Paid Leave Offered for COVID Vaccination

Thursday, March 25, 2021

A Message from Amy Bosley, Vice President, Organizational Development and Human Resources

As we prepare to enter Phase 3 for the Summer 2021 term and with the COVID-19 vaccination becoming more widely available, I am pleased to share that College President Sandy Shugart has authorized paid leave for vaccinations. You are receiving this information first, as a supervisor, so you can be prepared to support your team members who may use this leave. Our new paid vaccine leave information will be shared collegewide with all employees in The Juice on Tuesday, March 30, 2021.

Paid Leave to be Vaccinated Against COVID-19

For a limited time, Valencia College will provide a maximum of 12 hours of paid time off for employees (on an as-needed basis) to receive the COVID-19 vaccination and/or recover from the side effects. Though we encourage scheduling vaccinations during non-work hours, we know that this is not always possible and want to ensure that a potential loss in pay is not a barrier to being vaccinated. Please note that this leave is available beginning on on Thursday, March 25, 2021, and is not retroactive.

The availability of this special leave will expire on Friday, December 31, 2021.

As a part of the leave approval, your direct reports will need to show you their vaccination card (this is not to be kept in any record) so you can verify the dates. It is sufficient for employees working remotely to schedule a video call via Zoom or Microsoft Teams to show their card. If you and your employees are working on campus, please ask them to show you their card upon returning to work. Please do not require a scanned copy or photo of the card. Organizational Development and Human Resources will keep records of leave usage to determine if the expenses are eligible for reimbursement through Higher Education Emergency Relief Funds.

After receiving approval from their supervisor, employees would need to submit a Certificate of Absence in the Request and Manage My Leave system for “Leave with Pay” and indicate “Vaccine Leave” in the notes section of the request.

For full-time, non-exempt employees, “Leave with Pay” should be entered on their Web Time Entry timesheet. Part-time employees will not enter any leave hours on their Web Time Entry timesheet for vaccine leave, as they will be paid from their Certificate of Absence submitted in the Request and Manage My Leave system.

For questions regarding leave submission or recording leave with pay in the Web Time Entry system, please contact Bettie Cooper, director, payroll services, at bcooper@valenciacollege.edu or 407-299-5000 extension 8100.

We strongly encourage everyone to be vaccinated, and hope this resource helps as you and your teams navigate through the pandemic. If you have any questions, our Organizational Development and Human Resources team stands ready to support you. Please reach out if we can be of assistance at HR4U@valenciacollege.edu, or call the HR4U helpline at 407-299-5000, extension HR4U (4748).

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