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HR-Related Coronavirus (COVID-19) Resources

UPDATED: 05/10/2022

News & Updates

5/10/2022

The CSU has reached agreement with APC (on 5/4/2022), CSUEU (on 4/6/2022), and SUPA (on 3/10/2022), for the two important matters below:

  1. COVID-19 Vaccination Interim Policy: Employees are encouraged to complete their self-certification of vaccination status, including all applicable boosters, as soon as possible, however:

    - APC employees who are not otherwise eligible for an exemption shall have until May 13, 2022, to self-certify their vaccination status (including all applicable boosters). We received the final signature on the MOU, which concludes our meet and confer process with APC on this topic.

    - CSUEU employees who are not otherwise eligible for an exemption shall have until April 22, 2022, to self-certify their vaccination status (including all applicable boosters). We received the final signature on the MOU, which concludes our meet and confer process with CSUEU on this topic.

    - SUPA employees who are not otherwise eligible for an exemption shall have until March 31, 2022, to self-certify their vaccination status (including all applicable boosters). We received the final signature on the MOU,which concludes our meet and confer process with SUPA on this topic.

  2. CSU Supplemental Paid Sick Leave (SPSL)
  • SPSL MOUs
  • Highlights include:
    • SPSL may be used for the reasons permitted under SB 114.
    • The CSU agrees to extend the expiration of COVID-19 SPSL provided in SB 114 through December 31, 2022.
    • SPSL shall be considered "employer-provided employee sick leave" for the purposes of Cal OSHA General Industry Safety Orders, Section 3205.

3/10/2022

The CSU has reached agreement with CFA on CSU Supplemental Paid Sick Leave (SPSL).

  • SPSL may be used for the reasons permitted under SB 114.
  • The CSU agrees to extend the expiration of COVID-19 SPSL provided in SB 114 through December 31, 2022.

2/21/2022

On February 9, 2022, the Governor passed new legislation, Senate Bill 114, which provides additional COVID-19 Supplemental Paid Sick Leave (SPSL) for all employees. SPSL provides for new supplemental paid sick leave up to 80 hours (10 days) and is available effective January 1, 2022, through September 30, 2022, for employees unable to work due to COVID-19-related reasons.

In the effort to support our workforce, CSU has approved the CSU Supplemental Paid Sick Leave (SPSL) program for non-represented employees, extending the program’s deadline to December 31, 2022, and eliminating the daily SPSL pay maximums prescribed in SB 114. Meet-and-confer session are currently underway with unions for represented employees. See COVID-19 Supplemental Paid Sick Leave (SPSL) & SB 114 below.

Health & Safety COVID Resources

Reporting Employee Illness

What if an employee doesn't feel well? Do they need to report symptoms to Risk Management?

If an employee does not feel well enough to work, then have them stay home/not report to work! Take time to rest and recuperate.

Risk Management only needs to be informed if employees test positive for COVID-19!

Positive COVID-19 test results need to be reported to the appropriate administrator/MPP immediately! Employees must also inform Risk Management/Workers Compensation:

  • Please report via the confidential online reporting tool
  • If employees cannot access the form, contact Risk Management Services at 916-278-6119 or rms@csus.edu
  • If the employee does not have access to the form or cannot submit, their supervisor can submit it for them

Should an employee who is out sick provide a health care provider's note?

Employees who call out sick should inform their appropriate administrator/MPP, per the campus RTW Protocols, and not report to campus. A medical note is not required unless employees engage in a formal medical leave, in which case the documentation required to engage in that leave will be explained to the employee.

What if I've been informed by HR that I have been in ‘close contact’ with an employee who tests positive for COVID-19?

If you have no symptoms and are able to work from home you can consult with your appropriate administrator/MPP for a possible alternative work arrangement during the 5-10 day period.

If you have been fully vaccinated and have your booster before the close contact, you may stay at the workplace as long as you have no symptoms and wear the required face covering at all times when around other people on campus and maintain 6 feet of distance whenever possible for 10 days after the exposure. Please consult with your supervisor about managing the 6 foot distancing requirement in your workplace.

If you are not fully vaccinated or are eligible for a booster but have not yet taken the booster before the close contact, you must be excluded from the workplace for at least 5 days after the last close contact with an employee who has COVID-19. Quarantine can end and you may return to the workplace after day 5 if symptoms are not present and the day 5 test is negative. If you do not test on the 5th day, you must remain out of the workplace for the full 10 days.

