COVID-19 Time Reporting

Page Contents

  • Resources
  • COVID-19 Time Reporting Flow Chart
  • Paid Time Off Options During COVID-19 (coronavirus) Pandemic
  • How Much COVID-19 Paid Time Off Employees Are Eligible For
  • Reporting COVID-19 Paid Time Off
  • Time Reporting for Staff Moving to 12-hour Shifts
  • Reporting EFMLA (PFL)
  • Timekeeper Frequently Asked Questions (FAQs)

 

Resources

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:

General Resources

Payroll-specific Resources

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.

 

Time Reporting Flow Chart

The Michigan Medicine Payroll Office has created a chart  to help timekeepers better understand the scenarios and process by which each of the current paid time off banks should be used. Use this chart first when unsure which bank and time reporting code to report. Please do not distribute this widely amongst staff as it is intended for department/ unit time keepers only. 

 

Paid Time Off Options During COVID-19 (coronavirus) Pandemic

U-M COVID-19 Paid Time Off (created on March 13)

COVID-19 Paid Time Off (COVID-19 PTO) is a one-time bank of up to 80 hours, created on March 13. Part-time and temporary employees, including student employees, are eligible for a prorated amount. 

COVID-19 PTO continues to provide paid time off for absence from work due to quarantine, isolation or family care needs related to COVID-19 exposure, illness or other related scenarios, such as a temporary lack of work.  

To use this paid time off bank, Michigan Medicine faculty and staff must complete this form.

U-M COVID-19 Paid Time Off Supplement (through April 30, 2020)

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 extended sick time pay or U-M COVID-19 PTO as appropriate through April 30, 2020. Temporary employees without scheduled work are not eligible for any supplemental use of COVID-19 time in April. 

After April 30, employees should follow typical absence from work protocols, including vacation, PTO or sick time pay as needed.

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).  

Federal Emergency Paid Sick Leave (EPSLA)

Starting April 1, the Federal Emergency Paid Sick Leave Act (EPSLA) provides a new bank of up to 80 hours of paid time off for COVID-19-related absences.  Part-time and temporary employees, including student employees, will be eligible for a prorated amount. EPSLA time can be used for COVID-19 absences, including personal illness, direction to quarantine, care for a quarantined family member, or to provide child care due to school or day care closure.  

EPSLA time should be used before other paid time off for qualifying absences. Once EPSLA is exhausted, employees should use one of the university’s existing paid time off banks as appropriate such as COVID-19 PTO, regular PTO or sick pay as needed.

Employees should report EPSLA using a new “PEL” code.

Expanded Family Medical Leave Act (EFMLA)

The federal legislation also 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 may use 80 hours (or a proportional amount for part-time and temporary staff) of paid time before accessing up to 10 additional weeks of paid time off at two-thirds the rate of pay. Employees can use the new EPSLA time off hours to cover the first two weeks of absence, followed by Expanded FMLA, at which point the new timekeeping code “PFL” should be used

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.

Michigan Medicine employees must send the completed EFMLA request form to your department administrator and also fax to the Human Resources Solution Center at (734) 936-9526.

Michigan Medicine Additional 120 Hour Bank

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. Please consult with your supervisor or human resources representative if you have questions about eligibility.

Help Determining Which Paid Time Off to Use

Use this table to help determine which paid time off bank to use and for which COVID-19-related scenario. A PDF version is also available. 

For more information, see the HR FAQs available on Headlines.

 

How Much COVID-19 Paid Time Off Employees Are Elligible For

Regular Employees: Eligible regular full-time employees receive 80 hours for the Federal Emergency Paid Sick Leave (EPSLA) time bank and 80-hours for the COVID-19 PTO bank.

Eligible regular part-time employees receive the same banks, prorated by FTE. For example, a 20-hour .5 FTE employee would receive a bank of 40 hours.

Temporary Employees: Eligible temporary employees receive both paid time-off banks prorated based on the average of hours worked in the past 6 months -OR- 8 weeks. The EPSLA time bank requires 6 month look back. U-M COVID-19 PTO requires 8 weeks look back. The prorated bank must be manually calculated before time can be reported.

