Coronavirus (COVID-19) FAQ's

1.1. Q: What is Coronavirus COVID-19?

1.2. Q: What are the symptoms of COVID-19? (Updated 4/27/2020)

• Fever
• Cough
• Shortness of breath or difficulty breathing
• Chills
• Repeated shaking with chills
• Muscle pain
• Headache
• Sore throat
• New loss of taste or smell

1.3. Q: What are the symptoms of COVID-19, Flu, and Allergies? (Updated 4/27/2020)

• COVID-19: Fever, cough, shortness of breath, chills, repeated shaking with chills, muscle pain, headache, sore throat, new loss of taste or smell
• Flu: Fever, dry cough, runny nose, headache, sore throat, muscle and joint pain
• Allergies: Sneezing, coughing, itchy eyes, runny or stuffy nose

1.4. Q: How do I protect myself against COVID-19? (Updated 5/19/2020)

• Wash your hands often
• Use hand sanitizer
• Avoid touching your eyes, nose, and mouth with unwashed hands
• Avoid close contact with people who are sick
• Put distance between yourself and other people (social distance)
• Avoid handshakes and kissing when greeting people
• Stay home if you are sick
• Wear a facemask
• Clean and disinfect frequently touched surfaces at work and a home

1.5. Q: What is "social distancing"?

1.6. Q: It has been said individuals with underlying health conditions should take extra precautions. What are the underlying healthcare issues? (Updated 5/13/2020)

• People with chronic lung disease or moderate to severe asthma
• People who have serious heart conditions
• People with severe obesity (body mass index [BMI] of 40 or higher)
• People with diabetes
• People with chronic kidney disease undergoing dialysis
• People with liver disease
• People who are immunocompromised - Many conditions can cause a person to be immunocompromised, including cancer treatment, smoking, bone marrow or organ transplantation, immune deficiencies, poorly controlled HIV or AIDS, and prolonged use of corticosteroids and other immune weakening medications.
• People aged 65 years and older
• People who live in a nursing home or long-term care facility

1.7. Q: Do I need to communicate to my supervisor what my underlying health condition is?

1.8. Q: If I have an underlying health condition, is there something I should be doing?

1.9. Q: Will I be notified if someone I work with is confirmed to have COVID-19?

1.10. Q: If I test positive for Coronavirus COVID-19, do I need to notify my supervisor? (Added 3/27/2020)

1.11. Q: What do I do if I believe I have been exposed to someone with COVID-19?

1.12 Q: Can my employer take my temperature as I enter my worksite? (Added 4/11/2020)

1.13 Q: If I tested positive for Covid-19, what do I need to do to be approved to return to work (at a County worksite)? (Updated 5/1/2020, 2/18/2021; effective 2/22/2021)

A: In following CDC guidelines as of November 3, 2020, employees who test positive for COVID-19 may return to work if the following conditions have been met:

• Employees who have not experienced symptoms (asymptomatic) and are not immunocompromised:
  • At least 10 days have passed since the date of the positive test.
• Employees who have experienced mild to moderate symptoms and are not immunocompromised:
  • At least 10 days have passed since symptoms first appeared and
  • The employee has gone at least 24 hours with no fever without fever-reducing medication and
  • Other symptoms of COVID-19 are improving (Note: Loss of taste and smell may persist for weeks or months after recovery and need not delay the end of isolation).
• Employees who have experienced severe to critical symptoms or are immunocompromised (being actively treated for cancer/chemotherapy for cancer, being within one year out from receiving a bone marrow or solid organ transplant, untreated HIV infection with CD4 T lymphocyte count < 200).
  • At least 20 days have passed since the date of the positive test or since symptoms first appeared and
  • The employee has gone at least 24 hours with no fever without fever-reducing medication and
  • Other symptoms of COVID-19 are improving (Note: Loss of taste and smell may persist for weeks or months after recovery and need not delay the end of isolation).
  • Or the employee can bring a letter from their provider clearing them to return to work.

A negative test is not required to return to work, as long as the above conditions have all been met. If you have recovered from your symptoms after testing positive for COVID-19, you may continue to test positive for three months or more without being contagious to others. For this reason, you should be tested only if you develop new symptoms of possible COVID-19. Getting tested again should be discussed with your healthcare provider, especially if you have been in close contact with another person who has tested positive for COVID-19 in the last 14 days.

Note: The studies used to inform this guidance did not clearly define “severe” or “critical” illness. CDC has taken a conservative approach to define these categories (respiratory frequency >30 breaths per minute, SpO2 <94% on room air at sea level ((or, for patients with chronic hypoxemia, a decrease from baseline of >3%)), or lung infiltrates >50%.)

A Return-to-Work form must be completed and signed by each employee who meets the criteria above. The form must be provided to, verified, and signed by the employee’s DPR or designee prior to the employee returning to his or her worksite.

1.14 Q: Can I return to work without obtaining a physician’s return to work release? (Added 4/30/2020, updated 2/18/2021)

A: Effective February 22, 2021 employees are no longer required to obtain a physician’s return to work release. A symptom-based strategy, in accordance with CDC guidelines has been implemented. The employee must however complete and sign a Return-to-Work form and have their DPR (or designee) verify and sign before returning to a worksite.

