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Human Resources

COVID-19 Employee Time Reporting

The State Controller’s Office is requesting that all employees code their I-Time accurately during the COVID crisis for the state to receive federal stimulus dollars.  For those employees (including faculty) who generally do not complete I-Time, you must report time worked remotely, up to 80 hours per pay period, under the COVID-19 Telework Code (CVR). Please do not report additional remote working in excess of 80 hours.  If you need a password for I-Time, please contact Judy Floch at jafloch@lcsc.edu or 792-2204.

Did you work the full pay period at your regular LC State work site?

  1. Yes – fill out I-Time as normal.  Code ACT
  2. No – continue.

Did you work the full pay period from a remote location?

  1. Yes – Code CVR

Did you work some hours of the pay period from a remote location and some hours at your regular LC State work sites?

  1. Yes
    • For any portion worked at your regular work site, code REG
    • For the portion of the pay period worked remotely, code CVR
  2. No – continue

For any time that you did not work, were you taking approved vacation leave or using your sick leave (not related to COVID-19 reasons?)

  1. Yes – complete I-Time using the regular sick (SIC) or vacation (VAC) codes. 
  2. No - continue

If you were unable to work or telework prior to April 1 due to COVID-19, you must first use your available sick leave. If you do not have sufficient sick leave to cover the time off from work, contact hr@lcsc.edu for guidance.  There may be donated leave available for you to use.

The following items address absence from work for reasons related to COVID-19 occurring on or after April 1, 2020:

  1. You were subject to a Federal, State, or local quarantine or isolation order related to COVID-19 and you were unable to work remotely or otherwise from your place of quarantine or isolation. (This means any of a broad range of governmental orders, including orders that advise some or all citizens to shelter in place, stay at home, quarantine or otherwise restrict mobility.)   –  If so, skip to Emergency Paid Federal Sick Leave below. OR
  2. You were advised by a healthcare provider to self-quarantine due to concerns related to COVID-19 and you were unable to work remotely from the site of self-quarantine. (see explanations below) – If so, skip to Emergency Paid Federal Sick Leave.  OR
  3. You were experiencing COVID-19 symptoms* and you were taking affirmative steps to seek medical diagnosis and you were unable to work, remotely or otherwise, during this time. (see explanations below) – If so, skip to Emergency Paid Federal Sick Leave.
    *Symptoms are:  Fever; Dry cough; Shortness of breath; or any other COVID-19 symptoms identified by the U.S. Centers for Disease Control and Prevention.  OR
  4. You were needed to care for an individual (an immediate family member or person who resides in the employee’s home) who was subject to a Federal, State or local quarantine or isolation order related to COVID-19 and you were unable to work remotely or otherwise during this time.  – If so, skip to Emergency Paid Federal Sick Leave.   OR
  5. You were needed to care for your son or daughter whose school or daycare was closed, or whose child care provider was unavailable, due to COVID-19 related reasons and you were unable to work remotely during this time. (see explanations below) -  If so, skip to Emergency Paid Federal Sick Leave.
    1. An employee has a need to take leave if he or she is unable to work due to a need to care for his or her son or daughter whose school or place of care has been closed, or whose child care provider is unavailable, for reasons related to COVID-19, only if no other suitable person is available to care for the son or daughter during the period of such leave.
    2. An employee may take leave to care for his or her child only when the employee needs to, and actually is, caring for his or her child. Generally, an employee does not need to take such leave if another suitable individual such as a co-parent, co-guardian or the usual child care provider is available to provide the care the employee’s child. 

Emergency Paid Federal Sick Leave (Available as of April 1, 2020)

  • During any of the times described in 1, 2, 3, and 4 above, you must immediately apply for (and qualify for based on the definitions and documentation) Emergency Paid Sick Leave. Or, you can elect to use your accrued sick or vacation leave. HR will respond to the application and notify each employee with the proper code to use in I-Time based on the application.
  • During any time described in 5 above you can:

Example 1: I have been approved to telework. How do I code my timesheet?

Response: Use earnings code CVR instead of ACT for telework time. If you have worked any time in the office, you need to use REG, instead of ACT. If you have been approved to work overtime, you need to manually calculate your hours and use the following codes: CVB - Time accrued at 1.5 rate or CVD - Time accrued at 1.0 rate. If you are not sure of your accrual rate, consult with your agency HR Specialist.


Example 2:  I have not been approved to telework, but I just want to stay home.

Response: You need to consult with your agency HR or DHR to determine whether you are authorized to use accrued leave or compensatory time.


