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 6/14/22

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, Teamsters, UAPD 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?

• Complete a REQUEST FOR CSU COVID-19 SUPPLEMENTAL PAID SICK LEAVE and submit to your appropriate administrator for signture/approval.
• Be sure to include any required supporting documentation.
• Completed forms signed by both the employee and appropriate administrator should be submitted to the Benefits Office at benefits@csus.edu.

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.