1.15 Q: What do I do if I cannot get an appointment for the two COVID-19 tests required to return to work? (Added 4/30/2020, updated 2/18/2021)

A: Effective February 22, 2021 employees are no longer required to obtain two negative tests in order to return to work. A symptom-based strategy, in accordance with CDC guidelines has been implemented. The employee must however complete and sign a Return-to-Work form and have their DPR (or designee) verify and sign before returning to a worksite.

1.16 Q: How long does it take to get the test results back from the test sites? (Added 4/30/2020, updated 2/18/2021)

A: It varies from site to site.

1.17 Q: Is there a cost for the COVID-19 tests at one of the County’s test sites? (Added 4/30/2020) (Updated 8/17/2021)

A: No.

1.18 Q: Is there a cost for a Covid-19 test if I go to a municipal, State or private COVID-19 test site?  (Added 4/30/2020)

A: Possibly.

1.19 Q: If I have had close contact with someone who tested positive for COVID-19 and I have been vaccinated, am I still required to quarantine? (Added 2/18/2021) (Updated 8/17/2021)

A: No, as long as you are asymptomatic and you have received two doses of either the Pfizer or Moderna vaccine,  and at least 14 days have passed since the second dose, you do not have to quarantine. You will, however, be required to continue all preventative measures, including wearing a mask, social distancing, practicing good hygiene, avoiding crowds and following CDC guidelines. Please note that your department may require proof of vaccination before allowing you to return to work. 

2.1. Q: What is the Families First Coronavirus Response Act (FFCRA)? (Added 3/22/2020, Updated 3/27/2020)

2.2. Q: What benefits are provided under the Families First Coronavirus Response Act? (Updated 3/27/2020)

A: Refer to EMPLOYEE RIGHTS - Wage and Hour Division, Department of Labor Notice to Employees

See FFCRA COVID-19 Codes (added 4/11/2020)

2.3. Q: When are benefits under the Families First Coronavirus Response Act effective? (Updated 3/27/2020)

A: April 1, 2020.

2.4. Q: Are there any exemptions under the FFCRA? (Added 3/27/2020, Updated 4/11/2020)

2.5. Q: Can my employer deny me paid sick leave if my employer gave me paid leave for a reason identified in the Emergency Paid Sick Leave Act prior to the Act going into effect? (Added 4/11/2020)

A: No. The Emergency Paid Sick Leave Act imposes a new leave requirement on employers that is effective beginning on April 1, 2020.

Source: DOL FAQs #11

2.6. Q: Is all leave under the FMLA now paid leave? (Added 4/11/2020)

A: No. The only type of family and medical leave that is paid leave is expanded family and medical leave under the Emergency Family and Medical Leave Expansion Act when such leave exceeds ten days. This includes only leave taken because the employee must care for a child whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19 related reasons. Exemptions may apply for certain classifications of employees.

Source: DOL FAQs #12

2.7. Q: Are the paid sick leave and expanded family and medical leave requirements retroactive? (Added 4/11/2020)

Source: DOL FAQs #13

2.8. Q: What documents do I need to give my employer to get paid sick leave or expanded family and medical leave? (Added 4/11/2020)

A: You must provide to your employer documentation in support of your paid sick leave as specified in applicable IRS forms, instructions, and information. 

Your employer may also require you to provide additional in support of your expanded family and medical leave taken to care for your child whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19-related reasons. For example, this may include a notice of closure or unavailability from your child's school, place of care, or child care provider, including a notice that may have been posted on a government, school, or day care website, published in a newspaper, or emailed to you from an employee or official of the school, place of care, or child care provider. Your employer must retain this notice or documentation in support of expanded family and medical leave, including while you may be taking unpaid leave that runs concurrently with paid sick leave if taken for the same reason.

Please also note that all existing certification requirements under the FMLA remain in effect if you are taking leave for one of the existing qualifying reasons under the FMLA. For example, if you are taking leave beyond the two weeks of emergency paid sick leave because your medical condition for COVID-19-related reasons rises to the level of a serious health condition, you must continue to provide medical certifications under the FMLA if required by your employer.

Source: DOL FAQs #16

2.9  Q: Is there a form I must complete to request any of the FFCRA benefits? (Added 4/11/2020)

2.10 Q: Do FFCRA leave provisions apply for the care of elderly relatives? (Updated 4/30/2020)

Under the FFCRA, you may take paid sick leave to care for an individual who, as a result of being subject to a quarantine or isolation order , is unable to care for him or herself and depends on you for care and if providing care prevents you from working and from teleworking.

Furthermore, you may only take paid sick leave to care for an individual who genuinely needs your care. Such an individual includes an immediate family member or someone who regularly resides in your home. You may also take paid sick leave to care for someone if your relationship creates an expectation that you would care for the person in a quarantine or self-quarantine situation, and that individual depends on you for care during the quarantine or self-quarantine.

You may not take paid sick leave to care for someone with whom you have no relationship. Nor can you take paid sick leave to care for someone who does not expect or depend on your care during his or her quarantine or self-quarantine.

An FFCRA form must be completed and supporting documentation must be submitted to the DPR and Department Director for approval.

2.11. Q: May I take 80 hours of paid sick leave for my self-quarantine and then another amount of paid sick leave for another reason provided under the Emergency Paid Sick Leave Act? (Added 4/11/2020)

A: You may take up to two weeks—or ten days—(80 hours for a full-time employee, or for a part-time employee, the number of hours equal to the average number of hours that the employee works over a typical two-week period) of paid sick leave for any combination of qualifying reasons. However, the total number of hours for which you receive paid sick leave is capped at 80 hours under the Emergency Paid Sick Leave Act.