Example 3:  I cannot work or telework and I have to stay home and care for my child(ren) under 18 due to a school or daycare closure related to COVID-19, I have worked at least 30 days for my current employer, and I have been determined eligible for EFMLA by my agency HR or DHR. What codes do I use?

Response: Emergency Family and Medical Leave Act (EFMLA). EFMLA allows you to take up to 12 weeks of leave which does not count against your existing accrued leave balances. The first two weeks of the leave is identified as unpaid using the code CVL.

If you want to receive the first ten days as full paid leave, you may use your own accrued leave balances by coding VAC, SIC, or CPT. If you do not want to use your accrued leave, you can use code CVP. CVP will pay two-thirds of your hourly rate for the first two weeks under the Emergency Paid Sick Leave Act (EPSLA).

After the first ten days of the EFMLA, you will receive an additional ten weeks of paid leave at two-thirds your pay rate. Code your time sheet using code CVF.

You may supplement the two-thirds pay with your own accrued leave balances in order to receive your full rate of pay. Since this is EFMLA, you would use regular FMLA codes FMV, FMS, FML when coding your time sheet. At no time, can the combination of EFMLA, EPSLA, and personal accrue leave time provide a pay rate beyond or greater than the normal full pay rate. If the employee informs you, he or she is not eligible for EFMLA, go to Example 7.


Example 4:  I have been told I cannot report to work due to the Center for Medicaid and Medicare (CMS) regulations (or similar authority), I am not eligible to telework, I cannot be reassigned to another agency AND a health care official has not made a determination that I am physically unable to perform my job? What do I do?

Response: You need to contact your agency HR or DHR. The Administrative time code CVT must be preapproved by DHR and Legal Counsel. Note: The employee may be authorized by their agency after consultation with DHR and legal counsel to use Administrative Time for up to 80 hours using code CVT. 


Example 5:  I am not at work because I was ordered by a Federal, State, local quarantine or isolation order related to COVID-19 (Governor Little’s State of Emergency Declaration does not apply); or a health care provider has advised me to self-quarantine because of COVID-19; or I am experiencing COVID-19 symptoms and are seeking a medical diagnosis; and I am not able to telework or be reassigned, but I have been authorized by my agency to use up to 80 hours of Emergency Paid Sick Leave, how do I code my timesheet?

Response: You must receive eligibility determination from your agency HR or DHR. If eligible, use the EPSL code CVH. CVH does not count against your FMLA leave entitlement. Note: The employee may be eligible for up to 80 hours total (pro-rated for part-time) for EPSL at the full rate of pay.

Example 6:  I am not at work because I am caring for an individual subject to a Federal, State, or local quarantine or isolation order related to COVID-19; or I am caring for an individual that has been advised by a health care provider to self-quarantine because of COVID-19; AND I am not able to telework or be reassigned. I have been authorized by my agency for up to 80 hours of EPSL. How do I code my timesheet?

Response: Using the code CVH, you will be paid two-thirds your rate of pay and document on your timesheet two-thirds of your hours. CVH does not count against your FMLA leave entitlement and you may supplement with your accrued leave.

Example 7:  I am not able to telework or be reassigned and I do not qualify for EFMLA because I have not worked at least 30 days for my current employer. I am experiencing symptoms and I am seeking medical diagnosis. I have been authorized to use EPSL for up to 80 hours by my agency. How do I code my time sheet?

Response: You will code your time sheet using the code CVH. You will be paid 100% of your regular rate of pay.

Example 8: I am not eligible to telework, I have exhausted all FFCRA leave options (both EFMLA and EPSL), AND I am still affected by items in Example 5?

Response: You should consult with your agency HR or DHR. Note: The employee may have to use accrued sick leave.

Example 9:  I am not eligible to telework, I have exhausted all FFCRA leave options, I have expended all my accrued sick leave (or was not eligible) AND I am still affected by examples 5, 6, and 8 listed above. What should I do?

Response: You should consult with your agency HR or DHR. Note: The employee may be eligible for Advanced Sick Leave of up to 80 hours maximum if approved by their agency. The code would be CVS. Advanced Sick Leave may be required to be paid back later. If all Advanced Sick Leave is exhausted or is not an option, then the employee might consider using your other accrued leave of VAC, and/ or CPT.

Example 10:  I am not eligible to telework, I have exhausted all leave options under the FFCRA, I have exhausted accrued sick leave, Advanced Sick Leave, AND I am still affected by examples 5, 6, and 8 above. What should I do?

Response: You should consult with your agency HR or DHR.

For additional guidance, visit the Division of Human Resources' website or see the Uses of Leaves Related to COVID-19 Flowchart