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

As shared by President McRobbie on March 23, 2020, staff employees who are unable to complete their work remotely or on campus as a result of the COVID-19 outbreak will continue to receive their usual compensation until the end of the COVID-19 outbreak, or through the end of this academic year (June 30, 2020), whichever comes first.

As of March 23, 2020, 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. Discuss plans with your supervisor.

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.

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.

Pay

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

As of March 23, staff employees will receive their usual compensation until the end of the COVID-19 outbreak or through the end of this academic year (June 30, 2020), whichever comes first.

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 (PDF) and COVID-19 related pay and absence coding.

Last updated March 24, 2020

What are the reasons I can use COVID-19 related time off? updated 4/3

Starting MARCH 23, 2020, you may use COVID-19 time off for the reasons below.

Qualifying Reasons for Time Off Related to COVID-19

  • 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.

Last updated March 24, 2020

Who will receive COVID-19 related compensation? updated 4/7

IU’s goal in providing compensation to active employees who must be absent due to COVID-19 reasons is to protect the income and benefits of its faculty, staff, and temporary employees who were already scheduled to work or who were expected to continue working for some or all of the time between March 23 and June 30. 

Employees’ whose work has already ended—unrelated to COVID-19—or who were not expected to work during this window of time for reasons unrelated to COVID-19 will not receive COVID-19 related compensation. If an employee does not receive continued pay and feels that they should, they should contact their supervisor or departmental HR business partner.

Last updated April 7, 2020

Can I be paid if I am sent home from work due to illness?

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 (PDF) and COVID-19 related pay and absence coding.

Last updated March 23, 2020

Can I be paid if I choose not to work in order to avoid potential exposure?

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?”

Last updated March 23, 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, or being away due to 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 March 23, 2020

How will I be paid if I’m determined to be an On-Campus Essential employee and have to work on campus?

Non-exempt: OCE 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.

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

See About On-Campus Essential Employees for more information.

Last updated March 27, 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

Are staffing agency employees eligible for COVID-19 compensation? updated 4/8

COVID-19 pay is available only to appointed IU staff and IU temporary employees. Those working through a staffing agency are not eligible for COVID-19 pay through IU.

Last updated April 8, 2020

Is a doctor’s note required for COVID-related illnesses? updated 4/3

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

Will new federal or state legislation related to COVID-19 affect IU employees?

IU HR is determining the impact of the recently enacted Families First Act and the potential implications for IU employees. The act does not take effect until April 2. This page will be updated when more is known.

Last updated March 23, 2020

Salary Freeze

Will there be any pay increases, discretionary, or bonus pay at this time? updated 4/3

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

Last updated April 3, 2020

Are jobs funded by grants part of this freeze? updated 4/3

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? updated 4/3

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

Last updated April 3, 2020

Time Off & Leave

What if I run out of PTO or vacation hours? updated 4/7

Use of PTO or vacation hours is not required if you cannot work for COVID-19 related reasons. 

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. There are no annual usage limits for income protection (sick days) and PTO sick leave.

See how to stay paid

Last updated March 24, 2020

Do I have to use my paid time off benefits if I cannot work due to COVID-19? updated 4/7

As of March 23, 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. 

Qualifying Reasons for Time Off Related to COVID-19

  • 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 (PDF) and COVID-19 related pay and absence coding.

Last updated April 7, 2020

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

Use of PTO or vacation hours is not required if you cannot work for COVID-19 related reasons. 

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

Last updated March 23, 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. Your vacation also could be cancelled if you have been designated as essential staff due to the nature of your job responsibilities. See the About Essential Employees section for more information.

Last updated March 3, 2020

My child’s school or daycare is closed. I have no other child care arrangements. Can I bring them to work with me?

Bringing a child to work is not recommended or advisable. In many work areas it is prohibited. Decisions can be made on a case-by-case basis by the dean or department head. If you need to be at home to care for others, talk to your supervisor about being away from work or making alternative work arrangements.

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 March 23, 2020

When does FMLA apply? updated 4/7

Employees off on an approved FMLA prior to March 23 should continue in that status until they return to work.

Last updated April 7, 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

Temporary & Student Employees

How can a temporary employee continue to receive pay? updated 4/7

All types of temporary employees (regular, student, work-study, and temporary with retirement) are eligible to receive continued pay if they meet the payment eligibility criteria below:

  1. Have an active temporary job in HRMS, AND
  2. Have worked hours at IU in the last 6 months, AND
  3. Were scheduled to work or there was a mutual understanding between the department and the employee regarding work hours for some or all of the time between March 23 and June 30, 2020.

Note that staff or academic benefits-eligible employees who have a secondary temporary job are NOT eligible for this additional payment.

If an employee does not receive continued pay and feels that they should, they should contact their supervisor or HR representative.

See how to stay paid

Last updated April 7, 2020

When does this continued pay begin and how long will it last? updated 4/7

Per policy, payments are to be made ONLY for the period of March 23, 2020 until the EARLIEST of the following dates:

  1. The date the employee was expected to end employment (for many temporary employees, this is the end of 2020 spring semester), OR
  2. The end of the COVID-19 policy, as determined by the president of the university, OR
  3. The end of the academic year (June 30, 2020).