  • If you develop symptoms, you are not to come to campus! Please seek a test at the first opportunity. If you test positive, then you must remain quarantined for a full 10 days. If you do not develop symptoms you can return to the workplace after day 10.

What if I've been in ‘close contact’ with someone outside of work who tests positive for COVID-19?

If you have no symptoms and are able to work from home you can consult with your appropriate administrator/MPP for a possible alternative work arrangement during the 5-10 day period.

If you have been fully vaccinated and have your booster before the close contact, you may stay at the workplace as long as you have no symptoms and wear the required face covering at all times when around other people on campus and maintain 6 feet of distance whenever possible for 10 days after the exposure. Please consult with your supervisor about managing the 6 foot distancing requirement in your workplace.

If you are not fully vaccinated or are eligible for a booster but have not yet taken the booster before the close contact, you must be excluded from the workplace for at least 5 days after the last close contact with an employee who has COVID-19. Quarantine can end and you may return to the workplace after day 5 if symptoms are not present and the day 5 test is negative. If you do not test on the 5th day, you must remain out of the workplace for the full 10 days.

  • If you develop symptoms, you are not to come to campus! Please seek a test at the first opportunity. If you test positive, then you must remain quarantined for a full 10 days. If you do not develop symptoms you can return to the workplace after day 10.

What are the next steps when an employee tests positive for COVID-19?

The employee must inform their appropriate administrator/MPP of their positive test result immediately. They are directed to go home and isolate from others and are to immediately leave the campus workplace.

Additionally, they must report the positive test result to Risk Management:

  • Please report via the confidential online reporting tool
  • If employees cannot access the form, contact Risk Management Services at 916-278-6119 or rms@csus.edu
  • If the employee does not have access to the form or cannot submit, their supervisor can submit for them

When can I come back to work after testing positive?

  • Employees who test positive should be isolated and not return to work for a minimum of ten (10) days.
  • After ten (10) days you can return to work if your symptoms are resolving, AND you have had no fever for 24 hours.
  • An antigen test is recommended at 10 days and if the test is negative then you can return to work.
  • A negative test is not required to return to work.
  • A doctor’s note is not required to return to work.
  • If you test positive but are without any symptoms, consult with your appropriate administrator/MPP about whether telework is possible before the ten day isolation is completed. However, if you are ill with symptoms, you should take the time off to recover and heal!
  • Employees can return to work after day 5 if they do not have symptoms and test negative. If an employee cannot test or declines to test they can return to work after 10 days if they meet the criteria, above.

What about my sick time and leave balances?

  • If employees are unable to carry out their duties because of illness due to COVID-19, they can utilize sick leave or any other applicable leave balances.
  • Should your illness due to COVID-19 require more time away from work than Cal OSHA guidelines, or you don’t have sick leave or other leave available, you should contact the Benefits Office at benefits@csus.edu or 916-278-6213 to inquire about medical leave options available to you.
  • Employees are strongly encouraged to contact their healthcare provider as soon as possible to obtain more specific medical guidance based on their medical history, and possible symptoms.

How should employees report time away from work?

As always, employees who do not feel well can utilize their sick leave accruals, in accordance with the negotiated collective bargaining agreements/policy. More detailed information can be found below. Employees should notify their appropriate administrator as soon as practicable.

Online COVID Reporting Tool

INFORMATION FOR POSITIVE EMPLOYEES from Risk Management

COVID-19 Supplemental Paid Sick Leave (SPSL) & SB 114

Updated 3/16/22

On February 9, 2022, the Governor passed Senate Bill (SB) 114 COVID-19 Supplemental Paid Sick Leave. SB 114 provides for new supplemental paid sick leave up to 80 hours (10 days) and is available effective January 1, 2022, through September 30, 2022, for represented employees unable to work or telework due to COVID-19-related reasons.

The CSU has approved the CSU Supplemental Paid Sick Leave (SPSL) program for non-represented employees, extending the program’s deadline to December 31, 2022, and eliminating the daily SPSL pay maximums prescribed in SB 114.

The CSU recently reached agreements with APC, CFA, CSUEU, SUPA and UAW, so employees represented by these unions many now use the CSU Supplemental Paid Sick Leave (SPSL) program.

