Coronavirus Impacts: What to do in Workday
The contents of this page are subject to change/be expanded as Federal, State and University initiatives and policies evolve. Please check back frequently for new and updated information.
As the government and the UW continue to respond to the ongoing health crisis, this page is provides information and guidance for employees and department administrators about any new COVID-19-related changes in Workday.
Emergency Paid Sick Time Off (EPSTO)
The federal Families First Coronavirus Response Act (FFCRA) provides 80 hours (prorated for part-time employment) of Emergency Paid Sick Time Off to eligible employees who are unable to work or telework for their own isolation/quarantine, to care for an individual who is subject to federal/state/local isolation/quarantine, or who need to care for a minor child due to a COVID-19-related school or childcare closure.
Effective as of April 1, 2020, the FFCRA Emergency Leaves of Absence and the related Emergency Paid Sick Time Offs are available in Workday. The Leave of Absence – Emergency Paid Sick Leave (FFCRA) User Guide provides step-by-step guidance for eligible employees who wish to request this time off.
Family Care Emergencies
A Family Care Emergency occurs when an employee needs to be away from work due to a sudden interruption in child or elderly care.
⇒ For more information about family care emergency scenarios, including updated information related to COVID-19, please see UWHR’s website.
⇒ For direct assistance regarding Family Care Emergency, units should contact their HR Consultant.
“Family Care Emergency” is available as a Reason when entering any of following Time Off Types in Workday:
- Compensatory Time Off (hours)
- Holiday Credit Time Off (hours)
- Personal Holiday Time Off (hours)
- Sick Time Off (hours)
- Unpaid Time Off (hours)
- Vacation Time Off (hours)
If entering Time Off in Workday that is related to a family care emergency:
Follow the step-by-step procedure in the Enter Absence (Time Off) User Guide. In step 9 of that procedure, in the Reason field, select Family Care Emergency.
If correcting a previously-requested and approved Time Off entry in Workday:
Follow the step-by-step procedure in the Correct Absence (Time Off) User Guide. In step 3 of that procedure, in the Reason field, select Family Care Emergency.
Leave of Absence
Expanded Family and Medical Leave (EFMLA)
The federal Families First Coronavirus Response Act (FFCRA) expands the existing Family and Medical Leave Act (FMLA), providing up to 12 weeks of paid and unpaid leave to employees who cannot work or telework and need to care for a minor child due to a COVID-19-related school or childcare closure. Effective as of April 1, 2020, Expanded FMLA (EFMLA) is available in Workday.
Expanded FMLA is quite a bit different than regular FMLA and marks the first time in Workday where a Tracking Time Off is designed to also provide pay to the employee. We highly recommend following along with the step-by-step guidance found in the appropriate User Guide to help ensure the employee is paid correctly:
- Leave of Absence – Expanded Family and Medical Leave (EFMLA)
- Leave of Absence – Expanded Family and Medical Leave (EFMLA) – Faculty
As a result of HB 2739 signed into law on March 17, 2020, the state of Washington’s Shared Leave program has been expanded to cover COVID-19 related absences. The new Shared Leave reason is now available in Workday and will be available until the COVID-19 emergency ends.
If you have employees who wish to use the COVID-19 Shared Leave option, please ensure they review UWHR’s Shared Leave Program page for specific details about eligibility and how to request this new Shared Leave before beginning the request or donation process in Workday.
For Campus Employees:
Employees may request shared leave donations if they, their relative, or a household member has a confirmed 2019 novel coronavirus infection or is isolated or quarantined as recommended, requested, or ordered by a public health official or healthcare provider as a result of suspected or confirmed infection with or exposure to the 2019 novel coronavirus (COVID-19).
- Requesting a Shared Leave of Absence:
- Campus staff employees first need to fill out the Shared Leave – Request – COVID-19 (Word doc) form and return it to UWHR (see instructions on bottom of form). Librarians: please contact your unit administrator for guidance about the leave request process.
- Employees then initiate the request for Shared Leave of Absence in Workday following the steps in the Request Shared Leave – Staff Campus User Guide.
- Donating/Receiving Share Leave Hours:
- Once the Shared Leave has been approved, donors can then request to donate their paid time offs (Vacation, Sick or Personal Holiday Time Off) to the eligible recipient in Workday following the steps in the Donate Shared Leave User Guide.
- Requesting Shared Leave Time Off in Workday:
- UWHR will email recipients notifying them when they have received donated Shared Leave Time Off. The recipient can apply the donated Shared Leave once their accrued vacation and sick time off balances are no higher than 40 hours each.
- Employees request Shared Leave Time Off in Workday by following the guidance found in the Enter Absence (Time Off) User Guide:
- Using the Absence worklet in Workday, select Request Absence
- Based on the Shared Leave Time Off balance (viewable on the left side of the screen), enter the Shared Leave Time Off
- In the Reason field, select “COVID-19” (step 9 of the User Guide)
For Medical Centers Employees:
Employees may request shared leave donations if they, their relative, or a household member has a confirmed 2019 novel coronavirus infection.
- Medical Centers employees first need to fill out the Shared Leave – Request – COVID-19 (Medical Center Employees) (Word doc) form and return it to the appropriate UW Human Resources Operations office that serves their unit (see instructions on bottom of form).
- Once a Medical Centers employee is notified that their request for the COVID-19 Shared Leave is approved, they will need to follow the steps in the Shared Leave – Medical Centers User Guide, as absences are tracked in Kronos rather than Workday.
April 2020 NSC Meeting
UWHR provided a comprehensive overview of COVID-19-related legislation and policy updates at the April Named Support Contact (NSC) Network meeting. Visit the April 2020 NSC Meeting page for a recording of the meeting. A timestamped index of the topics covered in the recording is provided to help you locate/jump to the information you need, as well as links to pages on UWHR’s website where answers to the most common questions asked during the meeting can be found.
Please Note: As explained during the meeting, the government’s and the University’s policies and initiatives continue to evolve in response to the ongoing COVID-19 public health crisis. This means that some information shared during the meeting may no longer be accurate. We strongly encourage you to regularly visit UWHR’s Working During COVID-19 pages for the most up-to-date information during this time.
⇒ See UWHR’s Working during COVID-19 pages for time off and teleworking policies, policy updates, child care and self-care resources.
⇒ See the UW’s Novel Coronavirus & COVID-19: Facts and Resources page for information about the University’s overall response to COVID-19.