COVID-19 Supplemental Paid Sick Leave (Senate Bill 114)

Thursday, February 24, 2022, 12:00pm

TO: All Sonoma State University Employees
FR: Payroll and Benefits

Following the 2021 leave options for COVID-19 related reasons ending effective December 31, 2021, we are happy to announce two different options now available to employees:

COVID-19 Supplemental Paid Sick Leave (SPSL) which is available to all represented employees and all retired annuitants (represented and non-represented).*
Expanded COVID-19 Supplemental Paid Sick Leave (SPSL) which is available to non-represented employees (other represented employees may be offered the same program if an agreement is reached between their respective unions and the CSU through the meet and confer process).*

* Please note that neither type of leave is applicable to work study student assistants

Please see the applicable section to the leave type that pertains to your employment with the University and send any questions regarding the below guidance to payroll@sonoma.edu.

COVID-19 Supplemental Paid Sick Leave (SPSL)

Applicable at this time to: all represented employees and all retired annuitants (represented and non-represented)

On February 9, 2022, California Governor Gavin Newsom signed Senate Bill 114 (Chapter 4), which provides for new Supplemental Paid Sick Leave up to 80 hours (10 days). The new statute applies retroactively to January 1, 2022, and is effective through September 30, 2022. Below is a high level summary of SB 114 provisions:

Up to 40 hours or 5 days (prorated for those who work less than full-time) of SPSL can be used for the following reasons when employees are unable to work on site or telework:

Employee is subject to 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;* or
Employee is advised by a health care provider to isolate or quarantine due to concerns related to COVID-19; or
Employee is attending an appointment for themselves or a family member to receive a COVID-19 vaccine or a vaccine booster (See limit on use of hours below.); or
Employee is experiencing symptoms, or caring for a family member experiencing symptoms, related to a COVID19 vaccine or vaccine booster that prevents the employee from being able to work (See limit on use of hours below.); or
Employee is experiencing COVID-19 symptoms and seeking a medical diagnosis; or
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; or
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.

*If an employee is subject to more than one of the above “jurisdictions”, the employee is permitted to use SPSL for the minimum quarantine or isolation period under the order or guidance that provides for the longest such minimum period.

Up to 40 hours or 5 days (prorated for those who work less than full-time) 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. Employees do not need to exhaust the leave to which they are entitled to for reasons a), b), or c), before using this additional SPSL

Vaccine or Vaccine Booster Time Limits: For each vaccination or vaccine booster, the total COVID-19 supplemental paid sick leave is limited to 3 days (24 hours). If the employee or their family member continues to experience symptoms related to the vaccine or vaccine booster beyond 3 days (24 hours) limit, the employee must provide verification from a health care provider upon request. The 3 day or 24-hour limitation applies to each vaccine or vaccine booster and includes the time used to get the vaccine or vaccine booster.

Calculation of Pay: Employees on SPSL will be paid at their “regular rate of pay” as defined by FLSA for non-represented employees or represented employees with an appropriate COVID-19 SPSL MOU exempting the maximums cited in SB 114 (up to $511 per day to a maximum of $5,110). This includes pay the employee is receiving currently which could include base pay, shift differential, stipends, allowances, etc. Represented employees subject to the daily maximum limit may use their own personal leave accruals to supplement SPSL in order to receive full pay.

To request SPSL, the Request for COVID-19 SPSL form should be completed and submitted to payroll@sonoma.edu. The absence should be entered in Absence Management using the PAL/FFCRA option with a comment of “SPSL” (comment MUST be entered). Exempt employees must utilize the time in full day increments.

Do not enter in Absence Management if SPSL is for an hourly employee, or if a correction is being made to time already reported. In this situation, only the request form is needed. Please submit the form to our office for processing. You may contact payroll@sonoma.edu for further assistance.

Expanded COVID-19 Supplemental Paid Sick Leave (SPSL)

Applicable at this time to: all non-represented employees (excluding retired annuitants and work study student assistants)

The Chancellor’s Office has approved an Expanded COVID-19 Supplemental Paid Sick Leave (SPSL) program for non-represented employees (MPP, C99, etc.) who are unable to work for COVID-19 related reasons. The program allows for the same provisions as listed for our represented employees but it extends the time frame through December 31, 2022, and eliminates the daily SPSL daily pay maximums as prescribed in SB114.

To request Expanded SPSL, the Request for Expanded SPSL form should be completed and submitted to payroll@sonoma.edu. The absence should be entered in Absence Management using the PAL/FFCRA option with a comment of “SPSL” (comment MUST be entered). Exempt employees must utilize the time in full day increments.