In response to the Governor’s Executive Order No. 03.31.21.02, the University System of Georgia has provided guidance on procedures to record time and absences related to COVID-19 vaccinations. In an effort to encourage more USG employees to receive the vaccine, the USG will allow faculty and staff to use “Non-Closure Emergency Leave” as of March 31, 2021 for the purpose of COVID-19 vaccinations. Individuals will be compensated for this time without deducting from vacation or sick leave balances up to the amounts noted below.
Receiving a COVID-19 vaccine
Faculty and staff may take up to eight (8) hours of Non-Closure Emergency Leave for the purpose of receiving a vaccine. If receiving a two-dose vaccine, this is a total of up to 8 hours across both doses.
After receiving COVID-19 vaccine
Faculty and staff who experience vaccine side effects that prevent them from performing duties of employment may take up to sixteen (16) hours of Non-Closure Emergency Leave rather than using sick leave. If receiving a two-dose vaccine, this is a total of up to 16 hours across both doses.
How to track this time
Faculty and staff should inform their supervisors of time taken for these purposes and provide proof of vaccination.
Supervisors of individuals paid bi-weekly should use the code “00NHP – Non-Closure Emergency Hourly Paid” to track this on timesheets. This is the same tracking process that was used for non-closure leave over the past year.
We will not require medical documentation for leave taken as a result of vaccine side effects if it is taken within the first several days after being vaccinated.
Additional questions and retroactive sick/vacation leave updates
Individuals who have already used their own sick and/or vacation leave to receive a vaccine and/or for vaccine side effects since March 31st can retroactively cancel:
up to 8 hours of any leave taken since March 31st to receive a vaccine and
up to 16 hours of any leave taken since March 31st for vaccine side effects.
For biweekly-paid individuals, supervisors should retroactively add the “00NHP – Non-Closure Emergency Hourly Paid” code to the respective timesheets instead of sick/vacation leave.
If supervisors have questions about the information above, please contact your unit’s HR Liaison. These individuals will be in close contact with UGA’s HR and Payroll offices.