Calculating U-M COVID-19 Paid Time-Off for Temporary employees

Step 1: Identify the start and end date for the 8-week period

Identify the first day COVID-19 Paid Time Off will be reported and count back 8 weeks. This will be the first day of the 8-week period.

As an example, if the first day an employee is using the COVID-19 bank is Wednesday, March 18, counting backward 8 weeks, Wednesday, January 22, is the first day of the 8-week period. An alternative to counting back on a calendar is using this web-based date calculator set to “-“ and “8 weeks” as pictured here.

Step 2: Find the number of hours worked in the 8-week period

To find the number of worked hours, use this M-Pathways query:  MTL_PAYABLE_TIME_EMPL_SUMM. This query identifies hours paid to an employee within a given range of dates. Input the employee ID number and record number, and then the start and end dates identified in Step 1 and click ‘View Results.’ The query will identify and sum all time reported during the 8-week period by time reporting code. Add all worked hours in the “Sum Quantity” column for the total hours worked in the 8 weeks. Be sure not to add shift, if any.

Note: It’s likely that not all worked hours will be in the system when this query is run. It may be necessary for departments to refer to time records outside the system.

Step 3: Calculate the bank

Using the sum of worked hours identified in Step 2, calculate the prorated bank using the following formula:

SUM ÷ 8 ÷ 40 x 80 = prorated bank

Here’s an example:

The query in Step 2 identifies a temporary employee has worked 150 hours in the past 8 weeks.

150 ÷ 8 ÷ 40 x 80 = 37.5

The employee had 37.5 hours of COVID-19 paid time off available.

 

Reporting COVID-19 Paid Time Off

EPSLA time should be used before other paid time off for qualifying absences. Once EPSLA is exhausted, employees should use one of the university’s existing paid time off banks as appropriate such as COVID-19 PTO, regular PTO or sick pay as needed.

EPSLA: Employees can report the EPSLA time using a new “PEL” code on their timesheets.  Those that don’t report time in a central time-keeping system will have to track use of the time locally.

COVID PTO: Employees can report the time using a new “RPN” code followed by the “PAN” code for tracking. Those that don’t report time in a central time-keeping system will have to track use of the time locally. See a sample timesheet:

COVID PTO timesheet example

Note: Administrators approving time will see more hours reported than usual because of the two codes being used. The employee will not be overpaid because only RPN is used for payment.

EFMLA:  Employees can report the EFMLA time using a new “PFL” code on their timesheets followed by the “FML” code for tracking.  Those that don’t report time in a central time-keeping system will have to track use of the time locally. See a sample timesheet:

COVID EFMLA timesheet example

For the month of April, once employees have exhausted the EPSLA and COVID-19 PTO banks, they qualify for the COVID-19 PTO Supplemental. After April 30, 2020, they will need to use regular PTO and leave options available. More direction will be communicated by the end of April. If using their own paid time off, continue reporting the PAN (Pandemic) Tracking code with those various type of paid time off.

After April 30, when COVID-19 paid time off hours are exhausted and employees are reporting sick, extended sick, vacation,  PTO or no pay for a COVID-19 related absence, please continue to report PAN with these codes.

See more examples in the April 3 Timekeeper Update

 

Time Reporting for Staff Moving to 12-hour Shifts

Any regular staff member moving to 12-hour shifts that will not be working up to their standard hours each week can use the Emergency Paid Sick Leave hours (EPSLA), effective April 1 – 30 2020, or the COVID-19 PTO to supplement their appointment under the lack of work provisions. All non-exempt biweekly staff must be paid Overtime Premium when working over 40 hours in any individual week. AFSCME bargained-for staff can work 12-hour shifts under the Special Schedule language and must be paid the Special Schedule premium in these cases. See more regarding how to report time for 12-hour shifts here.