Source: DOL FAQs #9

2.12. Q: May I take my paid sick leave or expanded family and medical leave intermittently while teleworking? (Added 4/11/2020)

A: Yes, if your employer allows it and if you are unable to telework your normal schedule of hours due to one of the qualifying reasons in the Emergency Paid Sick Leave Act. In that situation, you and your employer may agree that you may take paid sick leave intermittently while teleworking. Similarly, if you are prevented from teleworking your normal schedule of hours because you need to care for your child whose school or place of care is closed, or child care provider is unavailable, because of COVID-19 related reasons, you and your employer may agree that you can take expanded family medical leave intermittently while teleworking.

You may take intermittent leave in any increment, provided that you and your employer agree. For example, if you agree on a 90-minute increment, you could telework from 1 p.m. to 2:30 p.m., take leave from 2:30 p.m. to 4 p.m., and then return to teleworking.

The Department encourages employers and employees to collaborate to achieve flexibility and meet mutual needs, and the Department is supportive of such voluntary arrangements that combine telework and intermittent leave.

Source: DOL FAQs #20

2.13. Q: If I am a part-time employee, am I eligible for Paid Sick leave under FFCRA? (Added 4/11/2020)

A: You are eligible to use paid sick leave for any combination of qualifying reasons for a total of the number of hours equal to the average number of hours scheduled to work over a typical two-week period. However, the total number of hours for which you receive paid sick leave is capped at 80 hours under the Emergency Paid Sick Leave Act. 

2.14 Q: Can I use VC (the extended FMLA benefit for childcare) beginning April 1, 2020? (Added 4/11/2020)

A: No. If approved, you may use VF for the first two weeks (assuming VS has not been used) and then you may use the VC leave. Total combined benefit cannot exceed 12 weeks.

However, if you are not eligible to use the VF code because you have used 80 hours of "VS," then you must use your personal leave or be without pay for the first two weeks before you can become eligible to use the VC.

3.1. Q: My child is sick and the illness is associated with the Coronavirus COVID-19. Can I be excused from work? (Updated 5/21/2020)

A: Supervisors will be flexible to the extent possible and approvals will be based on operational necessity.

After the 10-12 week benefits provided by the FFCRA are exhausted (if eligible to use), and with supervisor approval, you may be able to use accrued leave (Annual leave, Holiday leave, or Compensatory leave (if applicable) to cover your absence for as long as needed.  

As a special provision through December 31, 2020, once your leave is exhausted, your balance will go into negative balances (cap of 80 hours for Sick and 80 for Annual as of June 1, 2020) to keep you in pay status.  Once you return to work and begin to accrue pay periods and leave, the earnings going forward will offset the negative balances until the leave has been “repaid” by leave hours used.

3.2. Q: My child's school has closed, and I need to care for my child. Can I be excused from work? (Updated 5/21/2020)

A: Supervisors will be flexible to the extent possible and approvals will be based on operational necessity. If you are not able to work from home, you will be eligible to use the FFCRA new leave benefits. 

After the 10-12 week benefits provided by the FFCRA are exhausted, and with supervisor approval, you may be able to use accrued leave (Annual leave, Holiday leave, or Compensatory leave (if applicable)) to cover your absence for as long as needed.

As a special provision through December 31, 2020, once your leave is exhausted, your balance will go into negative balances (cap of 80 hours for Sick and 80 for Annual as of June 1, 2020) to keep you in pay status.  Once you return to work and begin to accrue pay periods and leave, the earnings going forward will offset the negative balances until the leave has been “repaid” by leave hours used.

3.3. Q: My child's school has closed. Can I bring him or her to work with me?

A: For the safety and wellbeing of your child and your coworkers alike, we ask that children not be taken to the workplace.

3.4. Q: If I am home with my child because his or her school or place of care is closed, or childcare provider is unavailable, do I get paid sick leave, expanded family and medical leave, or both—how do they interact? (Added 4/11/2020)

A: You may be eligible for both types of leave, but only for a total of 12 weeks of paid leave. You may take both paid sick leave and expanded family and medical leave to care for your child whose school or place of care is closed, or childcare provider is unavailable, due to COVID-19 related reasons. The Emergency Paid Sick Leave Act provides for an initial two weeks of paid leave (2/3 of salary up to $200 per day or total to $2,000 for the first two-week period). This period thus covers the first ten workdays of expanded family and medical leave, which are otherwise unpaid under the Emergency and Family Medical Leave Expansion Act (EFMLEA) unless you elect to use existing vacation, personal, or medical or sick leave under your employer's policy. After the first ten workdays have elapsed, you will receive 2/3 of your regular rate of pay (total 12 weeks not to exceed $12,000) for the hours you would have been scheduled to work in the subsequent ten weeks under the Emergency and Family Medical Leave Expansion Act.

Please note that you can only receive the additional ten weeks of expanded family and medical leave under the Emergency Family and Medical Leave Expansion Act for leave to care for your child whose school or place of care is closed, or child care provider is unavailable, due to COVID-19 related reasons.

Exemptions may apply for certain classifications of employees.

