff and would fall under the salary freeze and COVID-19 provisions.

Last updated April 3, 2020

Will there be temporary additional pay available?

All new additional pay requests, such as supplemental pay, have been paused until further notice, including requests already in-motion. Existing temporary additional pay amounts may not be increased.

Last updated April 13, 2020

Time Off & Leave

What if I run out of PTO or vacation hours?

For the dates March 23 through June 30, 2020, employees who are away from work for issues unrelated to COVID-19, and have exhausted their PTO or vacation accruals may use the following time off appropriate for their staff classification:

  1. Support and service staff may use income protection or holiday accruals. They may also use earned compensatory time off or take the time off as absent without pay (AWB).
  2. Nonexempt professional staff may use sick leave bank, or holiday accruals. They may also use earned compensatory time off or take the time off without pay (AWB).
  3. Exempt professional staff may use sick bank, or holiday accruals. They may also take the time off without pay (AWB).

See more details about how to stay paid and code for absences.

Last updated April 7, 2020

Do the PTO or vacation hours I use count towards the annual usage limits?

For the period between March 10 until further notice, vacation and PTO taken during this time will not count towards annual usage limits. The applicable time codes to enter are VNL (Vacation) or PNL (PTO). Please note that, while these do not count towards the annual maximums allowed per policy, they do draw down on an employee’s accrued bank.

See how to stay paid

Last updated June 30, 2020

Do I have to use my accrued time off benefits if I cannot work due to COVID-19?

March 23 - June 30, 2020

Staff employees will not be required to use any accrued time off such as sick time, vacation, or PTO as a result of any absence for qualifying COVID-19 related reasons.

  • You are subject to a federal, state, or local quarantine or isolation order related to COVID-19.
  • A health care provider has advised you to self-quarantine due to concerns related to COVID-19.
  • You are experiencing symptoms of COVID-19 and are seeking a medical diagnosis.
  • You are caring for an individual who either is subject to a quarantine or isolation order related to COVID-19 or has been advised by a health care provider to self-quarantine due to concerns related to COVID-19.
  • You are caring for a child whose school or child care provider is closed or unavailable for reasons associated with COVID-19.
  • You are experiencing a lack of work or are unable to perform your duties remotely due to the university’s response to COVID-19.
  • You are an On Campus Essential employee who has been approved to be off work due to being at higher risk for severe illness or are caring for others who are at higher risk per CDC guidelines.

See how to stay paid and COVID-19 related pay and absence coding.

July 1, 2020 - Dec. 31, 2020

Beginning July 1, eligible Staff and temporary employees can use the appropriate FFCRA leave for qualifying reasons. Please review eligibility and qualifications for FFCRA leaves and discuss options with your supervisor.

For absences not related to COVID-19, or for staff who do not qualify for FFCRA, with supervisor approval, staff may use accrued vacation/PTO without it counting toward annual limits or be absent without pay. Staff may also use income protection/ PTO Sick leave consistent with the applicable policy.

Please discuss plans with your supervisor.

See how to stay paid and COVID-19 related pay and absence coding.

Last updated July 1, 2020

Is a doctor’s note required for COVID-related illnesses?

No, the CDC has determined that a note confirming COVID-related illness is not required given the added stress to the medical system of trying to obtain documentation. Individuals who have tested positive, been told they are likely positive, or have exhibited symptoms should follow the CDC guidance prior to returning to work.

Last updated April 3, 2020

Can I use my accrued time off benefits, sick time, or vacation days to stay home and care for my child due to school/daycare closure?

From March 23, 2020 – June 30, 2020, use of PTO or vacation hours is not required if you cannot work for COVID-19 related reasons.

Beginning July 1, 2020, Families First Coronavirus Act (FFCRA) leaves for specified reasons related to COVID-19 are available. Please review the FFCRA FAQ for details about leaves available due to school or daycare closure.

Be sure to review the first question “How will I be paid if I have to be away from work?”

Last updated June 26, 2020

What if I need to be away from work for non-COVID-19 related reasons? updated 7/2

For absences not related to COVID-19, or for staff who do not qualify for FFCRA, with supervisor approval, staff may use accrued vacation/PTO without it counting toward annual limits or be absent without pay. Staff may also use income protection/ PTO Sick leave consistent with the applicable policy.

Please discuss plans with your supervisor.

See how to stay paid for more details.

Last updated July 2, 2020

If I am off work using vacation or PTO after June 30, can I still use VNL/PNL?

Yes, employees are permitted to use VNL/PNL until further notice.

Last updated June 15, 2020

Can my supervisor cancel my vacation time off request that has already been approved? updated 7/2

Yes, your supervisor has the authority to cancel any pre-approved vacation request, especially in circumstances where there are serious staff shortages as a result of illness.

Last updated July 2, 2020

My child’s school or daycare is closed. I have no other child care arrangements. If I am working on campus, can I bring them to work with me? updated 7/2

At this time, only employees who have been approved by their unit head to do so are permitted on campus to complete approved work. Children are not permitted on campus.

Employees working on campus and remotely may be permitted to be off work if they need to care for a child whose school or daycare is closed due to COVID-19. See the options available under the FFCRA and Pay & Absence Coding for more information.

Benefit-eligible employees can utilize the Care.com Backup Care Services for children when they need to work and school is not in session. However, households with contagious viruses or that are experiencing serious symptoms such as fever or vomiting are not eligible for backup care. Additionally, Backup Care may not be available for households that have been exposed to COVID-19. For more information, contact Care.com.

Last updated July 2, 2020

How are COVID-19 related absences coded?

See the COVID-19 Pay & Absence Codes page for details and instructions.

Last updated March 27, 2020

Prior to retiring, can employees use vacation/PTO to extend their time away from the office? Is there any change in procedure to retire?

As per existing policy, an employee who is retiring may use up to four weeks of Vacation/PTO prior to their designated retirement date. There are no changes to the procedure for an employee to retire.

Last updated June 1, 2020

Temporary & Student Employees

These FAQ have moved to their own page.

View page

Unemployment

Am I eligible for unemployment?

The university does not determine the eligibility for unemployment benefits. The Indiana Department of Workforce Development (DWD) determines eligibility. IU provides DWD the information they require to determine eligibility. DWD controls the processing times of unemployment benefit claims.

Last updated April 8, 2020