COVID-19 Related Leaves

This page contains information about COVD-19 related leaves available to IU employees, including the Families First Coronavirus Response Act (FFCRA), which was signed into law to address the impact of the COVID-19 pandemic and national emergency. Pursuant to the FFCRA, Indiana University will provide eligible employees with paid sick leave or emergency family and medical leave for specified reasons related to COVID-19. Because IU maintained employees’ pay status from March 23, 2020 through June 30, 2020, the leaves offered through FFCRA will apply at IU from July 1, 2020 through December 31, 2020. Additionally, Keep IU Healthy leave (KIH) is available for employees for certain COVID-19 related absences.

See below for answers to the most frequently asked questions about COVID-19 related leaves and the FFCRA. If you have additional questions, please contact your HR representative or askHR at or 812-856-1234 for guidance and clarification.

Leave Options

I need time off to care for myself due to COVID-19 illness. What are my options for leaves?

You may be eligible for the Emergency Paid Sick Leave (EPSL) or the Keep IU Healthy leave (KIH).

See the Guide to Using COVID-19 Leaves for Staff and Temporary Employees and related EPSL or KIH FAQ for details.

Last updated August 14, 2020

I need time off to care for another individual due to COVID-19 illness. What are my options for leaves?

You may be eligible for the Emergency Paid Sick Leave (EPSL).

See the Guide to Using COVID-19 Leaves for Staff and Temporary Employees and related EPSL FAQ for details.

Last updated August 14, 2020

My child(ren)’s school or child care facility is closed or we have chosen online learning, what are my options for leaves?

You may be eligible for Emergency Paid Sick Leave (EPSL) and/or Emergency Family and Medical Leave Act (EFMLA).

See the Guide to Using COVID-19 Leaves for Staff and Temporary Employees and related EPSL or EFMLA FAQ for details.

Last updated August 14, 2020

About the FFCRA

What is the Families First Coronavirus Response Act (FFCRA)?

The Families First Coronavirus Response Act (FFCRA) is Federal legislation that provides two types of COVID-19-related leave to employees:

  1. Emergency Paid Sick Leave (EPSL)
  2. Emergency Family & Medical Leave Act (EFMLA)

Please review the Guide to Using COVID-19 Leaves for a side-by-side comparison of the two leaves offered through the FFCRA.

Last updated June 30, 2020

How long are these leaves available for use?

FFCRA leaves are available through December 31, 2020.

Last updated June 26, 2020

Can I use FFCRA leaves if I am furloughed?

Not for the hours furloughed, whether paid or unpaid. For example, an employee furloughed 20 hours per week and working 20 hours per week could use 20 hours of EPSL or EFMLA for the 20 hours per week they were scheduled to work, but not for the 20 hours they are furloughed. An employee who is on a full furlough cannot use EPSL or EFMLA.

Last updated June 26, 2020

What is the difference between EPSL and EFMLA? How do I know which one applies?

Please review the Guide to Using COVID-19 Leaves for a side-by-side comparison of the two leaves offered through the FFCRA.

Last updated June 30, 2020

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

Documentation indicating you are under quarantine or isolation order, being screened, tested, or are under the care of a health care provider for COVID-19 may be necessary to qualify for EPSL or KIH.

Last updated August 14, 2020

Emergency Paid Sick Leave Act (EPSL)

Who is eligible for EPSL?

All current employees (academic appointees, adjuncts, student academics, staff, work-study, and temporary employees) are eligible for this leave. The employee must be scheduled to work and be unable to work on campus or remotely.

*In the case of student academic appointees and adjunct instructors, they must meet one of the qualifying reasons below:

  • A student academic appointee must have a pre-existing, formal agreement for specific duties for the fall 2020 term. 
  • An adjunct instructor must have a pre-existing formal appointment for specific duties for the fall 2020 term, and the course(s) have not been cancelled due to lack of enrollment.

Last updated August 14, 2020

What are the qualifying reasons to use this leave?

To qualify for EPSL, an employee must be unable to work on campus or remotely because they are:

  1. Subject to a Federal, State, or local quarantine or isolation order related to COVID-19;
  2. advised by a health care provider to self-quarantine related to COVID-19;
  3. experiencing COVID-19 symptoms and seeking a medical diagnosis;
  4. caring for an individual subject to an order described in (a) or subject to self-quarantine as described in (b);
  5. caring for a child whose school or place of care is closed (or online only), or they have chosen online learning or to keep their child home from a child care facility due to COVID-19 related reasons; or
  6. experiencing any other substantially similar condition specified by the Secretary of Health and Human Services, in consultation with the Secretaries of Labor and Treasury.