Source: DOL FAQs #7

Time Reporting Code (TRC) to use:

• VF (for first two weeks)
• VC (for remaining 10 weeks)

3.5 Q: If I am or become unable to telework, am I entitled to paid sick leave or expanded family and medical leave? (Added 4/11/2020)

A: If your employer permits teleworking—for example, allows you to perform certain tasks or work a certain number of hours from home or at a location other than your normal workplace—and you are unable to perform those tasks or work the required hours because of one of the qualifying reasons for paid sick leave, then you are entitled to take paid sick leave.

Similarly, if you are unable to perform those teleworking tasks or work the required teleworking hours because you need to care for your child whose school or place of care is closed, or child care provider is unavailable, because of COVID-19 related reasons, then you are entitled to take expanded family and medical leave. Of course, to the extent you are able to telework while caring for your child, paid sick leave and expanded family and medical leave is not available.

Source: DOL FAQs #19

4.1 Q: Can I work from home?

A: Due to the Coronavirus COVID-19 employees are being encouraged to work from home if their job duties allow for them to do so. You should contact your supervisor for details.

4.2 Q: If I have been approved to work from home, can I take my desktop computer home with me to do my work?

A: No. Coordinate work from home assignments with your supervisor. ITD guidelines must be followed.

4.3 Q: If I am working from home, do I need to be available via phone and/or email during work hours?

A: Yes.

4.4 Q: If I am working from home, and I am asked to report to my worksite, do I need to report?

A: Yes, unless you are sick or have been exposed to someone with COVID-19. You must notify your supervisor.

4.5 Q: If I am working from home, are there performance measures which I need to satisfy?

A: Yes. Your supervisor should be able to provide you with guidelines and expectations for your temporary assignment.

4.6 Q: Are all employees expected to work from home?

A: No, departments may require a skeleton staff and proper supervision and possible rotation of schedules.

4.7 Q: Do I have to work from home?

5.1 Q: If I am sick and stay home with flu-like symptoms, do I need a doctor's note to return to work?

A: No. The CDC has advised to not require a doctor's note during this time of pandemic.

5.2 Q: What do I do if I have a cough, fever or difficulty breathing.

A: Stay home, you are "safer at home."

5.3 Q: If I stay home sick, can I still work from home?

A: You are encouraged to work from home if possible. It will depend on the operational needs of each department. If your job duties allow you to work from home, you may be directed to work from home until further notice or on a rotating basis.

5.4 Q: If I need to stay home because of the Coronavirus-COVID-19 before the Families First Coronavirus Response Act becomes effective (3/9/2020 through 3/31/2020), what leave will be used to cover my absence? (Added 3/27/2020)

• You tested positive for Coronavirus COVID-19 and are required to stay home for self-isolation and are not able to work from home.
• Somebody in your household tested positive for Coronavirus COVID-19 and you are required to self-isolate and are not able to work from home.
• You are sick, have taken the test and are awaiting results and you are not able to work from home.
• Somebody in your immediate work area tested positive and you have been notified you may have had "close contact" with the employee and asked self-isolate and are not able to work from home.
• You need to self-isolate due to returning from a Level 3 region as outlined by the CDC and you are not able to work from home.
• You are asked to stay home because your operation has temporarily closed or has suspended services and you are not able to work from home. Please note you may be asked to work on a Coronavirus assistance team, call center etc.
• You are sick with flu-like (Coronavirus COVID-19) symptoms are required to stay home and you are not able to work from home.
• You have an underlying health condition or are an older work (age 65 or older) who should stay home, and you are not able to work from home. Applies to non-essential staff only. Must be authorized by supervisor and/or department director.
• Your child's school/childcare is closed, and you cannot report to work, and you are not able to work from home. Applies to non-essential staff only. Must be authorized by supervisor and/or department director.

5.5 Q: If I am required to self-isolate at home, feel well and able to work from home, must I work from home? (Added 3/27/2020, Updated 4/11/2020)

A: Yes.

5.6 Q: If I need to stay home because of the Coronavirus-COVID-19 after the Families First Coronavirus Response Act becomes effective (4/1/2020), what leave will be used to cover my absence? (Updated 8/17/2021)

A: FFCRA Codes valid only for the following dates: (4/1/2020 through 12/31/2020)
The following NEW Time Reporting Codes (TRCs) are being created with applicable caps by daily and maximum amounts. Refer to EMPLOYEE RIGHTS - Wage and Hour Division, Department of Labor Notice to Employees:

• "VS" - Virus Coronavirus COVID-19 FFCRA Paid Sick Leave: Paid sick leave for up to two weeks for employee who meets qualifying reasons #1, #2 and #3 in the FFRCA (80 hours for full-time employees and part-time employees are eligible for hours normally scheduled to work for the two-week period). Up to of $511 daily and $5,110 total.
• "VF" - Virus Coronavirus COVID-19 FFCRA Paid Sick Leave: Used for employee is caring for someone affected by Coronavirus or caring for child whose school is closed (qualifying reason #4 and #6 in FFCRA). Up to of $200 daily and $2,000 total.
• "VC" - Virus Coronavirus COVID-19 FFCRA Child Care: Employees may be eligible for up to an additional 10 weeks of partially paid expanded family and medical leave for "caring for his or her child whose school or place of care is closed (or child care provider is unavailable) due to COVID-19 related reasons" (qualifying reason #5). Up to $200 daily and $12,000 total.
  
