COVID-19 Information: Public Health and Emergency Leave
Public Health and Emergency Leave (PHEL) is a benefit activated by the Commonwealth of Virginia for state employees as a result of the impact of COVID-19 and when remote work options are not available. This benefit is available to Virginia Tech full- and part-time faculty and staff, and many wage employees who are impacted by the virus. See below for more information.
The following employees are eligible for PHEL:
- Full- and part-time staff
- Full- and part-time faculty
- Adjunct faculty through the duration of the current appointment
- 1,500 hour wage employees
- In a limited capacity, student wage employees, excluding:
- Student employees who are not in proximity to their primary work location and not available to work
- Student employees in federal work-study (FWS) positions. FWS positions are covered by a separate provision.
- Wage employees should have maintained consistent employment status leading up to the period for accessing the benefit.
Reasons for use
PHEL may be used for the following reasons:
- PHEL may be used to attend to an employee's own illness due to a confirmed positive test for COVID-19. The employee's return to the workplace must comport with CDC's recommendataions.
- PHEL may be used to attend to an immediate family member who has contracted COVID-19 through a confirmed test.
- PHEL may be used to quarantine due to exposure to COVID-19 if unable to continue your job duties remotely.
- Up to 8 hours of PHEL may be used to obtain a COVID-19 vaccine and/or recover from side-effects resulting from obtaining the vaccine.
- Once the allotment of PHEL is ued, employees may use appropriate and available leave balances (Traditional or VSDP Sick Leave, Family - Personal Leave, Annual Leave, Compensatory Leave, Overtime Leave, Recognition Leave) or Leave without Pay.
- Up to 80 hours of leave were granted based on employee classification and average hours worked on January 10, 2021.
- DHRM expired PHEL as of June 30, 2021, and were expired in the Leave Reporting and Time worked System as of July 9, 2021.
- DHRM reactivated PHEL as of September 1, 2021. Remaining balances will be eligible to use on September 1st. Employees who exhausted available PHEL hours will not receive an additional allotment of PHEL hours
- Once an employee uses all PHEL leave, additional hours of absence must be covered using existing leave or other COVID-19 options.
- PHEL will expire when the current emergency ends or upon an employee's separation from Virginia Tech or other state entity.
- PHEL will not be paid out upon separation or in any other situation and cannot be used to extend a separation termination date.
- PHEL will not be included in overtime or comp time accruals.
Employees will need to provide documentation to their supervisor to confirm a COVID-19 diagnosis, potential exposure, or for the reasons outlined above. Documentation can include a note from a healthcare provider or public health agency or documents showing recent travel to heavily impacted areas as outlined by the CDC. The employee’s department should maintain this documentation per University Policy No. 2000: Management of University Records. Employees should work with their supervisor to confirm eligibility for PHEL.
Full and part-time benefited faculty and staff employees will record PHEL as follows:
- Time should be recorded using the PHEL code in the Leave and Time Worked Reporting system.
- The amount of leave available will be reflected in the leave system for each faculty and staff employee. If an employee works part-time, the leave will be prorated.
- Department managers and supervisors should review and maintain documentation for each situation per records retention requirements. See Documenation section above for more information.
- It is imperative that all faculty and staff subject to leave reporting complete and submit their leave reports each pay period.
Adjunct faculty, regular wage and student wage employees (non-Federal Work Study):
- Employees should contact their managers or supervisors or the HR Leave Team to determine eligibility and initiate the leave.
- Departments will request and maintain appropriate documentation supporting eligibility.
- Hours of available leave will be based on the average number of hours worked in recent pay periods.
- The department leave representative or other designee should maintain PHEL hours for employees in a spreadsheet and submit to the HR Leave Team. Spreadsheets should include the employee’s last name, VT ID number, the date for which PHEL should be applied, and the number of PHEL hours for each impacted day.
- Information for wage employees should be submitted to the Leave Team at the end of the wage pay period on the 1st and 16th of every month.
- Information for adjunct faculty should be submitted to the Leave Team on the closeout date for the salaried payroll.
- Hours will be entered for payment by the Leave Team. No entries should be made by the employee or the department for PHEL for wage employees in TimeClock Plus or Banner.
- Departments liaisons will be responsible for review during the reconciliation process.
PHEL Frequently Asked Questions
PHEL may be used:
- By an employee in the event an employee becomes sick with COVID-19, must self-quarantine, or take care of a family member who becomes sick with COVID-19.
Yes, PHEL time reset on January 10, 2021. PHEL was expired from July 10, 2021 through Aug. 31, 2021. PHEL was make reactive as of Sept. 1, 2021. As a reminder, this leave bank does not replenish.
An employee who accesses PHEL will receive up to 80 hours of leave on a prorated basis, based on the average number of hours they work. Please note the following:
- PHEL is a one-time grant of leave time for employees impacted by COVID-19. This leave bank will not replenish.
- Once an employee uses all PHEL leave, additional hours of absence must be covered using existing leave.
- PHEL will expire when the current emergency ends or if an employee leaves Virginia Tech.
- PHEL will not be paid out if an employee leaves Virginia Tech or in any other situation, and cannot be used to extend an employee’s termination date with Virginia Tech.
Employees will need to provide documentation to their manager to confirm a COVID-19 diagnosis or potential exposure, or for the reasons outlined above. Documentation can include a note from a healthcare provider or public health agency, or documents showing recent travel to heavily impacted areas as outlined by the CDC. The employee’s department should maintain this documentation per University Policy No. 2000: Management of University Records. Employees should work with their supervisor to confirm eligibility for PHEL.
Full-time and part-time benefitted faculty and staff will record PHEL in the Leave and Time Worked Reporting System using the PHEL code. Prior to the April 10 due date for Period 3 leave reports, employees will see the total amount of PHEL available to them in the system. If an employee works part-time, the leave will be prorated based on the average number of hours they work.
Adjunct faculty, wage, and student wage employees who are eligible for PHEL (see question above) should contact their manager or the HR Leave Team at email@example.com to determine eligibility for PHEL. Hours for these employees will be entered directly in the university’s HR record system, Banner by the HR Leave Team.