The COVID-19 PTO Supplemental bank ends on April 30. Effective May 1, staff may use any time remaining from the following banks if eligible based on reason: COVID-19 PTO (issued in March) (RPN/PAN), EPSLA (PEL), special 120-hour bank (PCP) or EFMLA (PFL), where applicable, before moving to their standard paid time off. See this chart for more information. 

Due to the extension of the State of Michigan’s Stay-at-Home executive order, the EPSLA (PEL) paid time off bank can be used due to temporary lack of work until May 15. Those using it for other COVID-related absences may use the bank until December 31, 2020. More information about the EPSLA bank, and all of the time off benefits, can be found in the HR FAQs.

The additional 120 hours, special-use PTO bank is for employees who need to isolate as a result of contracting COVID-19 while providing patient care or working in a patient care area within 14 days of becoming symptomatic. If you have questions regarding the ability to use the 120 bank of time, please send an email to: MMCOVID-HR@med.umich.edu.

The email will need to include the employee’s name, title, unique name and answer’s to the following questions:

1. When did the employee get ill?
2. Is the employee working remotely or going into patient care buildings?
3. When was the last time the employee was in the patient care building in relation to getting sick?
4. Does the employee interact with patients or provide support to patient care areas?

Please note, that the employee needs to have contacted OHS to report a positive COVID test.

Beginning May 1, 2020, the remaining weeks eligible for EFMLA (PFL) are subject to 2/3 pay. The employee may supplement the ⅔ pay with

1. The original COVID-19 PTO bank if any hours are left from March using the RSP time reporting code.
2. If that bank is exhausted, they may supplement with any remaining EPSLA hours using the PSP time reporting code.
3. If the EPSLA bank is exhausted employees can use their own PTO time to supplement using the PHP code or VHP if the employee is on the Sick/Vacation plan.

Supplementing will provide a full paycheck for the employee. 

There are several resources available to assist Michigan Medicine time keepers and employees during these challenging times. Many address various scenarios, and provide information on how to navigate operations during the current pandemic. Bookmark these pages and refer to them often as updates are occurring regularly to adapt to the changing environment. Here is a short list of resources:

• COVID FAQ (includes information about parking, patient care, how to report illness, PPE and other topics)
• HR FAQ (includes information about COVID PTO banks, eligibility and usage, child care, redeployment, time reporting, and other HR topics)
• Updated COVID-19 Paid Time Off Flow Chart (a guide for reporting time by situation)
• COVID-19 PTO bank descriptions (a guide to all of the COVID banks)
• COVID-19 Time Reporting (includes temp bank calculation, 12-hour time reporting guide, and timekeeper FAQs)

If you still have questions, email MMHR-COVID19@med.umich.edu. If your questions are related to timekeeping, contact the Michigan Medicine Payroll office at 734-615-8722 and leave a message or email hr-payroll@med.umich.edu.

When submitting PARs for employee appointment changes (effort change, termination, etc.) departments should always verify that the PARs submitted have been entered and approved before an employee’s next regular payroll process. This can be done by reviewing Job Data in M-Pathways to verify the change is in the system or by reviewing the PAR transaction to see if it’s been approved.

If the change does not appear, special coding may be required on the timesheet to ensure correct pay. In the case of a termination that is not yet appearing in Job Data, no pay must be reported starting on the first day the employee should not receive pay. 

Warning! Most employees get paid their standard hours for active appointments even if no time is reported (all except BW Nurses and Temps); this is why time must always be reported for all active non-temp appointments. With the time reporting, you are telling the system what to pay or not pay for all employees with an active appointment on the system. 

Reminder! Departments should run a payable time query prior to every payroll cutoff to see what is going to be sent to payroll for each employee in their department. 

MTL_PAYABLE_TIME_DEPT - payable time by department ID is a good place to start. There are many other versions of payable time queries available. Go to Query Viewer in M-Pathways and search for “MTL_PAYABLE” to bring up the list.