  

5.7 Q: If I use the, "VC" or "VF" where only partial pay is granted, can I use Sick or Annual leave to cover the balance of the time in order to be paid for a full 80 hours?(Updated 8/17/2021)

A: FFCRA Codes valid only for the following dates: (4/1/2020 through 12/31/2020)
Yes. On the FFCRA Request Form, indicate which leave code you wish to use to make up the difference in the 2/3 of salary paid by the VC and/or VF codes. The appropriate number of leave hours will be deducted from your leave balances.

5.8 Q: Can I use 80 hours of Paid Sick Leave "VS" for me and 80 hours of "VF" if a family member has a Coronavirus related illness? (Updated 4/11/2020)

A: No. A maximum of 80 hours of Paid Sick leave is granted.

5.9 Q: After I exhaust the FFCRA Paid Sick leave, If I am sick and cannot work from home, do I need to use my sick leave? (Updated 3/27/2020)

A: You may use any available accrued leave you have including Annual leave, Holiday leave, Compensatory leave (if applicable), Birthday holiday and Floating holidays for full days.

The County grants eligible employees each year, 96 hours of Sick leave, a minimum of 80 hours of Annual leave, plus longevity annual (up to an additional 80 hours per year), 1 Birthday holiday, and 2 or 3 Floating holidays depending on the employee's bargaining unit. This equals approximately 200 hours of accrued leave (or 25-26 days) per year per employee.

5.10 Q: After I exhaust the FFCRA Paid Sick leave and I do not have enough leave to cover my absence, what are my options? (Updated 5/21/2020)

A: In an abundance of caution during this time of a worldwide pandemic, you are still required to stay home.

As a special provision through December 31, 2020, once your leave is exhausted, your balance will go into negative balances (cap of 80 hours for Sick and 80 for Annual as of June 1, 2020) to keep you in pay status.  Once you return to work and begin to accrue pay periods and leave, the earnings going forward will offset the negative balances until the leave has been “repaid” by leave hours used.

5.11 Q: Do I qualify for leave for a COVID-19 related reason even if I have already used some or all of my leave under the Family and Medical Leave Act (FMLA)? (Added 4/11/2020)

A: If you are an eligible employee, you are entitled to paid sick leave under the Emergency Paid Sick Leave Act regardless of how much leave you have taken under the FMLA. However, if your employer was covered by the FMLA prior to April 1, 2020, your eligibility for expanded family and medical leave depends on how much leave you have already taken during the 12-month period that your employer uses for FMLA leave. You may take a total of 12 workweeks for FMLA or expanded family and medical leave reasons during a 12-month period. If you have taken some, but not all, 12 workweeks of your leave under FMLA during the current 12-month period determined by your employer, you may take the remaining portion of leave available. If you have already taken 12 workweeks of FMLA leave during this 12-month period, you may not take additional expanded family and medical leave. 

For example, assume you are eligible for preexisting FMLA leave and took two weeks of such leave in January 2020 to undergo and recover from a surgical procedure. You therefore have 10 weeks of FMLA leave remaining. Because expanded family and medical leave is a type of FMLA leave, you would be entitled to take up to 10 weeks of expanded family and medical leave, rather than 12 weeks. And any expanded family and medical leave you take would count against your entitlement to preexisting FMLA leave.

Source: Department of Labor FAQs

5.12 Q: If I was on FMLA prior to the Coronavirus COVID-19 pandemic, how do I record my hours? (Added 4/11/2020)

A: If your absence is for reasons not directly related to the Coronavirus COVID-19 pandemic, continue to record hours as you did prior to the pandemic (Sick or Annual).

5.13 Q: Must I use my accrued leave, Sick, Annual, Holiday, etc., before using leave under the FFCRA? (Added 4/11/2020)

A: No, if eligible, you must first use the new FFCRA leave for qualifying reasons before using your own leave.

5.14 Q: I am a new employee and I still cannot use my leave because I have not satisfied the eligibility period. What are my options after I exhaust the FFCRA Paid Sick leave? (Updated 5/21/2020)

A: As a special provision through 5/31/2020, you will be able to use your accrued leave prior to satisfying the eligibility period (of 13 completed pay periods) and will be allowed to go into negative balances to keep you in pay status.

5.15 Q: If after I exhaust the FFCRA Paid Sick leave, I do not want to have my leave balances go into negative balances, can I choose to go without pay instead? (Updated 3/27/2020)

A: Yes, you should record your time and attendance to indicate you wish to be "without" pay "W" or sick without "SW" if sick leave is being used.

5.16 Q: If after I exhaust the FFCRA Paid Sick leave I am sick with a serious health condition or if I  have to care for a family member who has a serious health condition and I do not have any accrued leave, can the department set up a special leave pool for me? (Updated 3/27/2020)

A: Yes. You may make the request via your Departmental Personnel Representative (DPR).

5.17 Q: If I am a part-time employee and if after I exhaust the FFCRA Paid Sick leave I do not have any accrued leave and I need to stay home, what do I do? (Updated 5/21/2020)

A: In an abundance of caution during this time of a worldwide pandemic, you are still required to stay home.

As a special provision through December 31, 2020, once your leave is exhausted, your balance will go into negative balances (cap of 80 hours for Sick and 80 for Annual as of June 1, 2020) to keep you in pay status.  Once you return to work and begin to accrue pay periods and leave, the earnings going forward will offset the negative balances until the leave has been “repaid” by leave hours used.