Continuing pay for temporary employees will be applied to timesheets and payroll vouchers as they would have been if the employee had worked. Payments will be made based on the normally scheduled payroll schedules and calendars (beginning with the paycheck on April 17, 2020). Employees will NOT receive lump sum payments.

Last updated April 7, 2020

How was the amount of pay determined? updated 4/7

Pay for temporary employees who meet the eligibility criteria (see FAQ “How can a temporary employee continue to receive pay?”) will be determined based on one of the following:

For temporary employees who have a standard schedule or expectation of hours:
Method 1: Base the hours on what the employee is normally scheduled or expected to work.

For temporary employees who do not have a standard schedule or expectation of hours and have been employed for at least six months:
Method 2: Base the hours on a six-month average (a COVID report is available to HR representatives).

For temporary employees who have not been employed for six months:
Method 3: If the number of hours an employee would work were agreed upon hire, base the average hours on this understanding, OR
Method 4: If the number of hours was not agreed upon hire, base the average on the hours the employee was going to work over the entire course of their employment.

If an employee feels that their pay amount is incorrect, they should contact their supervisor or HR representative.

Last updated April 7, 2020

What are the valid COVID-19 reasons that I would be eligible to be paid for? updated 4/7

As a temporary employee, you are eligible for COVID-19 related pay if:

  • You or someone you are caring for has a COVID-19 related illness, is quarantined, or is in self-isolation.
  • You are unable to work due to a need to care for a child whose school or child care provider is closed or unavailable for reasons related to COVID-19.
  • You are unable to work due to lack of work available.
  • You care unable to work because work cannot be completed remotely.
  • You have been identified as an On Campus Essential (OCE) employee and have received approval from your supervisor or HR Representative to use this code as a result of higher risk for severe illness, OR you are caring for others who are at higher risk per CDC guidelines.

Last updated April 7, 2020

I’m a temporary employee who is continuing to work, but there are times I’m not able to work all of my hours. Will I still receive pay for the hours I’m not able to work? updated 4/7

If you are unable to fulfill the remainder of your work hours for COVID-19 related reasons work (see FAQ “What are the valid COVID-19 reasons that I would be eligible to be paid for?”), then yes, you will be paid for the remaining scheduled hours. Supervisors and payroll processors will be responsible for adding these hours to your timesheet.

Last updated April 7, 2020

I’m a temporary employee who is continuing to work and I’m required to do some of my work on campus. Am I eligible for COVID-19 premium pay? updated 4/7

Yes, if you have been identified as an On Campus Essential (OCE) employee, you will receive COVID-19 premium pay for hours worked while performing an approved essential service ON CAMPUS. Hours worked remotely will be paid at your regular hourly rate.

Supervisors and payroll processors are responsible for applying the premium pay to your timesheet, so please work with your supervisor to identify hours worked on campus vs. remotely.

Last updated April 7, 2020

I am a temporary employee, what hours do I log and what hours does my supervisor log for me? updated 4/7

You can log your normal work hours, but your supervisor or departmental payroll processor will be responsible for adding any COVID-19 related absences or premium pay codes to your timesheet.

Last updated April 7, 2020

I expected to be working in multiple temporary jobs at IU after March 22, 2020. Will I be paid for each job? updated 4/7

Each temporary job will be reviewed for eligibility separately. Assuming that you meet the eligibility criteria for continued pay in each, then yes, you should receive pay for each job.

Note that staff or academic benefits-eligible employees who have a secondary temporary job are NOT eligible for this additional payment.

Last updated April 7, 2020

If my supervisor isn’t returning my calls or emails, who do I contact? updated 4/7

Please try to reach your supervisor first, but if you don’t get a response, please contact your departmental payroll processor or HR representative. If you continue to have concerns, please email or call 812-856-1234.

Last updated April 7, 2020

If I think my timesheet is wrong, what do I do? updated 4/7

Please try to reach your supervisor, but if you don’t get a response, please contact your departmental payroll processor.

Last updated April 7, 2020

Can temporary employees decline alternative work? If yes, will they still get paid? updated 4/7

If there is work available, and the employee has the ability to work remotely, it is expected that the employee completes the work. If you feel you cannot complete your assigned work, discuss the reasons why with your supervisor. If the reason falls under an approved COVID-19 reason (see FAQ “What are the valid COVID-19 reasons that I would be eligible to be paid for?”), you may be off using COVID-19 pay.

A temporary employee requesting to be off for non-COVID-19 reasons will be off without pay.

Last updated April 7, 2020

Can I work in one temporary job but still get paid in the temporary job that I’m not working? updated 4/7

If you meet the eligibility criteria for the job you are not working (see FAQ “How can a temporary employee continue to receive pay?”), and you are unable to work the second job for COVID-19 reasons (see FAQ “What are the valid COVID-19 reasons that I would be eligible to be paid for?”), then yes, you should get paid for that job as well.

Last updated April 7, 2020

Unemployment

Am I eligible for unemployment? updated 4/8

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