If a state agency employee must be absent from work and cannot telework:
The employee may use Paid COVID-19 Leave if: they have a fever, cough, shortness of breath or any other COVID-19 symptoms identified by the CDC and are seeking a medical diagnosis of COVID-19; a health care provider has advised them to self-quarantine based on the health care provider’s belief that the employee has COVID-19, may have COVID19 due to known exposure or symptoms, or are particularly vulnerable to COVID-19; or the employee is subject to a Federal, State, or local isolation or quarantine order related to COVID-19.
The employee may use Paid COVID-19 Leave if they must be absent from work because they are caring for a qualifying individual, as defined in the policy, who depends upon the employee to care for them, and that individual: has been advised by a health care provider to self-quarantine because of the health care provider’s belief that the individual has COVID-19, may have COVID-19 due to known exposure or symptoms, or is particularly vulnerable to COVID-19; or the individual is subject to a Federal, State, or local quarantine order related to COVID-19.
The employee may use Paid COVID-19 Leave and, if they are eligible, EFMLA leave, if they must be absent from work due to a need to care for their child because their child’s school or place of care has been physically closed, or their child’s care provider is unavailable, for reasons related to COVID-19, there is no other suitable person to care for their child during the period of absence, and no other person will be providing care for their child during the period of absence.
Employees assigned to Priority 1 or 2 services as defined in the policies may only use Paid COVID-19 Leave/EFMLA with agency permission.
Paid COVID-19 Leave and EFMLA are subject to the eligibility requirements, caps and limitations set forth in the applicable policy. Please contact your agency HR office with any questions.
To request Paid COVID-19 Leave or EFMLA leave, employees must complete the Paid COVID-19 Leave/EFMLA Request Form and certify the information contained in the form is true and correct. Contact your agency human resources office for questions.
Employees not assigned to perform Priority 1 or Priority 2 critical services, as defined in the policies, who request COVID-19 School Leave/EFMLA must submit a completed Request Form as soon as is practicable if the need for leave is foreseeable; and for all other requests for Paid COVID-19 Leave, the employee is not required to submit the Request Form in advance of the leave, but must submit a completed Request Form as soon as is practicable after the first workday (or portion of the workday) for which the employee takes the leave.
Employees assigned to provide Priority 1 or 2 critical services, as defined in the policies, including by reassignment or redeployment, must submit a completed Request Form and receive approval in advance of taking COVID-19 School Leave/EFMLA or COVID-19 Care Leave, and must submit a completed Request Form to take COVID-19 Health Leave as soon as is practicable. Requests for paid leave of employees who are assigned to perform Priority 1 or Priority 2 critical services, as defined in the policies, may be denied.
You must indicate the anticipated length of leave you are requesting on the Paid COVID-19 Leave/EFMLA Request form whenever possible.
In all cases, employees are limited to a single bank of up to 80 hours of Paid COVID-19 Leave (pro-rated for part-time employees), which can be used for School Leave, Health Leave, or Care Leave, or a combination of those reasons. Employees are limited to a total of 80 hours of Paid COVID-19 Leave; employees do not receive up to 80 hours of leave for each type of Paid COVID-19 Leave.
Eligible employees may also receive up to 12 workweeks (2 unpaid workweeks and 10 paid workweeks) of EFMLA leave for COVID-19 related school or childcare closures. Paid COVID-19 Leave used for COVID-19 related school or childcare closures (School Leave) runs concurrently with unpaid EFMLA leave.
Even if the employee has remaining Paid COVID-19 Leave or EFMLA hours in their leave banks, the employee must end their leave when they no longer have a need for the leave.
Paid COVID-19 Leave is limited to a single leave bank of 80 hours of paid leave (pro-rated for part-time employees), that has three types of uses: School Leave, Health Leave, and Care Leave. Employees do not receive 80 hours of leave for each type of Paid COVID-19 Leave use. Additionally, each type of Paid-COVID-19 Leave is subject to the following time and pay limitations:
EFMLA leave is limited to up to 12 workweeks of leave. The first 2 workweeks of EFMLA leave are unpaid, but can be supplemented with Paid COVID-19 Leave (School Leave) to the extent available, accrued vacation leave, or accrued compensatory time. The remaining up to 10 workweeks of EFMLA leave will be compensated at 2/3 pay, up to a daily cap of $200. Employees are permitted to supplement with accrued vacation leave or compensatory time so they receive their normal salary.