5.18 Q: If I do not use all my FFCRA Paid Sick leave, can I have it rolled over or saved to use beyond December 31, 2020? (Added 3/27/2020)

A: No.

5.19 Q: If I separate from the County and I have not used the 80 hours of FFCRA Paid Sick leave, can I have it paid out? (Added 3/27/2020)

A: No.

5.20 Q: Can I use the 80 hours of FFCRA Paid Sick leave for anything other than Coronavirus COVID-19 related absences? (Added 3/27/2020)

A: No.

5.21 Q: Somebody in my work area is sick. What should I do?

A: If you are concerned, notify the employee's supervisor and the supervisor and appropriate senior staff will follow-up directly with the employee.

5.22 Q: If I am over 65 years old or I have an underlying health condition, and have been approved to stay home per the State and County Emergency Orders, am I eligible for the FFCRA leave TRC “VS”? (Added 5/21/2020)

A. Yes. If after the 80 FFCRA hours are used, the employee needs to remain out of work and is not able to work from home, the employee may request FMLA and use accrued leave in accordance with the Miami-Dade County Leave Manual.

5.23 Q: If I am an employee who according to the Centers for Disease Control and Prevention (CDC) may be at higher risk for severe illness, can I return to work? (Updated 5/19/2020)

A. You may continue to work and should be permitted to go to your worksite.

5.24 Q: I am able to work from home, but I do not want to work from home, can I work at my regular worksite? (Updated 5/19/2020)

A. Yes. Discuss work arrangements with your supervisor. You may return to work and may be asked to work a staggered shift in order to minimize the number of employees at the worksite.

5.25 Q: If I have been out of work due to an underlying medical condition and I want to return to work, do I need to provide a letter from my physician authorizing my return to work? (Added 4/30/2020)

A. Yes. If you claimed an underlying health condition as a reason to be excused from work or to use the paid sick leave benefits under FFCRA, you may need to provide a letter from your physician authorizing you to return to work.

6.1 Q: How do I record my time if I am working from home? (Updated 4/11/2020)

A: If you are performing you regular job duties at home, enter hours with Time Reporting Code (TRC) WH (work from home regular time) or OT (overtime) whichever is applicable.

6.2 Q: How do I report my time, if I was sent home because my department has cancelled services, has closed, or I was otherwise told not to report to work? (Updated 5/21/2020)

A: Use TRC “CV”.  This is an administrative leave code and you will be paid for hours all hours approved. As of 5/21/2020, CV must be approved by the department director.

6.3 Q: What if I don’t have enough work to do at home and only work for a few hours?

7.1 Q: How do I report my time and attendance if I am working on a Coronavirus COVID-19 assistance team e.g., call center? (Updated 4/11/2020)

A: It is important capture and properly record all time worked on Coronavirus COVID-19 efforts. Use TRC "FC" (FEMA Coronavirus COVID-19 work).

7.2 Q: What if I am not working on my regular assignment due to workload reduction, facility closure or other reason and I have been assigned to a COVID-19 assistance team, can I refuse the assignment, if I am otherwise able to work? (Added 4/11/2020)

A: No.

7.3 Q: What happens if I refuse to work on a COVID-19 assistance team? (Added 4/11/2020)

A: You will be charged Unauthorized leave "U" or "UN" (no pay) and may be subject to discipline up to and including termination.

7.4 Q: Can I pick the assistance team assignment I wish to be assigned to? (Added 4/11/2020)

A: No.

7.5 Q: What if I work for only a portion of the day on the Coronavirus COVID-19 assistance team (call center or other)? Will I get paid for a full day?

8.1 Q: If it is deemed that I need to be tested for COVID-19, is the cost covered by the County's AvMed Insurance?

A: Yes, for AvMed members. AvMed will cover with no prior authorization as Preventive Care.

8.2 Q: I am a new employee and I am still not eligible for insurance coverage. What can I do? (Updated 8/17/2021)

A:  As a special provision you will be covered from date of hire. This temporary provision will be in place for new employees hired through December 31, 2021.

Telemedicine/Virtual Visits (Updated 5/21/2020)
Telemedicine is available to all AvMed members and covered dependents. You can consult a board-certified physician conveniently from your computer or smartphone anytime, anywhere. Virtual Visits can be accessed 24/7/365.  Register in advance to avoid delays when you need to have a virtual visit with a board-certified physician. Effective 3/17/2020, due to the Coronavirus COVID-19 pandemic, copay will be waived through December 31, 2020.

9.1 Q: I plan to travel on my personal time. What do I need to do? (updated 3/4/2021)

A: Miami-Dade County employees who plan to travel (internationally or otherwise) must check the Centers for Disease Control and Prevention (CDC) website under Travelers' Health at https://wwwnc.cdc.gov/travel/notices/ to identify which countries or regions are classified as "Level 4" or "Level 3" areas. The CDC recommends that all nonessential travel to these countries or regions be avoided.

A Level 3 warning indicates that the outbreak is of high risk to travelers and no precautions are available to protect against the identified increased risk.