If staff are working their appointment, but working less in one week and over 40 hours in the second week of a biweekly pay period, there is work-around that must be used to ensure staff are getting their full retirement contributions on all of their appointment hours. See above link to review how to report time in these situations.

 

Reporting EFMLA (PFL)

EFMLA (PFL) Supplemental Pay Options

Beginning May 1, 2020, the Expanded Family Medical Leave Act (EFMLA) is subject to 2/3 pay (details can be found on the https://umich.box.com/s/ketovwrf8rakgfsz0efgtw32gn59dgma). This means that when EFMLA (“PFL”) hours are reported, employee’s will be paid 2/3 of their hourly rate. Employees may opt to supplement EFMLA with hours from other banks in order to receive full pay.

The following banks can be used to supplement the remaining 1/3 pay in this order:

  1. COVID-19 PTO bank – If an employee has hours remaining from the original 80-hour bank issued in March, 2020, reported with the RSP time reporting code.
  2. EPSLA bank – If an employee has hours remaining from their EPSLA (PEL) bank, reported with the PSP time reporting code.
  3. PTO/Vacation bank – Once an employee has exhausted the previous options, they can supplement with the PTO or vacation bank.
  • PHP for employees on the PTO plan
  • VHP for employees on the Vacation plan

Reminder: The FML tracking code should be reported with all PFL hours.

Reporting PFL With & Without Supplemental Banks

The M-Pathways system will automatically generate pay for 2/3 of the hours reported. If the employee chooses not to supplement the hours, the PFL is the only code which needs to be ported.

To supplement 2/3 pay: Calculate the 1/3 supplement amount. Multiply hours of PFL by .334 and report to the nearest hundredth of the hour (two places after the decimal).

Example timesheets of PFL with supplemental hours:

Full-time employee using PFL and supplementing with remaining COVID-19 PTO bank.

Supplemental calculation: 8 x .334 = 2.67 supplemental hours

Part-time employee (.6 FTE/ 24 hour) using PFL and supplementing with PTO.

Supplemental calculation: 4.8 x .334 = 1.6 supplemental hours

Timekeeper Frequently Asked Questions (FAQs)

Below are questions specific to timekeeping and reporting. If you have other questions about eligibility for any of the paid time off benefits, or other related topic, refer to the HR FAQ.

Q1: How is the pro-ration calculated for temporary staff who do not have an FTE in the system?

For the COVID-19 PTO (80 hours), use the average hours worked each week for the 8 weeks preceding the first use of these hours to determine an FTE; then multiply that by 80 to determine how many hours they are eligible for. 

Q2: For the COVID-19 PTO Supplemental, use the same FTE calculated for the COVID-19 PTO and apply on a weekly basis through April 30, 2020.

A2: For the Federal Emergency Paid Sick Leave (EPSLA), use the 6-month period preceding the first use of these hours to determine an FTE; then multiply that by 80 to determine how many hours they are eligible for.

Q3: What happens when all the available paid COVID-19 related hours an employee is eligible for runs out and they are still off work due to COVID 19 Pandemic?

A3: For the month of April, once employees have exhausted the EPSLA and COVID-19 PTO banks, they qualify for the COVID-19 PTO Supplemental. After April 30, 2020, they will need to use regular PTO and leave options available. More direction will be communicated by the end of April. If using their own paid time off, continue reporting the PAN (Pandemic) Tracking code with those various type of paid time off.

Q4: Can the COVID-19 PTO plans be used intermittently?

 A4: Yes, COVID-19 PTO and COVID-19 PTO Supplemental can be used intermittently if the situation calls for that.

Q5: Can the Michigan Medicine Patient Care Paid Time Off hours be used intermittently?

A5: Due to the nature of employee eligibility for this bank, we do not expect to see intermittent use. 

Q6: Can the Extended Family Leave be used intermittently?

A6: Contact the HR Solution Center for further guidance.

Q7: What is the significance of "PAN?"  Does this pay come from a different pool from the normal?