Yes, if an employee filled out a request form for one set of circumstances, but must then take leave for a different set of circumstances, a new request form must be submitted and approved. Any time the information the employee provided in the request form changes, they must submit a new request form.
Eligibility for all employees is based on the number of days they have worked, not the number of hours. An employee is eligible if they have been on the payroll for at least 30 calendar days immediately prior to the day their leave would begin.
The Paid COVID-19 Leave policy applies to all employees of agencies in the executive branch, as defined in M.S. 43A.02, subd. 22, and includes all employees of the Minnesota State Retirement System, the Public Employees Retirement Association, the Teacher’s Retirement Association, and the Minnesota State Colleges and Universities system.
All eligible employees receive up to 12 workweeks (10 workweeks paid) of EFMLA. The number of hours for a part-time employee’s workweek is calculated based on the number of hours the employee is normally scheduled to work. If the normal hours scheduled are unknown, or if the part-time employee’s schedule varies, a six-month average may be used to calculate the average daily hours. Such a part-time employee may take EFMLA for the same number of hours per day up to 12 weeks (10 workweeks paid).
Yes. An employee can take up to 80 hours of Paid COVID-19 Leave, even if they cannot take EFMLA leave. To be eligible for EFMLA, an employee must have worked for any executive branch agency, including MSRS, PERA, TRA or Minnesota State, for at least 30 calendar days prior to the start of their leave.
EFMLA has different eligibility criteria than FMLA. An employee is eligible for EFMLA leave if they have worked for any executive branch agency, including MSRS, PERA, TRA or Minnesota State, for at least 30 calendar days prior to the start of their leave, even though they may not be eligible for FMLA leave. If the employee also becomes eligible for FMLA any time during the fiscal year, any EFMLA the employee took during the fiscal year will count against the employee’s FMLA balance for the fiscal year.
Paid COVID-19 School Leave runs concurrently with the first 2 weeks of unpaid EFMLA, if applicable, as described in HR/LR Policy # 1441, Expanded FMLA for COVID-19 Related School/Child Care. EFMLA is another use for FMLA leave. Employees who use COVID-19 School Leave/EFMLA will have that leave counted against/run concurrently with their FMLA bank for the fiscal year.
For Paid COVID-19 Health Leave and Care Leave, if an employee is taking Paid COVID-19 Leave for a reason that also qualifies for FMLA leave and the employee is eligible for FMLA leave, the leave also constitutes FMLA leave, which runs concurrently with the Paid COVID-19 Leave.
Employees can take Paid COVID-19 Health Leave or Paid COVID-19 Care Leave that also constitutes FMLA leave on an intermittent or reduced schedule basis. With agency permission, employees can take Paid COVID-19 School Leave/EFMLA leave on an intermittent or reduced schedule basis.
Paid COVID-19 School Leave/EFMLA only apply “If an employee must be absent from work [and cannot telework] due to a need to care for their child whose school or place of care has been physically closed, or their childcare provider is unavailable, for reasons related to COVID-19, and there is no other suitable person available to care for their child during the period of absence.” During the summer, Paid COVID-19 School Leave/EFMLA could apply if the child’s summer school or summer childcare provider is closed or unavailable due to COVID-19. However, if the child normally stays home unattended during summer break, or if there is alternative childcare, Paid COVID-19 School Leave/ EFMLA would not be available.
No. The first two workweeks of EFMLA are unpaid. An employee may, but is not required to, supplement that unpaid time with Paid COVID-19 Leave (School Leave). The employee can instead choose to save their Paid COVID-19 Leave hours for another Paid COVID-19 Leave use (Health Leave or Care Leave). The employee can supplement the first two workweeks of EFMLA leave with vacation leave or compensatory time, or have the first two weeks of EFMLA leave entirely unpaid. However, if the employee does take Paid COVID-19 School Leave, that time must run concurrently with EFMLA. In other words, an employee cannot extend EFMLA to 14 weeks by taking the first 2 weeks of EFMLA leave unpaid (or vacation/comp time), 10 weeks of EFMLA leave paid, and 80 additional hours of Paid COVID-19 School Leave.