9.2 Q: What do I do if I have traveled to one of the Level 4 or Level 3 regions identified by the CDC? (update 3/4/2021)

• Per CDC guidelines, if you are traveling, get tested with a viral test 1-3 days before your trip. Make sure you have the results of your negative test before you travel. Keep a copy of your results with you during travel; you might be asked for them.
• Do not travel if you test positive. Immediately isolate yourself, and follow public health recommendations. 
• Get tested again with a viral test 3-5 days after your trip and stay home and self-quarantine for a full seven days after travel, even if your test is negative.
• If you don't get tested, stay home and self-quarantine for 10 days after travel.
• You may have been exposed to COVID-19 on your travels. Regardless of where you traveled or what you did during your trip, take these actions to protect others from getting COVID-19 after travel.
  • Avoid crowds and stay at least 6 feet/2 meters (about two arm lengths) from anyone who did not travel with you. It's important to do this everywhere — both indoors and outdoors. Wear a mask over your nose and mouth when in public settings. Masks are required on planes, buses, trains, and other forms of public transportation traveling into, within, or out of the United States and in U.S. transportation hubs such as airports and stations.
  • If there are people in the household who did not travel with you, wear a mask and ask everyone in the household to wear masks in shared spaces inside your home for 14 days after travel.
  • Wash your hands often or use hand sanitizer with at least 60 percent alcohol.
  • Avoid being around people who are at increased risk for severe illness.
  • Watch your health: Look for symptoms of COVID-19.

For employees who begin travel (international or otherwise) that is not classified as "Level 4" or "Level 3" at the start of travel but is classified as "Level 4" or "Level 3" prior to return to the United States, the same procedures discussed above apply.

For employees who plan to travel to an area (international or otherwise) which is identified by the CDC as countries/regions to avoid (Level 4 or Level 3), employees should:

• Contact their DPR before travel and provide details on their planned travel (to and from dates, location, etc.).
• Contact their DPR upon return to the United States.
• If the employee does not have symptoms, the employee is instructed to do either of the following:
  • Test for COVID-19 three to five days after return from their travel. If the test is negative, the employee must stay home for a total of seven days. 
  • If the employee chooses not to take a test, the employee must tay home for 10 days and monitor their health. Sick leave (or any available personal leave) may be used or if applicable, the employee may coordinate with their department to determine if work from home provisions can be arranged.
• If the employee has symptoms (fever, cough, difficulty breathing and/or severe illness), the employee must take a test and follow medical instructions.

It is important to understand that guidelines may change depending on guidance provided by the CDC and it is incumbent on employees, if they plan to travel, to keep up to date with CDC guidelines, advisories as well as Miami-Dade County policies or procedures on current travel provisions.

9.3 Q: I have an upcoming cruise. Should I go?

A: Most major cruise lines have announced a temporary suspension of service. It is strongly recommended that you contact your cruise line/travel agent and request to reschedule your vacation cruise. If you decide to proceed with your travel plans, upon your return, you may be asked to self-monitor at home on your personal annual leave.

9.4 Q: I am scheduled to attend a work-related seminar/conference/course. Can I go?

A: Until further notice and unless otherwise approved by your Deputy Mayor, all non-essential travel is suspended.

10.1 Q: I am concerned that if offices close, I will not be able to pick up my paycheck. If I am not signed up for direct deposit, can I still signup for direct deposit?

A: Yes. It is not too late. Go to the Employee Direct Deposit page.

10.2 Q: What happens if I do not sign up for direct payroll deposit? (Updated 8/17/21)

A: Employees who are not enrolled in direct deposit will have their paychecks mailed to the address on file. We cannot guarantee employees will receive their paycheck on Friday payday.

10.3 Q: I need to file a fair employment complaint, but I do not want to travel downtown, how do I file a fair employment practices, discrimination, harassment, and/or retaliation complaint?

A: Please contact the Human Rights & Fair Employment Practices Division at 305-375-2784 and a staff member will assist you. You may also submit your complaint via email at ofep@miamidade.gov, fax at 305-375-2114 or use the online complaint intake system. In an ongoing effort to practice social distancing, all intake interviews will take place telephonically until further notice.

10.4 Q: I need to schedule, reschedule or cancel a retirement counseling session. Who can I contact?

A: Call 305-375-4161 or 305-375-4288

10.5 Q: Can I schedule a telephonic retirement counseling session?

A: Yes.

10.6 Q: I have a benefit family status change (e.g., birth of a child, marriage). How do I submit a Change in Status Form? (Updated 8/17/2021)

A: The following ways:

• Via fax: 305-375-1368 or 305-375-1633
• Via email to: Annie.Bowens@miamidade.gov
• Via US Mail: Attn: Benefits Division, 111 NW 1st Street, Suite 2324, Miami, FL 33128
• In person: 111 NW 1st Street, Suite 2324, Miami FL, 33128

10.7 Q: How do I submit Leave of Absence insurance premium payments? (Updated 8/17/2021)

A: Via US Mail: Benefits Division, Attention: Leonor Dotson, 111 NW 1st Street, Suite 2340, Miami, FL 33128
In person: 111 NW 1st Street, Suite 2324, Miami FL, 33128

10.8 Q: If an employee has personal problems which are affecting their ability to function on the job, at home, or in society, who can they contact? (Updated 8/17/2021)

A: The Miami-Dade Employee Support Services (ESS) is a benefit designed to provide a confidential service to employees. Professional licensed counselors at ESS can assist you in these difficult times and connect you with appropriate support and resources for you and your family. Employee Support Services are available to all Miami-Dade employees and their eligible dependent family members. ESS is designed to ensure confidentiality. Persons who enter ESS on a voluntary basis will have information released only to those individuals authorized by the employee. Only the staff of the program will have access to information on any employee who utilizes the services of ESS in accordance with Federal and State regulations governing confidential information. The ESS is providing virtual and on-site support at this time. Call 305-375-3293 or email jessica.hughes-fillette@miamidade.gov to schedule an intake session.

