Pay and Time Off
For Staff & Temporary Employees

If employees need to be away from work due to COVID-19 related illness, self-isolation, or childcare and cannot work remotely, the Families First Coronavirus Response Act (FFCRA) provides two types of leaves to employees. Additionally, Keep IU Healthy Leave (KIH) is available for employees for certain COVID-19 related absences.

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.

Resources

Pay

How will I be paid if I am unable to work or I am sent home due to COVID-19?

Through December 31, 2020, if employees need to be away from work due to qualifying COVID-19 reasons and cannot work remotely, the Families First Coronavirus Response Act (FFCRA) provides two types of leaves to employees. Additionally, Keep IU Healthy Leave (KIH) is available for employees for certain COVID-19 related absences.

See the COVID-19 Related Leaves FAQ for more details.

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.

Last updated August 14, 2020

How will I be paid if I have to stay home with my child due to a school or day care closure (including if I choose online learning options)?

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

See the COVID-19 Related Leaves FAQ for more details.

Last updated August 14, 2020

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

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 COVID-19 Leave Coding for Staff & Temporary Employees for details and instructions.

Last updated March 27, 2020

Do non-exempt employees receive pay for travel time when commuting to and from campus?

A non-exempt employee who is making their normal home to work/work to home travel at the beginning/end of the day is not compensable. If a non-exempt employee begins their day by telecommuting then has to travel to campus to perform an approved service, their travel time is paid. Employees and supervisors should consult with their departmental HR if they have questions on whether their travel time is paid.

Last updated July 24, 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

See also: COVID-19 Related Leaves

What if I run out of PTO or vacation hours?

Staff employees off work for non-COVID-19 reasons who have exhausted all PTO or vacation hours will generally be absent without pay and without accruals (ABS), unless another time off reason is appropriate (e.g. income protection, holiday, bereavement, etc.). Staff should talk with their supervisor about available time off options.

Last updated August 14, 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.

Last updated June 30, 2020

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

You may be eligible for leave under the FFCRA. Please review eligibility and qualifications for FFCRA leaves and discuss options with your supervisor and unit HR representative. Additionally, Keep IU Healthy Leave (KIH) is available for employees for certain COVID-19 related absences.

See the COVID-19 Related Leaves FAQ for more details.

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.

Last updated August 14, 2020

Do I have to use my accrued time off benefits to care for my child due to school/daycare closure or because I have chosen online learning options?

Please review the COVID-19 Related Leaves FAQ for details about leaves available due to school or daycare closure.

Last updated August 14, 2020

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

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.

Last updated July 2, 2020

If I am off work using vacation or PTO 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?

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?

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 or remotely may be permitted to be off work if they need to care for a child whose school or daycare is closed or they have chosen an online learning option due to COVID-19. See the options available under the FFCRA for more information.

Benefit-eligible employees can utilize the Care.com Backup Care Services for child care needs. However, households with contagious viruses or that are experiencing COVID-19 symptoms, or are subject to quarantine or isolation orders, are not eligible for backup care. For more information, contact Care.com.

Last updated August 14, 2020

How are COVID-19 related absences coded?

See the COVID-19 Leave Coding page for details and instructions.

Last updated March 27, 2020

Can I contribute more than the annual maximum of hours to my sick bank this year?

For service and support staff, there is no limit to the amount of vacation hours that you may roll over from year to year.

For professional staff, the currently policy remains in effect: You may roll over up to the maximum yearly accrual limit (either 240 hours or 288 hours). Employees with PTO hours that cannot be carried over will have up to 96 hours transferred to their PTO Sick Leave account.

Last updated July 15, 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

With classes being held on certain university recognized holidays, such as Labor Day and potentially others, will staff employees still be off? If not, how will they be compensated?

Yes, employees will still generally be off for university recognized holidays, such as Labor Day. Employees who are required to work will be compensated within the parameters of the holidays policy.

Last updated June 8, 2020

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