Qualifying Reasons for Leave

Up to 40 hours (5 days) of SPSL can be used for the following reasons when employees are unable to work on site or telework:

  • Employee is subject to a quarantine or isolation related to COVID-19, as defined by the State Department of Public Health, Centers for Disease Control and Prevention, or a local health officer who has jurisdiction over the workplace.
  • Employee is advised by a health care provider to isolate or quarantine due to concerns related to COVID-19.
  • Employee is attending an appointment for themselves or a family member to receive a COVID-19 vaccine or a vaccine booster.
  • Employee is experiencing symptoms, or caring for a family member experiencing symptoms, related to a COVID-19 vaccine or vaccine booster that prevents the employee from being able to work.
  • Employee is experiencing COVID-19 symptoms and seeking a medical diagnosis.• Employee is caring for a family member who is subject to a quarantine or isolation order or guideline or who has been advised to isolate or quarantine by a health care provider due to concerns related to COVID-19.
  • Employee is caring for a child whose school or place of care is closed or otherwise unavailable for reasons related to COVID-19 on the premises.

Up to 40 hours (5 days) of additional SPSL can be used only for the following reason when employees are unable to work on site or telework:

  • Employee, or a family member that is under their care, tests positive for COVID-19. Usage of the leave must be supported by a positive COVID test. For employees, testing must be made available on or by the campus.

Vaccine or Vaccine Booster Time Limits

For each vaccination or vaccine booster, employees may use up to 3 days (24 hours) of SPSL unless the employee provides verification from a health care provider that they or their family member is continuing to experience symptoms related to a COVID-19 vaccine or vaccine booster. The 3-day (24-hour) limitation applies to each vaccine or vaccine booster and includes the time used to get the vaccine or vaccine booster.


How do employees submit a request for SPSL?

How do employees know if their request to utilize SPSL has been approved?

  • Employees should be informed of approval by their appropriate administrator upon submitting a request.

How do employees log their time on their timesheets?

Employees approved for leave under SPSL will be required to report leave in Absence Management CMS as follows:

  • Leave Code/Absence Name: PAL/FFCRA
  • Note in the Comments section: SPSL

*Hourly employees should log time under the SPSL row (Row 43) on the Absence Report. An updated version of the Absence Report form is available on the Payroll Forms page.

**Student employees should submit a copy of the signed SPSL Request form along with their Student Employee Timesheet


How can employees request reinstatement of their own accruals if they needed to take applicable COVID-19-related time off work in January?

  • Employees should submit a REQUEST FOR CSU COVID-19 SUPPLEMENTAL PAID SICK LEAVE as outined above.
  • Hourly employees should also include a revised Absence Report indicating the time under the SPSL row (Row 43). An updated version of the Absence Report form is available on the Payroll Forms page.
  • Upon review and approval, Human Resources will make necessary changes to apply SPSL and reinstate employee leave balances as appropriate.

Exclusion Pay

What is exclusion pay?

Simple answer: employees who are found to have been in close contact with a COVID-19 positive person at the worksite are entitled to use their sick leave to cover the time they are unable to work due to being excluded from work. NOTE: if employees can telework, they should, but if employees are unwell due to the close contact and/or cannot telework during the quarantine period, then they can use sick leave accruals!

  1. Exclusion pay is a continuation of pay for employees who are able and available to work but are being excluded from work due to an exposure to COVID-19 at the worksite and are directed to quarantine.
  2. Pursuant to Cal/OSHA General Industry Safety Orders, Section 3205(c)(9)(C): Employers may use employer-provided employee sick leave for this purpose to the extent permitted by law.

  3. CSUEU and Teamster-represented employees have specific language within MOUs (CSU/CSUEU & CSU/Teamsters) which allows for non-sick-leave paid time off when employees are sent home via a memo from the university, in accordance with Cal/OSHA General Industry Safety Orders Section 3205 (c)(3)(B)(3)(a). If CSUEU or Teamster-represented employees were sent away from the worksite in accordance with that specific provision in Cal OSHA 3205, then they are entitled to this non-sick-leave exclusion pay.

How do employees know if they are NOT eligible for exclusion pay?

Employees who are ineligible for exclusion pay are those:

  • able to telework during the required quarantine.
  • exposure occurred outside work.
  • already receiving lost wages through workers’ compensation.

Mandatory COVID-19 Testing

How do I know if I need to participate in mandatory COVID-19 testing?

Employees who must participate in mandatory COVID-19 testing will be contacted via email by Human Resources starting the week of September 13th. These emails contain information and instructions on how to schedule appointments and where to report. After the initial email, these employees will receive one email every week they are participating in the mandatory COVID-19 testing. So, if you are required to participate in this testing, we will let you know!

Is my appropriate administrator/manager informed that I must participate in this mandatory COVID-19 testing?

Yes. Human Resources informs the appropriate administrator/MPP that the employee is participating in the program, and when that employee may no longer be required to participate in the mandatory COVID-19 testing. Additionally, they will be notified if the employee fails to report to a scheduled testing appointment.