A7: PAN allows us to track usage of the COVID19 one-time banks used by employees affected by the virus in accordance with specific criteria previously communicated. We will be running reports/audits on the use of those banks and making sure it’s not overused or being used if someone doesn’t have a validated/approved request form on file. PAN does not come from any other “pool” of time nor is it charged to a different short code. It is solely for auditing the use of the banks provided to ensure it’s being used appropriately.

Q8: What time period is to be looked at to determine “normally worked” hours for temporary employees to determine how much the 80-hour COVID-19 PTO they would be eligible for? 

A8: To determine FTE for a temporary employee eligible for the COVID19 one-time bank(s), look back 8 weeks from the day they will use the hours and determine average number of hours worked each week then divide by 40 to calculate their FTE.

Q9: When I input the hours with the two codes RPN/PAN, one on each line, it doubles the hours. Is this correct?

 A9: Yes, that is correct. PAN is a tracking code only to indicate those are hours being used from the COVID-19 PTO banks.

Q10: I have monthly exempt staff who are using some of the COVID19 PTO bank. They are only using 2 hours on some days and 4 hours on other days. Are they to code RPN/PAN time in ½ day increments or hour for hour?

A10: For use of the COVID19 PTO banks exempt staff should report RPN/PAN in ½ day increments, same as when reporting normal PTO.

Q11: Is shift premium paid on RPN/PAN when using the COVID-19 PTO banks?

 A11: Yes, hours reported as RPN/PAN are to be treated like worked hours in regards to shift premium pay. 

Q12: Can I pay a Work-Study student if they are no longer able to work, due to the COVID-19 crisis?

A12: Yes, a special provision of the Work-Study Program, which the University has approved, now permits units to pay Work-Study to students who are no longer able to work as a result of the COVID-19 crisis. If a student has moved home or cannot work due to COVID-19 closure of their university worksite, a work study student should be paid using the code "REG" along with the tracking code "PAN".  Note: Use of the REG time code ensures that the expense will continue to be shared by Federal and unit funds. 

If a student is unable to work due to illness, isolation or quarantine due to COVID-19, or family care needs resulting from COVID-19, a Work Study student should be paid using the code "RPN", along with the tracking code PAN.   Note: Use of the RPN time code means that 100% of the expense will be charged to the unit.  Student temporary employees should receive a prorated amount of the 80-hour bank of time based on their typical work schedule. 
Contact the Office of Financial Aid Student Employment(link is external) or payroll@umich.edu(link sends e-mail) with questions. 

Q13: Can work-study students continue working?

A13: Yes, at this time, students (with or without Work Study) may continue working. Remote work is allowable and encouraged.

Q14. If an employee is put on a temporary furlough will anything need to be reported on their timesheet?

A14. An employee taking a temporary furlough will have their appointment status changed to “Pandemic Leave” and subsequently inactivated until their return. Departments should report No Pay (ETW) on the timesheet until the appointment change shows up on Job Data in M-Pathways.

Q15. If an employee is put on a temporary furlough will anything need to be reported on their timesheet?

A15. An employee taking a temporary furlough will have their appointment status changed to “Pandemic Leave” and subsequently inactivated until their return. Departments should report No Pay (ETW) on the timesheet until the appointment change shows up on Job Data in M-Pathways.

Q16. If an employee participates in the temporary reduction in effort how does their time need to be reported?

A16. An employee who is on a temporary reduction of effort will have their effort reduced in M-Pathways. Departments may need to report no pay to reflect the reduction in effort until the change shows up on Job Data in M-Pathways. Once the change is in the system, report their hours up to the new standard hours amount.

Q17. What happens to PTO balances and accruals for those employees on temporary furlough?

A17. The PTO will be held in the employees bank in the system. No additional PTO will accrue once the leave goes into effect. The PTO balances will not be paid out.

Q18. What happens to PTO balances and accruals for those employees on temporary reduction of hours?

A18. An employee who is on a temporary reduction of hours will accrue PTO at their new effort. If they have a balance that is over the new maximum allowable balance based on the new effort, those hours will be held and returned to the employee’s balance once the temporary reduction of hours period has ended.