Last updated June 26, 2020

My child’s school or daycare is open, but I have chosen an online/at-home learning option or to keep them home from daycare, is this a qualifying reason for EPSL?

Yes. As long as you have not exhausted your available EPSL balance and are the one providing care for the child with no other co-parent or guardian available, you would qualify for EPSL in this case. Except in special circumstances, the child must be 14 years or younger.

Last updated July 17, 2020

How much EPSL time can I receive?

Regardless of the number of qualifying events, employees will receive a total of 80 hours of EPSL, prorated for part-time and temporary employees, through December 31, 2020.

For example, an employee who uses 80 hours of EPSL in August for childcare will not be eligible for an additional 80 hours if they have a different qualifying event at a later date (e.g. they test positive for COVID-19).

Last updated August 14, 2020

Can I take my EPSL in less than full day increments or intermittently?

Staff & Temporary

For non-child care related usage: For employees working on campus, EPSL must be used in full-day, consecutive blocks. Employees who are working remotely, and who are able to work, may take EPSL intermittently in full-day increments.

For child care related usage: When an employee uses EPSL because their child’s school or place of care is closed due to COVID-19 (or they choose an online/at home option), the time must be taken in full-day increments only, but may be taken intermittently (e.g. an employee is off Monday, Wednesday, and Friday).

Academic

Consistent with CDC guidelines on quarantine and Department of Labor guidance, and in the event the employee cannot work remotely, EPSL must be taken in full-day, consecutive blocks when the employee or someone the employee is caring for has COVID-19 or symptoms of COVID-19, or when the employee or someone the employee is caring for is subject to a COVID-19-related Federal, State, or local quarantine or isolation order.

Academic appointees using EPSL because their child’s school or place of care is closed (or child care provider is unavailable) due to COVID-19 can only take EPSL in a consecutive block of time of up to two workweeks.

Last updated August 14, 2020

How much will I be paid for the EPSL?

Staff & Temporary

Staff and temporary employees will be paid their regular rate of pay for the number of hours on leave, up to a maximum of 80 hours, prorated for part-time and temporary employees.

Academic

Academic appointees will be paid for up to two weeks of regular pay.

Last updated August 14, 2020

How do I record EPSL on my timesheet?

For staff and temporary employees:

  • For all non-exempt employees: Only Payroll Processors will be allowed to enter EPSL codes in Kuali TIME (employees and supervisors will be expected to put notes in the timesheet indicating days taken).
  • Exempt employees will enter their own EPSL codes in ePTO.

See COVID-19 Leave Coding for more details.

Last updated June 26, 2020

How will EPSL be reported for academic appointees?

An academic appointee wishing to use EPSL for medical purposes should notify their supervisor and their designated campus contact, who will then notify their campus academic affairs office of the leave. EPSL hours for academics will be recorded in HRMS by the campus academic affairs office. Those using ESPL because their child’s school or place of care is closed (or child care provider is unavailable) due to COVID-19 should use the Child Care Leave Request for Academic Appointees form.

Last updated August 14, 2020

Will I get paid for the available hours if I don’t use them?

Unused EPSL will not be paid, nor will unused leave hours carry over into 2021.

Last updated June 26, 2020

How do I apply for this leave?

Staff & Temporary

Staff and temporary employees who believe they have a need for this leave should complete one of the forms below or contact their supervisor or unit HR representative:

Academic

Academic appointees should use the appropriate form below and notify their campus academic affairs office or HR representative that they would like to take the EPSL leave. Supporting documentation may be required.

Last updated August 14, 2020

Emergency Family and Medical Leave (EFMLA)

Who is eligible for EFMLA?

All employees (academic appointees, adjuncts, student academics, staff, work-study, and temporary employees) are eligible if they:

  • Have been employed at Indiana University for at least 30 calendar days in the 2020 calendar year.
  • Were scheduled to work and cannot work on campus or remotely because their child’s school or place of care is closed (or child care provider is unavailable) for reasons related to COVID-19. 
  • AND have NOT already exhausted their FMLA or Paid Family Leave in 2020.
  • *A student academic appointee must have a pre-existing formal appointment for specific duties for the fall 2020 term. An adjunct instructor must have a pre-existing formal appointment for specific duties for fall 2020 term, and the course(s) have not been cancelled due to lack of enrollment.

Last updated August 14, 2020

What are the qualifying reasons for using this leave?

