IMPORTANT: Instructions on Time Reporting Using New Leave Codes

Apr 20, 2020 | Intercom

Dear all,

This message applies to all Regular Faculty, Regular Staff and Student Employees,

Thank you for your work during this unprecedented time. We appreciate your patience and support as the College makes important updates to our leave tracking system in ADP. These updates are to ensure you get the important resources you need and that the college is eligible for COVID-19 related support from the federal government.

NMC will begin using additional ADP pay codes that are directly related to the Families First Coronavirus Response Act (FFCRA), effective April 20, 2020, while continuing to use the COVID-19 code.

If you are hourly:

  • Please continue to report the hours worked on your time card as regular hours
  • Please continue to report those hours scheduled, but not worked under the COVID-19 leave code, unless you are using the FFCRA leave explained below.

If you are salaried:

  • Please continue to report any time not worked as a time off request under COVID-19, unless you are using the FFCRA leave explained below.

The following new leave types have been created under federal law to track time off required to address very specific COVID-19 related issues.

Emergency Paid Sick Leave can be used for yourself or to care for others impacted by the coronavirus:

  • Full Time Employees are eligible for up to 80 hours of paid sick leave.
  • Part Time Employees are eligible for the number of hours usually worked, averaged over a 2 week period.

Emergency Paid Sick Leave has two leave codes:

  1. Families First Employee Pay- (ADP code is FF-PSL-EE)
    1. To be used if the employee is unable to work due to being quarantined (due to a Federal, State, or local government order or advice of a healthcare provider), and/or experiencing COVID19 symptoms and seeking a medical diagnosis. This reason is available for your own illness related to covid19.
    2. A letter/note from your medical provider will be required if you are being asked to stay out from work due to the above reasons. 
    3. Submit the letter/note to Hollie DeWalt in HR through email hdewalt@nmc.edu, or by fax 231-995-1590.
    4. Wages will be paid at 100% for this pay/leave code.
    5. The time is intended to be used in one increment, and not intermittently.  The purpose of the leave is to keep someone out of the workplace while they might be contagious.
  1. Families First Family Care Pay- (ADP code is FF-PSL-FAM)
    1. To be used if the employee is unable to work because of the need to care for a family member subject to quarantine (due to a Federal, State, or local government order or advice of a healthcare provider), or care for a child whose school or child care provider is closed or unavailable for reasons related to COVID19.
    2. Wages will be paid at 100% for this pay/leave code.
  2. How do I request the use of Paid Sick Leave under FFCRA?
    1. Complete the Request Form found at this link.
    2. Report time used in ADP

Expanded FMLA is also available if you are caring for your child whose school or place of care is closed due to the coronavirus. ADP pay code for this leave is FF-FMLA

  • Eligibility occurs after 30 days of employment.
  • 12 weeks of FMLA are available (this total includes any other FMLA time you have taken in a year).
  • The first 10 work days of the 12 week period are either unpaid, using the Emergency Paid Sick Leave, or your own leave banks.
  • The following 10 weeks of this leave are paid at 100% of your wages.
  • Expanded FMLA can be used consecutively or intermittently.
  • How do I request the use of the Expanded FMLA?
    • Complete the Request Form found at this link.
    • Report time used in ADP.

If you have questions about this, please contact Hollie DeWalt at 995-1350 or HDeWalt@nmc.edu.

Best Regards, Mark

—

Mark Liebling
AVP of Human Resources
1701 East Front Street, Traverse City, MI 49686
(231) 995-1342