COVID-19 Related Pay & Absence Coding

COVID-19 Related Absences

Staff and temporary employees (all categories) who were scheduled to work OR who reasonably expected to continue to work for some or all of the time between March 23 and June 30, 2020 are eligible for paid time-off for COVID-19 related reasons.

This paid time-off is ONLY available for the period of March 23, 2020 until the EARLIEST of the following dates:

  • The end of the employee’s expected term of employment (for many Temporary employees, this is the end of 2020 Spring semester); or
  • Until June 30, 2020; or
  • Until Indiana University is able to return to normal operations.

Pay for this paid time-off will be provided during this time according to normal pay periods and pay dates.

See the Pay, Time Off, and Leave page for related frequently asked questions.

Guide to COVID-19 Coding

Below are guidelines for using NEW or modified absence codes related to COVID-19. These codes should be used beginning on the effective date indicated until further notice.

Time off reason Employee category Effective Use leave code Description Paid? Who adds to timesheet / calendar?
Personal, non-COVID-19 related time-off Professional staff March 10, 2020 PNL (instead of PTO), SCK, HOL, CPT (PAO only) PNL definition: "PTO No Limit" - deducts from PTO balance but does not count toward max usage limit; PA Time-off policy also extended to allow usage of SCK for things like childcare needs Yes Employee
Support & Service Staff March 10, 2020 VNL (instead of VAC), SCK, HTK, CPT VNL definition: "Vacation No Limit" - deducts from Vacation balance but does not count toward max usage limit Yes Employee
Personal, non-COVID-19 related time-off, but no accrued time remaining Professional, Support, and Service Staff March 10, 2020 AWB (instead of ABE/ABS) Absent without pay, but continues to earn PTO/VAC accruals No Employee
COVID-19 related quarantine/illness Professional, Support, and Service Staff March 23, 2020 CQS COVID Quarantine/Sick: Employee or someone they are caring for has a COVID-19 related illness, is quarantined, or is in self-isolation Yes Employee
Temporary March 23, 2020 CQT (hourly);
CQF (flat rate)
Yes Supervisor or payroll processor
COVID-19 related childcare Professional, Support, and Service Staff March 23, 2020 CFS

COVID Childcare: 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

Yes Employee
Temporary March 23, 2020 CFT (hourly);
CFF (flat rate)
Yes Supervisor or payroll processor
COVID-19 non-working hours Professional, Support, and Service Staff March 23, 2020 CVS COVID Non Working hours:
  • Unable to work due to lack of work available
  • Unable to work because work cannot be completed remotely
  • On Campus Essential (OCE) employee who has been approved by their supervisor or HR Business Partner to use this code as a result of higher risk for severe illness, OR are caring for others who are at higher risk per CDC guidelines
Yes Employee
Temporary March 23, 2020 CVT (hourly);
CVF (flat rate)
Yes Supervisor or payroll processor

Premium Pay for On-Campus Essential (OCE) Non-Exempt Employee

All non-exempt staff and temporary employees identified as “On-Campus Essential” (OCE) should receive premium pay of time-and-a-half for all hours worked ON CAMPUS beginning March 25, 2020, as per Governor Holcomb’s order.

Premium pay type Employee category Effective Use earn code Description Paid? Who adds to timesheet / calendar?
On-Campus Essential Premium Pay PAO, Support Staff, Service Staff, and Temporary March 25, 2020 PEP Premium pay for hours worked ON CAMPUS by essential employees Yes Supervisor or payroll processor