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COVID-19 PeopleSoft Reporting Update
With so many emails going around regarding how to code time for Emergency Paid Sick Leave and Emergency Family & Medical Leave, FSSA Payroll thought it might be best to send out a bit more detailed info concerning this subject in an attempt to get all FSSA staff on the same page. Below are updated PeopleSoft reporting information and please email FSSAPayroll.FSSA@fssa.in.gov with any questions.
- Effective immediately, please begin entering your time daily onto your timesheet instead of only on the Friday ending the pay period. The reason we ask this is so that we can accurately monitor who is using the new User Field 3 and 5 codes to make sure they are using them correctly prior to payroll submissions.
- Upon entering your time daily please click "Save for Later" each day and to do not click "Submit" until the last Friday of the pay period.
- Effective 4/5, the only time that the Other Paid Leave time reporting code should be recorded onto a timesheet in PeopleSoft is if you have first completed, submitted, and received approval back from HR of an Emergency Paid Sick Leave Request form or an Emergency Family-Medical Leave Request form.
Key points to remember for FSSA staff
Emergency Paid Sick Leave info:
1.Staff are only allowed a total of 80 hours of EPSL for the year.
2.Staff are eligible for EPSL if they qualify for either of the criteria in (a) - (f).
3. No holidays should be coded towards EPSL20.
4. (a), (b) & (c) pay out at 100% using the OLV TRC.
- Also select User Field 3 of EPSL20 and User Field 5 of HUNDR when using 100% OLV.
- Not to exceed the daily cap or aggregate cap.
5. (d), (e), & (f) pay out at two-thirds percent (2/3 %) using OLV for the two-thirds percent (2/3 %) however, leave time can be added to receive 100% of pay per day.
- Not to exceed the daily cap or aggregate cap.
6. The User Field 3 of EPSL2020 should be entered anytime that the OLV time reporting code is used.
7.Staff are eligible immediately upon hire to apply for EPSL.
Emergency Family Medical Leave info:
1. Staff are only allowed 12 weeks of EFML for the year total.
2. Staff only qualifies for EFML if they qualify for (e).
3. No holidays should be coded towards EFML.
4.The first 10 days of EFML are not paid (unpaid). However,
- Staff may use their own leave time to receive 100% of their pay or
- Staff may use EPSL OLV to receive two-thirds percent (2/3 %) of their pay or
(Also select User Field 3 of EFML2020) - Staff may use Authorized Leave Without Pay for these 10 days.
(Also select User Field 3 of EFML2020 for ALWP)
5.After the first 10 days, (e) pays out at two-thirds percent (2/3 %) using OLV for the 2/3's pay but leave time can be added to receive 100% of pay per day.
6. The User Field 3 of HLTHER should be entered on the leave (Vacation, Sick, or Personal) TRC line when it is used to supplement for 100% pay.
7. When using EFML alone, the User Field 3 of EFML20 should also be used along with the FMLA Request ID field being filled in on the timesheet.
8. When using EFML with EPSL for payment, the User Field 3 of EPSL20 should also be used along with the FMLA Request ID field being filled in on the timesheet.
9. Staff must be employed 30 days prior to applying for EFML.
Simplified versions of (a) – (e):
a) I am unable to work because I have been ordered to quarantine based on the federal, state or local COVID-19 guidelines.
b) I am unable to work because I have been advised by a healthcare provider to self-quarantine due to COVID-19.
c) I am unable to work because I am experiencing symptoms of COVID-19 and seeking medical diagnosis.
d) I am unable to work because I am caring for an individual who has been ordered to quarantine based on the federal, state, or local COVID-19 guidelines or caring for an individual that has been advised by a healthcare provider to self-quarantine due to COVID-19.
e) I am unable to work because I am caring for my child under the age of 18 because their school or daycare is closed due to COVID-19.
f) I am unable to work because I am being required to remain off of work until:
- At least 3 days have passed since recovery (Defined as resolution of fever and improvement in my respiratory symptoms) and
- At least 7 days have passed since my symptoms first appeared and I was last in the workplace; whichever occurred later.
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