An employee qualifies for EFMLA if they are caring for a child whose school or place of care is closed (or online only), or they have chosen online learning or to keep their child home from a child care facility due to COVID-19 related reasons.

Last updated June 26, 2020

Does caring for step-children, grandchildren, etc. count?

Under the FFCRA, a “son or daughter” is your own child, which includes your biological, adopted, or foster child, your stepchild, a legal ward, or a child for whom you are standing in loco parentis—someone with day-to-day responsibilities to care for or financially support a child. Employees may also be off to care for their child 18 years or older who has a serious health condition and is incapable of self-care because of a mental or physical disability.

Last updated June 26, 2020

My child’s school or daycare is open, but I have chosen an online/at-home learning option or to keep them home from daycare, is this a qualifying reason for EFMLA?

Yes. As long as you have been employed at IU for 30 days, and have not previously exhausted your FMLA/EFMLA balance for calendar year 2020, and you are the one providing care for the child with no other co-parent or guardian available, you would qualify for EFMLA in this case. Except in special circumstances, the child must be 14 years or younger.

Last updated July 17, 2020

How much EFMLA time can I receive?

EFMLA provides up to 12 weeks of leave for eligible employees who have a qualifying reason. Note that:

  • The first two weeks are unpaid. 
  • Leave taken under EFMLA counts towards a staff or temporary employee’s allotment of 12 weeks available to them under regular FMLA. Additionally, any regular FMLA staff or temporary employee used previously in calendar year 2020, or any Paid Family Leave an academic appointee previously took in calendar year 2020 will reduce the bank of EFMLA time available.

Last updated August 14, 2020

How much time am I eligible for if I am a temporary employee, student academic appointee, or an adjunct instructor?

Staff & Temporary

For staff and temporary employees, supervisors will follow guidance provided by IU HR.

Academic

For academic appointees, follow guidance provided by your campus academic affairs offices to determine eligible hours based on scheduled/expected work or average hours.

For student academic appointees and adjunct instructors, in general, the weeks taken will be compared to the normal pay for those scheduled weeks. Unless specifically authorized otherwise, academic employees must take EFMLA in weekly blocks of time.

Last updated August 14, 2020

Can I take my EFMLA in less than full day increments?

Staff & Temporary

For staff and temporary employees, EFMLA must be taken in full-day increments.

Academic

Academic appointees must take EFMLA in full week increments.

Last updated August 14, 2020

Can I take my EFMLA intermittently, or must it be taken consecutively?

Employers are not required to permit intermittent EFMLA. Indiana University will permit intermittent leave as listed below.

Staff & Temporary

For staff and temporary employees, EFMLA may be taken intermittently in full-day increments (e.g., an employee is off Monday, Wednesday, and Friday).

Academic

For academic appointees, EFMLA must be taken in full-week increments. Although Indiana University is not required to extend intermittent leave, non-consecutive days of leave can be considered on a case-by-case basis, depending on circumstance and nature of work.

Last updated August 14, 2020

How much will I be paid for the EFMLA?

Staff & Temporary

The first two weeks of EFMLA are unpaid. However, staff and temporary employees have the following options for the first two weeks:

  • Those who have not used their two weeks of allotted EPSL time may use that time to cover the first two weeks of EFMLA.
  • Staff employees may also choose to supplement with their own accrued time off. If an employee chooses to do so, it must be used in the following prioritized order:
    1. Compensatory time
    2. Vacation (VFL)/PTO (PFL)
    3. Holiday
    4. Income Protection/PTO Sick

    For the following 10 weeks, staff employees will be required to first use their accrued time off (which will count toward their FMLA) in the above prioritized order.

    Should staff and temporary employees have less than a full day’s worth of accrued time off, they are entitled to receive pay at 2/3 their regular rate—up to $200 per day and $10,000 in the aggregate—over a 10-week period.

Academic

For academic appointees, after two weeks covered by EPSL (at regular pay), payments will be at the rate of 2/3 the regular rate, with a further cap of up to $200 per day or $10,000 in the aggregate.

Last updated August 14, 2020

How do I record EFMLA on my timesheet?

Staff & Temporary
  • Non-exempt employees: Only Payroll Processors will be allowed to enter EFMLA codes in Kuali TIME (employees and supervisors will be expected to put notes in the timesheet indicating days taken).
  • Exempt employees will enter their own EFMLA codes in ePTO.