What if I made a mistake when I made my initial selection in the CSU COVID-19 Self Certification form in the Employee Center? Can I change my selection?

Yes. If your selection has changed, please go back into the Employee Center in CMS and update your selection. The four selections are:

  1. I certify that I have received an approved vaccine and that my COVID-19 vaccination status is current. I understand that for purposes of this certification, I am only considered fully vaccinated two weeks after completing the second dose of a two-dose COVID-19 vaccine (e.g., Pfizer or Moderna) or two weeks after receiving a single dose of a one-dose vaccine (e.g., Johnson & Johnson/Janssen) and that I should not check this box and certify myself until I am fully vaccinated.
  2. I certify that I qualify for a medical exemption and have not received a COVID-19 vaccine, nor do I plan to. I understand that I may be expected to provide supporting documentation to this effect immediately upon request.
  3. I certify that I qualify for a religious exemption and have not received a COVID-19 vaccine, nor do I plan to. I understand that I may be expected to provide supporting documentation to this effect immediately upon request.
  4. I confirm that at this time I will not be physically accessing or performing work at CSU facilities but understand that if this changes, I must certify that I am either current on my COVID-19 vaccination status or that I qualify for a medical or religious exemption.

If this update results in no longer needing to participate in the Mandatory COVID-19 Testing program (i.e., originally selected an exemption, but then became fully vaccinated; originally selected an exemption, but then certified that I would not visit campus), then please inform your appropriate administrator/manager as soon as possible – they will be informed as soon as everything is processed behind the scenes, but nothing is as effective as real-time updates!

Vaccination Requirements

What is the deadline for employees to be vaccinated against COVID-19?

Per the President’s message on July 27, 2021, employees must certify that they have been immunized (or that they qualify for a religious or medical exemption) by September 13, 2021.

What is the timeline for employees to meet the September 13, 2021 deadline?

To meet the Sept. 13 deadline for certification of vaccination status, you must receive your first dose of the Pfizer vaccine by Aug. 9, or the single-dose J&J vaccine by Aug. 30.

For more information about the vaccine and to schedule your appointment, please visit our COVID-19 FAQ page.

What is a ‘religious exemption’?

An employee may be excused from the vaccination requirement due to either

  1. a person’s sincerely held religious belief, observance, or practice, which includes any traditionally recognized religion, or
  2. beliefs, observances, or practices which an individual sincerely holds and that occupy a place of importance in that individual’s life, comparable to that of traditionally recognized religions.

Any person submitting a declaration of religious exemption shall verify that, at the campus's request, they will promptly provide a statement that describes the applicable religious or other comparable belief that is the basis for their Exemption.

A process is being developed by the Office for Equal Opportunity in order to collect and assess these requests.

What is a ‘medical exemption’?

An employee may be excused from the vaccination requirement due to a medical (including mental health) condition for which an Approved Vaccine presents a significant risk of a serious adverse reaction. Any medical exemption must be verified by a certified or licensed health care professional.

A process is being developed by the Office of Human Resources in order to collect and assess these requests.

What if employees are not comfortable being vaccinated? Is there an exemption for that?

There is no exemption for not being comfortable with being immunized against SARS-CoV-2, the virus that causes COVID-19. Unless employees obtain an approved medical/religious exemption, they will be required to be fully vaccinated against COVID-19 by September 13, 2021.

What will happen to employees who obtain approved exemptions? Will they have the same/different protocols to follow?

Employees will fall into one of two categories: fully vaccinated or unvaccinated:

  • Fully Vaccinated employees: Individual will need to self-attest to their status; and may be required to provide proof of vaccination when requested by the University
  • Unvaccinated employees: Individuals who are granted exemptions will be considered unvaccinated. These employees will be subject to other safety measures, including but not limited to regular testing and wearing face coverings indoors while on campus

  • Sac State has a dedicated Coronavirus (COVID-19) webpage with updated information and news.
  • Employees and family members in need helpful guidance, counseling, referral to local resources or reliable professional care, may contact LifeMatters by Empathia services. All employees, their dependents (including dependent children not residing with the parent) and other family members living in the employee's home are eligible for services and may contact LifeMatters directly.
    • 24/7 telephone assessment/counseling: (800) 367-7474 (TDD/TTY: 877-307-2812) (password: SacState)
    • Information and resources online at www.mylifematters.com.
  • Employees may also make requests for use of vacation, sick leave and Personal Holiday through their normal departmental process.