Guidance on leave time for COVID-19 Vaccinations
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 multiple-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 multiple-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.