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

Academic

Academic appointees should notify their supervisor and their unit HR representative, who will notify their campus academic affairs office to record the leave in the HRMS system. EFMLA leaves for academic appointees will be recorded in HRMS with newly established leave codes. The campus academic affairs office will guide this process while coordinating with departments on leave eligibility and approvals.

Last updated August 14, 2020

Will I get paid for the available hours if I don’t use them?

Unused EFMLA will not be paid, nor will unused leave hours carry over into 2021.

Last updated June 26, 2020

If I previously took FMLA time in calendar year 2020, how much EFMLA time will I have available to me?

Staff & Temporary

For staff and temporary employees, any regular FMLA time previously used in calendar year 2020 will reduce the amount of time available to you under EFMLA. For example, an employee who used four weeks of FMLA in January 2020 will only be eligible for up to eight weeks of EFMLA.

Academic

For academic appointees, any Paid Family Leave previously used in calendar year 2020 will reduce the amount of time available to you under EFMLA. For example, an employee who used four weeks of Paid Family Leave in January 2020 will only be eligible for up to eight weeks of EFMLA.

Last updated August 14, 2020

Is leave time taken under EFMLA included in the overall FMLA or Paid Family Leave limits?

Yes, the Department of Labor has specified that EFMLA is included in the regular FMLA limit. As specified in applicable staff and academic policies, hours used for this leave count toward overall FMLA (for staff and temporary employees) or Paid Family Leave (for academic appointees) usage for the 2020 calendar year.

Last updated August 14, 2020

How do I apply for this leave?

Staff & Temporary

Staff and temporary employees who believe they have a need for this leave should complete the form below or contact their supervisor or unit HR representative.

Academic

Academic appointees who believe they have a need for this leave should complete the form below or contact their campus academic affairs office or unit HR representative.

Last updated August 14, 2020

Keep IU Healthy Leave (KIH)

What is the Keep IU Healthy leave (KIH)?

In order to help protect the IU community, the Keep IU Healthy leave (KIH) gives employees time off for any scheduled work missed during a 14-calendar day period for a qualifying reason.

Last updated August 14, 2020

Who is eligible for KIH?

All employees (academic appointees, adjuncts, student academics, staff, and temporary employees) are eligible for this leave. In order to qualify, employees must be scheduled to work and be unable to work on campus or remotely.

Last updated August 14, 2020

What are the qualifying reasons to use this leave?

To qualify for KIH, employees must be unable to work on campus or remotely because they are:

  • Exhibiting symptoms of COVID-19 and seeking a medical diagnosis, or
  • Required to self-isolate because of a positive COVID-19 diagnosis.

Last updated August 14, 2020

How much KIH do I receive?

After exhausting all available EPSL, employees are eligible for KIH for any scheduled work missed during a 14-calendar day period because of a qualifying reason.

Last updated August 14, 2020

Can KIH be used before EPSL?

Typically, employees must exhaust EPSL prior to using KIH. KIH may be used before EPSL at the determination of the department. If a non-exempt employee working on campus is sent home before the end of their shift because of a qualifying reason, they may use KIH to cover any remaining hours for that day. They must then exhaust all remaining EPSL during any subsequent time off.

Last updated August 14, 2020

Can I take my KIH in less than full day increments or intermittently?

Staff & Temporary

For employees working on campus, KIH must be used in full-day, consecutive blocks. Employees who are working remotely, and who are able to work, may take KIH intermittently in full-day increments.

Academic

Consistent with CDC guidelines on quarantine and Department of Labor guidance, and in the event the employee cannot work remotely, KIH must be taken in full-day, consecutive blocks when the employee or someone the employee is caring for has COVID-19 or symptoms of COVID-19, or when the employee or someone the employee is caring for is subject to a COVID-19-related Federal, State, or local quarantine or isolation order.

Last updated August 27, 2020

How much will I be paid for the KIH?

Employees will be paid their regular rate of pay for any scheduled work missed over the course of a 14-calendar day period.

Last updated August 14, 2020

How do I record KIH on my timesheet?

  • For all non-exempt employees: Only Payroll Processors will be allowed to enter the KIH codes in Kuali TIME (employees and supervisors will be expected to put notes in the timesheet indicating days taken).
  • Exempt employees will enter their own KIH codes in ePTO.
  • Academics’ leave time will be entered centrally at the campus level.

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

Last updated August 27, 2020

How do I apply for this leave?

Staff & Temporary

Staff and temporary employees who believe they have a need for this leave should contact their supervisor or HR representative.

Academic

Academic appointees or their unit head may initiate leave by completing the non-child care related form.

Last updated August 27, 2020