Note: The April 3, 2020 email includes an attachment to the information on Time Reporting Codes for the Biweekly pay period ending April 4 chart.

U-M COVID-19 PTO
Time Code: RPN (Reg Pay Not Worked) and PAN (Pandemic) on two rows of the timesheet
Full-time employees are eligible for up to 80 hours of paid time off to be used in the case of quarantine, isolation, family care needs or lack of work related to COVID-19 illness or other related scenario. This is a one-time bank of paid time off for use during the current pandemic.

U-M COVID-19 PTO Supplemental (available through April 30, 2020)
Time Code: RPN (Reg Pay Not Worked) and PAN (Pandemic) on two rows of the timesheet Employees who exhaust their EPSLA bank of time and continue to require absence from work due to COVID-19 illness or quarantine directive--including care of a quarantined family member, or temporary lack of work--should transition to either sick time pay or COVID PTO as appropriate through April 30, 2020.
Employees who exhaust EPSLA and continue to require absence from work due to child care needs resulting from a COVID-19 related school or day care closure should transition to Expanded Family Medical Leave Act (EFMLA).

Michigan Medicine Patient Care PTO
Time Code: PCP (Patient Care Pandemic)
An additional 120 hours, special-use PTO bank is available for full-time employees who need to isolate as a result of contracting COVID-19 while providing direct care for confirmed COVID-19 patients. This special bank of time is prorated for part time and temporary employees.
Employees are also eligible for the COVID-19 PTO bank of 80 paid-time off hours following the use of this time bank.

Expanded Family Medical Leave Act (EFMLA)
Time Code: PFL (Paid Family Leave) FML should also be used to track the 12 weeks of FMLA
The federal legislation calls for an expanded paid time off benefit for employees who need to provide child care and cannot work remotely due to school closures and child care closures related to the COVID-19 pandemic. Employees must use 80 hours (or a proportional amount for part-time and temporary staff) of PTO before becoming eligible for up to 10 additional weeks of paid time off at two-thirds the rate of pay. For the month of April, U-M will provide full pay to employees in this scenario. The remaining weeks are subject to 2/3 pay after the April implementation period.
There is a 30-day service requirement and the benefit is not available to those on layoff or furlough. Total FMLA time available will be coordinated with other FMLA related absences.
Employees can use the new EPSLA time off hours to cover the first two weeks of absence, followed by Expanded FMLA.

The U-M HR website has several resources available, including FAQs.
UHR FAQs
Paid Time Off Information

UHR put together a comprehensive one-pager on time reporting codes for the bi-weekly pay period ending April 4. Find it attached to this email.

For time entry using Federal Emergency Paid Sick Leave (EPSLA) and Expanded Family Medical Leave Act (EFMLA) on April 1-4, please be advised:

These codes are effective 4/1/20, which is in the middle of the 03/22/20 to 04/04/20 biweekly pay period. In order to select this code from the drop-down on the timesheet page, you must:

1. Click the drop down on the View By field in the middle of the page
2. Choose Week
3. Enter 4/1/2020 in the date field
4. Click the refresh button
5. The new codes will now appear in the drop down

When the approver goes to approve time, they may notice the PEL description will read Invalid Value. It can still be approved as usual and it will process as normal for the payroll.

NOTE FOR TEMPS: These codes can be used by temps and will work similar to how it was done for RPN. New queries are being set up and will be available shortly.

COVID-19 related absences reported before April 1, 2020 should use the following paid time-off benefits.

U-M COVID-19 PTO
Time Code: RPN (Reg Pay Not Worked) and PAN (Pandemic) on two rows of the timesheet Full-time employees are eligible for up to 80 hours of paid time off to be used in the case of quarantine, isolation, family care needs or lack of work related to COVID-19 illness or other related scenario. This is a one-time bank of paid time off for use during the current pandemic. Part-time and temporary employees, including student employees, will be eligible for a prorated amount.
Bargained-for staff should refer to their collective bargaining agreements or representative for information.
If you have a documented health condition and/or documentation from a health provider or health agency that requires you to quarantine or isolate during this time, you need to follow the standard process of opening a case with the HR Solutions Center Leave Management
Team.
See example above

Michigan Medicine Patient Care PTO
Time Code: PCP (Patient Care Pandemic)
An additional 120 hours, special-use PTO bank is available for full-time employees who need to isolate as a result of contracting COVID-19 while providing direct care for confirmed COVID-19 patients. This special bank of time is prorated for part time and temporary employees. Employees are also eligible for the COVID-19 PTO bank of 80 paid-time off hours following the use of this time bank.

See example above

The Michigan Medicine HR website and U-M HR website have several resources available,
including FAQs.
Michigan Medicine HR Website
UHR FAQs
Paid Time Off Information

Redeployed Staff Timesheet Guidance
Time should be reported using a “REG” code (or equivalent time-reporting code as applicable). An additional line should be added to report an equal number of hours for the Redeployment Tracking code “RDP”. If these hours should be charged to a special short code be sure to add the short code on the REG row in the Combo Code field on the timesheet.

Please be aware of the following information from the University Payroll Office
The reception area of the University Payroll Office in Wolverine Tower will close effective April 1. Note that paychecks distributed via US Mail are mailed two days prior to the pay date, in order to arrive on the pay date.

 
If you have further questions, please reach out to your pay analyst. We are experiencing a high volume of calls and emails during this time, so we appreciate your patience as we work through this rapidly changing environment to provide you with the most up to date information.