New Absence Codes for COVID-19 update

posted May 12, 2020, 5:43 PM by Barbara Thiss
This announcement was originally send Monday, May 11, 2020. We are resending and have added the UPDATE section on the COVID-19 Configuration Template

There had been a request from districts to create Absence Codes for tracking employees taking leave due to COVID-19 issues. New Absence Management absence event names or codes have been created for capturing the hours employees are unable to work because of COVID-19.

The new Absence names on the Timesheet and Absence Request screens:
  • COVID19 MED (ACVMD): Employees who have tested positive for COVID-19 and quarantined by a medical professional. Use this code for Medical Necessity COVID-19 absences. Payment limits are $511 per day up to a maximum of $5,110.
  • COVID19 HRA (ACDHR): Employees who are in self-isolation due to possible exposure to COVID-19. This also pertains to employees who must provide childcare due to school closure or care for family members that tested positive for COVID-19. It includes other COVID-19 related issues affecting employees. Use this code for Human Resources Approved COVID-19 absences. Payment limits are $200 per day up to a maximum of $2,000.
  • COVID19 FML (ACFML): Employees who are using their Family and Medical Leave (FLMA) for COVID-19 absences.
  • Districts MUST submit a Service Portal Ticket indicating which Absence Management Pay Groups need to have the new COVID-19 absence names or codes. This information is required to populate the Absence Name drop-down list found on the Timesheet and Absence Request screens.
  • UPDATE: PeopleSoft Support will attach a blank "COVID-19 Configuration Template" spreadsheet to the Ticket for the district to complete. Instructions are in the spreadsheet. After filling out the spreadsheet and saving it under a new name prefixed with the district's 3-digit number, the district will attach it to the Ticket. PeopleSoft Support will update the district's AM Pay Group configuration with the requested COVID-19 absence names and let the district know when the changes have been completed. The district can verify the configuration changes by comparing their "COVID-19 Configuration Template" spreadsheet to the Absence Name drop-down list.
  • Districts MUST submit a Service Portal Ticket indicating how the new leave types should be combined according to their union agreement or district policies. For example, entering multiple absences on one day, such as COVID19 MED, COVID19 HRA, and COVID19 FML, or a COVID19 absence with another Sick, Vacation, Personal Business, Personal Necessity, etc. absence. Since each district has its own leave types, we will need to manually link the new leave types with existing ones. However, there are restrictions with combining absences, for example we cannot combine any COVID19 absence with Jury Duty or Recess.
If you have any questions, please contact PeopleSoft Support by submitting a Service Portal Ticket.