Apr
17

COVID-19 Update: Guidance on Timecard Coding

Coding Timecards for Leave Taken Under the Families First Coronavirus Response Act

Banner showing COVID-19 virus

Effective April 1, 2020 through December 31, 2020, in accordance with the Families First Coronavirus Response Act, employees are entitled to up to 80 hours (prorated for part-time employees) of fully or partially paid emergency sick leave for certain COVID-19 reasons, including caring for a child whose school or place of care is closed (or childcare provider is unavailable). For more information on using leave provided by the FFCRA, see the COVID-19 Exposure and Work/Leave Options under Enhanced Telework Status (Updated 4/16/2020).

Pay Period 7 is the first pay period during which leave taken under FFCRA may be used. To use leave taken under FFCRA starting April 1st in Pay Period 7, employees must correct their timecard and use the applicable new FFCRA code, as detailed below.

In addition to current leave options, under the FFCRA a Smithsonian employee is entitled to emergency paid sick leave related to COVID-19 at the full rate of pay for up to 10 days/80 hours, subject to daily and aggregate pay caps, during the period from April 1 – December 31, 2020 if the employee is unable to work, including unable to telework, due to one of the following situations. The employee may also use currently available leave options.

 

Employee’s Situation Current Leave and Timecard Code Options New, Additional Option: FFCRA Timecard Code
1. Employee is subject to a Federal, State, local quarantine, or isolation order related to COVID-19 SI is currently granting certain employees in these situations paid weather and safety leave (66 – Weather/Safety Leave). Therefore, emergency paid sick leave, granted under the new FFCRA authority, is generally not needed for qualifying reasons #1 and #2. See COVID-19 Exposure and Work/Leave Options under Enhanced Telework Status (updated 4/16/20) for guidance. 01 – Full Rate Isolation
2. Employee has been advised by a health care provider to self-quarantine related to COVID-19 01 – Full Rate Quarantine
3. Employee is experiencing COVID-19 symptoms and is seeking a medical diagnosis. See Row 5 of COVID-19 Exposure and Work/Leave Options under Enhanced Telework Status (updated 4/16/20) for options for teleworkers, non-teleworkers, and essential personnel. 01 – Full Rate Medical

 

 In addition to current leave options, under the FFCRA a Smithsonian employee is entitled to emergency paid sick leave related to COVID-19 at 2/3 the rate of pay for up to 10 days/80 hours, subject to daily and aggregate pay caps, during the period from April 1 – December 31, 2020 if the employee is unable to work, including unable to telework, due to one of the following situations. The employee may also use currently available leave options.

 

Employee’s Situation Current Leave and Timecard Code Options New, Additional Option: FFCRA Timecard Code
4. Employee is caring for an individual subject to an order described in Situation 1 or self-quarantined as described in Situation 2 If the individual for whom the employee is caring for is asymptomatic, see Row 3 of COVID-19 Exposure and Work/Leave Options under Enhanced Telework Status (updated 4/16/20) for options for teleworkers, non-teleworkers, and essential personnel. If the individual for whom the employee is caring for is sick or showing symptoms, see Row 4 of COVID-19 Exposure and Work/Leave Options under Enhanced Telework Status (updated 4/16/20)  for options for teleworkers, non-teleworkers, and essential personnel. 01 – 2/3 Rate Individual Care
5. Employee is caring for a child whose school or place of care is closed (or childcare provider is unavailable) for reasons related to COVID-19 See Q7 of COVID-19 Exposure and Work/Leave Options under Enhanced Telework Status (updated 4/16/20). 01 – 2/3 Rate School Closure
6. Employee is experiencing any other substantially similar condition specified by the Secretary of Health and Human Services, in consultation with Secretaries of Labor and Treasury. (These conditions are to be determined as the DOL issues implementing guidance.) See Row 5 of COVID-19 Exposure and Work/Leave Options under Enhanced Telework Status (updated 4/16/20) for options for teleworkers, non-teleworkers, and essential personnel. 01 – 2/3 Rate Other

We appreciate your patience and support as the implementation of the Act continues and new guidance is released.

For questions about this guidance, please contact Paige Jones, jonesp@si.edu, 202-633-6316 or Veronica Reyes, reyes@si.edu, 202-633-8566.

For questions about coding timecards, contact the Payroll Office, x3-7260 (VoIP) or 202-633- 7260 (non-VoIP), OFA-help@si.edu

 

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Posted: 17 April 2020
About the Author:

Alex di Giovanni is primarily responsible for "other duties as assigned" in the Office of Communications and External Affairs. She has been with the Smithsonian since 2006 and plans to be interred in the Smithson crypt.