No. Under the Paid COVID-19 Policy, an employee who becomes ill with COVID-19 symptoms may qualify for Paid COVID-19 Health Leave only if: (1) they have a fever, cough, shortness of breath, or any other COVID-19 symptoms identified by the CDC, and are seeking a medical diagnosis of COVID-19; (2) a health care provider has advised the employee to self-quarantine based on the health care provider’s belief that the employee has COVID-19, may have COVID-19 due to known exposure or symptoms, or is particularly vulnerable to COVID-19; or (3) the employee is subject to a Federal, State, or local isolation or quarantine order related to COVID-19.
You can use Paid COVID-19 Leave if you cannot telework and must be absent from work because you are caring for a qualifying individual (as defined in the policy) who depends upon you for care and the individual: has been advised by their health care provider to self-quarantine based on the health care provider’s belief that the individual has COVID-19, may have COVID-19 due to known exposure or symptoms, or is particularly vulnerable to COVID-19; or the individual is subject to a Federal, State, or local quarantine or isolation order related to COVID-19. However, if those circumstances are not present, you cannot use Paid COVID-19 Leave simply because you share a household with someone who is at high risk of complications from COVID-19.
School Leave/EFMLA cannot be used on dates that an employee’s child’s school had a previously scheduled “No School” day, such as workshop days or school holidays, unless the child would normally be going to a place of care or childcare provider during those “No School” days, the place of care or childcare provider is closed or unavailable for reasons related to COVID-19, and there is no other suitable person available to care for the employee’s child during the period of absence.
Time spent on Paid COVID-19 Leave constitutes “payroll status” for purposes of determining an employee’s eligibility to holiday pay entitlement, including entitlement to the floating holiday. During the first two weeks of EFMLA, which are unpaid, employees on EFMLA leave may earn holiday pay only if they are supplementing so that they are in payroll status on the normal work day before and after the holiday. Proration of holiday pay occurs for employees who normally work less than full-time. Consult the applicable collective bargaining agreement or compensation plan to determine proration of holiday pay and terms of holiday pay entitlement.
No. Employees will not accrue new sick and vacation time when using Paid COVID-19 Leave or EFMLA.
No. To be eligible for leave under the FMLA, among other requirements, you must have actually worked at least 1,250 hours during the 12 months immediately preceding the start of the FMLA leave. Whether an employee satisfies the 1,250 hours of service requirement is determined by counting actual hours worked only. Hours the employee is on leave (paid or unpaid) do not count toward hours of service. Please see page 11, Section II.A.2. of the statewide FMLA policy, which explains this eligibility requirement.
No. However, the employee must actually be caring for the immediate family member, and the immediate family member must depend on the employee for care, for the reasons set forth in the Paid COVID-19 Leave policy.
For the purposes of the policies, employees assigned to Priority 1 or 2 critical services include employees who are Health Care Providers and Emergency Responders as defined in the policies, including any employee who is assigned to duties that are necessary for the State of Minnesota’s response to COVID-19.
No. For purposes of Paid COVID-19 Care Leave, an individual means an employee’s spouse, child, adult child, parent, a person who regularly resides in the employee’s home, or a similar person with whom the employee has a relationship that creates the expectation that the employee would care for the person if the person were quarantined or self-quarantined. Individual does not include persons with whom the employee has no personal relationship. In addition, employees may only take Paid COVID-19 Care Leave if they are unable to telework and must be absent from work because they are caring for such an individual who depends on the employee for care, and the individual: has been advised by their health care provider to self-quarantine based on the health care provider’s belief that the individual has COVID-19, may have COVID-19 due to known exposure or symptoms, or is particularly vulnerable to COVID-19; or the individual is subject to a Federal, State, or local quarantine or isolation order related to COVID-19.
Employees should telework to the extent they are able to do so. If the employee cannot telework and is asymptomatic, they should contact their agency HR office to determine whether protective measures can be put in place that would allow them to continue to report to the workplace.
All state agency employees whose job responsibilities can be performed through telework and who are authorized to telework must do so. Contact your supervisor to consider options given your job responsibilities. You can find telework resources for employees on MNIT’s website and SharePoint telework page.
To hold your parking space, you must continue to pay for parking. Contract parkers have the right to cancel their contracts to stop fees, but we can’t hold parking spots. If you cancel now and later request parking, you will be placed on a waiting list for your preferred facility. The demand for parking is high, and the only facility with immediately available parking is in Lot X (Sears).
