COVID-19 Pay and Time Off Scenarios

Scenario 1

You are sick, for any reason.

Situation* Process or Time-Off Approach Impact on Pay
You are sick for any reason. Stay at home and get well. Follow CDC guidelines if you develop COVID-19 like symptoms. Notify your manager or supervisor. See below for specific situations.
You are unable to work because there is no available work assignment.* Some staff may need take on different responsibilities as we experience service reductions in limited areas of the campus. Managers and supervisors should work directly with impacted staff to make appropriate changes so that staff can continue to stay productive in support of the University. It is understood that for some staff, it will not be possible to assign any alternative job duties If you are healthy and able to work, but no alternative work or assignments are available, the University will provide Emergency Pay through April 17. Benefits will also be continued during this time period. Your time should be entered as regular pay in Workday and your manager or supervisor should make a comment on each day’s time indicating “Emergency Pay”.

Please speak with your manager or supervisor if you have any questions about Emergency Pay.
You* have been directed by a medical provider or state/federal agency to self-quarantine or self-isolate for your own illness.

You* are personally ill with COVID-19 illness
You will have 10 work days of paid time. This paid time will be provided up-front and before the use of any accrued and unused time-off.

If you feel well enough to work remotely and telework is available to you, you are not prohibited you from working.
After the initial 10 day period of regular pay, if the staff member is still out due to COVID-related illness, the staff member’s sick time will then be used to cover the absence. For eligible staff, after 10 days of continuous absence, the University’s short-term disability plans (EIB and STI) may also provide salary replacement coverage. If the staff member is not eligible for EIB or STI, it is expected that accrued sick, personal, and vacation time will be used first, followed by the ability to go negative up to 10 days for sick and personal time, and up to 5 days for vacation.

For all absences in excess of 5 working days, staff members or their representatives should contact the Office of Human Resources’ Benefits Unit to ensure that short term disability and FMLA leave is appropriately applied.
You*are caring for a qualified dependent who has been directed by a doctor or state/federal agency to self-quarantine or self-isolate.

Your* qualified dependent is ill with COVID-19 illness and requires your care.


You will have 10 work days of paid time. This paid time will be provided up-front and before the use of any accrued and unused time-off.

If you feel well enough to work remotely and telework is available to you, this does not prohibit you from working.
After the initial 10 day period of regular pay, it is expected that accrued sick, personal, and vacation time will be used first, followed by the ability to go negative up to 10 days for sick and personal time, and up to 5 days for vacation.

For absences in excess of 5 working days, staff members should contact the Office of Human Resources’ Benefits Unit to ensure that FMLA leave is appropriately applied.
You are healthy, but your childcare responsibilities are impacting your ability to work your regular schedule or to work at all. Managers and supervisors are encouraged to allow the use teleworking or alternate work schedules (if appropriate).

For staff members, if you cannot work due to child care responsibilities, it is important that you speak with your manager or supervisor to determine possible work options in this scenario, which may include requesting accrued leave time (vacation and personal) or reducing your schedule
Staff members who reduce their hours will have their pay reduced accordingly.
You are a ‘high risk’ individual as defined by CDC criteria. Faculty and staff who are at increased risk for complications from COVID-19 due to underlying health conditions are urged to consult their physician about steps they can take to protect their health. It is important that you speak with your manager to identify possible options. These may include requesting a temporary change in job location, hours, assignment or duties, or implementation of additional protective measures to reduce their exposure to others or chances of being infected. The University may request medical documentation in these situations and then work with employees to understand the impact of any medical restrictions on the Faculty’s or Staff Member’s positions. Regular pay continues as long as faculty and staff are able to perform the essential functions of their positions. In the event that faculty or staff are medically restricted from performing the essential functions of their positions, leave time may be requested.
You are expected to and able to perform essential onsite work functions, but are unable or unwilling to for whatever reason Utilize the normal time off process to request time off (vacation or personal) in Workday, subject to manager approval. When accrued vacation or personal time is exhausted, the employee will be unpaid.
Able to work, but taking time off Utilize the normal time off process to request time off in Workday, subject to manager approval. Regular paid time for vacation or personal time off.
Birth or adoption, FMLA period Follow the normal FMLA leave process. Contact HR and request leave. Either FMLA unpaid leave or paid Medical Leave based on circumstances.
Benefits-eligible faculty who are not able to teach or perform their job functions due to their own COVID-19 illness or the COVID-19 illness of a qualified dependent. Faculty who are unable to satisfy their teaching or other responsibilities due to COVID-19 related illnesses must contact their Chair and the Office of Human Resources’ Benefits Unit.

Work plans may be developed between faculty members and their individual departments, in consultation with the Office of HR, to satisfy the terms of faculty appointments.

Additionally, leave plans, including FMLA leave and the 10 days of leave for COVID-19 related illnesses may apply.
Faculty will be continue to be paid according to the provisions of appointment or may use the 10 days of regular pay and FMLA leave as appropriate. For absences of 5 days or more, the Office of Human Resources Benefits Unit must be contacted to ensure that paid leave and FMLA leave is appropriately applied.
Part-time faculty who are not benefits-eligible who are not able to teach or perform their job functions due to their own COVID-19 illness or the COVID-19 illness of a qualified dependent. Faculty who are unable to satisfy their teaching or other responsibilities due to COVID-19 related illnesses must contact their Chair and the Office of Human Resources’ Benefits Unit.

Work plans may be developed between faculty members and their individual departments, in consultation with the Office of HR, to satisfy the terms of faculty appointments.
Faculty will continue to be paid according to the provisions of their appointment or may use Massachusetts paid sick leave. Please contact the Office of Human Resources Benefits Unit for additional information.
Entering time in Workday Exempt staff to be paid their regular hours in Workday.

Nonexempt Staff will need to enter their regular hours on their Workday time sheet.

Absences (time off for sick, vacation or personal time) need to be requested in Workday and approved by managers and supervisors.

Emergency Pay for staff who are available to work, but do not have job duties should be entered as regular time on Workday and each day should be commented “Emergency Pay.” Emergency pay must be approved by managers and supervisors.

10 days of regular pay for staff who are ill with COVID-19 or caring for an eligible dependent with COVID-19 should be entered as regular time in Workday and each day should be commented “reg time due to medical condition.”

Scenario 2

You are unable to work because there is no available work assignment.*

Process or Time-Off Approach Impact on Pay
Stay at home and get well. Follow CDC guidelines if you develop COVID-19-like symptoms. Notify your manager or supervisor. See below for specific situations.

Scenario 3

You have been directed by a medical provider or state/federal agency to self-quarantine or self-isolate for your own illness.*

You are personally ill with COVID-19 illness.*

• Emergency pay and the 10 days of additional leave for staff who are ill with COVID-19, or caring for an eligible dependent with COVID-19, or who have been told to self-isolate or quarantine by a medical provider or state or federal guidance applies to all benefits-eligible staff, including research staff in lab settings, postdoctoral associates and fellows. For staff whose positions are funded in whole or in party by grants, pay will be made according to the provision of the applicable grants. If you have questions, please discuss with your supervisor or manager.