10.9 Q: If I had a direct payroll deduction for Metrorail or downtown parking, how do I cancel since I am no longer using the train or parking downtown? (Added 4/11/2020)

A: The payroll deductions for the month of May which are deducted in the first pay period of April have been automatically suspended until further notice – no deduction was taken in the paycheck of 4/10/2020.

10.12 Q: Are there any options for employee wellness engagements? (Updated 8/17/2021)

A: Yes. You can still contact our wellness professionals virtually or schedule an in-person session if available. Our coaches and professional staff can assist in creating catered programs for employees that aid in promoting a healthier lifestyle through proper diet and exercise. To make an appointment, visit the Miami-Dade County WellnessWorks website: https://secure.miamidade.gov/employee/coronavirus/wellness-works-resources.page where contact numbers and emails of all health coaches are listed. Employees can also email the coaches at wwcoaching@avmed.org. For more information about the program and current initiatives please contact wellnessworks@miamidade.gov.

• Have you recently traveled to a Level 3 region in the last 14 calendar days?
• Have you been on a cruise within the last 14 calendar days?
• Have you come in contact with someone diagnosed with Clovid-19?
• Are the symptoms you are showing new or is this an existing condition?  
• Do not ask specific health-related questions.

• Absence between 3/9/2020-3/31/2020: Use TRC: "CV"
• Absence after 4/1/2020: "VS" for a maximum of 80 hours – FFCRA form must be submitted.

• They must be available via phone, email, or teleconferencing during their regular work hours.
• They must be available to come in to work if they are not sick and required to report to work.
• If the employee is an hourly employee, they are not authorized to work overtime unless prior approval is obtained.
• The employee must document work done during their work at home assignment.
• If the employee is sick, the employee must call in to his/her supervisor and indicate they are not working and using personal time.
  
  

11.19 Q: If an employee indicates they are ill or has COVID-19 like symptoms, can the department require them to present a negative test before returning to the workplace? (Added 3/16/2021)

A: Any employee who is ill or has symptoms similar to those of COVID-19 should be encouraged to take a test. If the test is negative, they can be allowed to return to work, assuming their symptoms are improving and they are well enough to do so.

If the employee refuses to take a test, the employee should not be allowed to return to the physical workplace unless 10 days have passed since their symptoms have started, they have been fever-free without medication for 24 hours and their symptoms are improving. The employee may also be allowed to return to work sooner, without a negative test, if they are able to obtain medical clearance from their physician.

11.20 Q: If an employee has previously had COVID-19 and subsequently is identified as a close contact with a positive individual, are they still required to quarantine? (Added 5/14/21)

A: Per CDC guidelines as of March 12, 2021, people who have had COVID-19 within the past 3 months from the date of close contact do not have to quarantine as long as they do not develop new symptoms and/or are not immunocompromised.

12.1 Q: What health and safety protocols has Miami-Dade County implemented or will implement to protect employees? (Added 5/12/2020)

A: In order to protect employees, Miami-Dade County follows protocols based on CDC guidelines, Occupational Safety Health Administration (OSHA), and the Department of Labor standards. Some of these protocols may include screening of body temperature for all visitors and employees entering a facility, enforcing social distancing, positive hygiene practices, and requiring the use of face masks/gloves.

12.2 Q: Am I required to wear Personal Protective Equipment (PPE) such as a face masks and/or gloves at work? (Added 5/12/2020)

A: Yes. Face masks are required to be worn at all times when there are other employees/visitors around. Miami-Dade County may provide employees with facemasks and gloves, but it is encouraged that all employees have their own form of protective personal equipment.

12.3 Q: Does Miami-Dade County provide employees with PPE? (Added 5/12/2020)

A: Personal protective equipment such as facemasks, gloves, and hand sanitizers may be provided to employees by Miami-Dade County. Employees are, however, encouraged to obtain and maintain their own personal protective supplies.

12.4 Q. How do I properly wear a face mask? (Added 5/12/2020)

A. See Miami-Dade County Safety Alert on masks.

12.5 Q. How do I properly use/remove gloves? (Added 5/12/2020)

A. See Miami-Dade County Safety Alert on gloves.

12.6 Q. What should I do if an employee states that they cannot wear a face mask (or other forms of PPE) due to a disability or medical condition? (Added 7/6/2020)

A. The department should follow the process and procedures applicable to any other request for an ADA accommodation, which are described in greater detail here. The department should obtain all of the required documentation from the employee and engage in an interactive discussion with the employee to determine what, if any, reasonable accommodation can be provided. Please contact the Human Rights & Fair Employment Practices Division at 305-375-2784 for additional guidance.

• Testing facilities in Miami-Dade County
• Testing facilities in Broward County

• Miami-Dade County Employee Portal
• ITD Work from Home Guidelines
• ITD Help Desk: 305-375-HELP
• Miami-Dade County COVID-19
• CDC Frequently Asked Questions and Answers (Travel)
• Locations with Confirmed COVID-19 Cases Global Map
• Department of Labor - Families First Coronavirus Response Act: Questions and Answers
• What You Should Know About COVID-19 and the ADA, the Rehabilitation Act, and Other EEO Laws | U.S. Equal Employment Opportunity Commission