Parking facilities are user-financed, meaning operating costs are covered through parking contracts. Waiving parking costs now would ultimately result in substantially higher parking rates in the future. For additional information, please visit the Parking and Transit webpage.
The Department of Administration has created a document with guidelines and considerations that can help you set up your workstation to make it more ergonomic.
State agency employees should telework if their job duties can be performed through telework and they are authorized to telework. Contact your supervisor to determine whether this is feasible given your job responsibilities, and to consider options. Telework resources can be found on MNIT’s website and SharePoint telework page.
If you are unable to telework or are not permitted to telework, you should continue to follow normal policies and procedures for requesting and taking leave. You may request leave from work using the appropriate leave time, and supervisors must follow their normal approval procedures. If you have a disability which places you at high risk if you contract the virus, you may be eligible for Paid COVID-19 Leave, and you may ask for a reasonable accommodation, following the agency’s reasonable accommodation process. Please contact your agency HR office with any questions. You can also contact the State of Minnesota Employee Assistance Program (EAP) by calling 1-800-657-3719 24 hours a day, 7 days a week.
Yes. Unless you are directed not to, you must still report to work as regularly scheduled. If you are assigned to work in a situation that would put you at greater risk of exposure than in your normal day to day activities, the agency will determine the appropriate protective measures, such as protective equipment, social distancing plans, and increased hygiene measures.
Under the Governor’s face covering mandate, agency employees must wear face coverings when they are working indoors, waiting outdoors to enter an indoor space, working outdoors when it is not possible to maintain social distancing, and when in vehicles used for agency business. Face coverings can be removed temporarily in certain situations, especially when the employee is alone in an enclosed space. Employees also may be exempt from the face covering requirement if a disability makes it unreasonable for them to wear a face covering. See HR/LR Policy #1442 Face Coverings Policy for Agency Staff for details.
CDC provides a short video tutorial on how to make your own face covering using common household items. Please also see the attached CDC Factsheet.
Events with 10 or more individuals should be cancelled or postponed. Events serving high-risk populations should be postponed or conducted virtually. If none of these options are available, practice social distancing and limit the number of people in attendance as much as possible. Staff meetings should be postponed or conducted virtually. If in-person staff meetings must occur, social distancing strategies must be implemented to prevent the spread of illness.
If the agency has legally required meetings or events, the agency should work with their General Counsel or the Attorney General’s Office to assess options for adjusting these requirements during the state of emergency to protect the health and safety of employees and the public.
Social distancing measures involve limiting public interactions to decrease and slow the spread of the virus in the community. See the Minnesota Department of Health publication for a description of social distancing. Employees should practice social distancing to the extent possible given business needs. Examples of potential social distancing at work may include:
Adjusting work schedules so there are fewer people at a worksite is one way to limit interactions in the workplace and can assist with social distancing. Your supervisor may discuss using staggered schedules where appropriate.
You should discuss your concerns with your supervisor or someone in your agency HR office. You must continue to report to work and perform your work as scheduled. Do not confront your co-worker directly and allow for HR to determine whether to speak with your co-worker.
You must work as assigned unless granted an exception. As confirmed cases grow, employees should anticipate that they may be required to assist in performing work for absent or ill co-workers or otherwise ensure that the State is able to provide critical services.
No, you must work as assigned unless granted an exception. If the agency determines that the new duties would place you at greater risk of exposure to the virus, the agency will determine the appropriate protective measures, such as protective equipment, social distancing plans, and increased hygiene measures.
Employees should verify their eligibility for short-term disability payments with the Hartford Company if they are diagnosed with COVID-19, and review the Short-term Disability information on the SEGIP website for additional information.
According to CDC, any traveler arriving to the United States after leaving a country with a Level 3 travel health notice related to COVID-19, should stay home and practice social distancing for 14 days from the time they left the outbreak area.
If you are arriving to the United States from a country with a Level 2 travel health notice, monitor your health and practice social distancing. Social distancing means staying out of crowded places, avoiding group gatherings, and maintaining at least 6 feet of distance between yourself and others when possible.
If you are traveling within the U.S., follow the CDC guidelines.
You should follow good public health practices including staying home when sick, washing hands often with soap and water for at least 20 seconds, avoid touching your face, and covering coughs and sneezes.
You will be treated just as you would if you did not show up for work any other time. Employees failing to come to work without approved leave time may be subject to discipline per the applicable collective bargaining agreement or compensation plan.