Interim Policy for Pay Continuation – COVID-19 (effective March 16, 2020; ended August 31, 2020)
Update as of July 28, 2020: Reminder, the current interim pay continuation policy ends on August 31, 2020
As a 24/7 residential campus, Stanford is not closed. Many employees have duties that can only be performed on campus (or other Stanford worksites), while others are able to fully or partially work from home. Because the way in which employees’ work as well as the availability of work may be impacted by reduced operations, for now, the university will continue to pay all full-time and benefits-eligible part-time (“regular”) employees at their current base rate of pay without respect to hours worked. At the same time, except as excused for illness or other reasons (as approved by a supervisor), employees are required to work as directed by management, including working in reassigned duties.
Non-exempt employees should continue to fill-out their timecards to record all time worked as well as meal periods. Employees represented by a bargaining unit should record time according to the terms of the applicable collective bargaining agreement. Where hours worked are less than an employee’s regularly-scheduled hours per week, employees will be paid at the employee’s current base rate of pay as though they had worked the full number of regular hours. Employees who are sick should continue to fill out timecards consistent with our sick leave policy. Finally, employees taking pre-authorized vacation should record vacation time on their timecards.
Interim policy updates as of May 27, 2020
Stanford has been working on guidelines and new policies in response to the changing situation. On May 27, the university announced a commitment to continue to pay all full-time and benefits-eligible part-time (“regular”) employees at their current base rate of pay without respect to the number of hours worked. This interim policy, originally implemented on March 16, is now effective through August 31, 2020, which aligns with the university’s fiscal year-end. Employees who do not normally work during the summer based on an established schedule of less than 12-months will not receive pay for these weeks during the pay continuation period.
Expectations about work are not changed by the extended pay continuation period. You should continue to work as required, either on-site or by teleworking depending on your job, and should speak with your manager about any questions related to work requirements. You may still be required to take on different responsibilities to support the university’s operations during the pandemic.
Given the extraordinary circumstances, at this time, the university has established an interim policy for pay continuation.
Wherever Stanford employees are working, our first priority is their health and well-being, and that of their families.
The new interim policy acknowledges the growing number of people who:
- Are required to self-isolate and in doing so are unable to work, including those over age 65 or with chronic health conditions who have been called to self-isolate at home by California Governor Gavin Newsom. *Please see note for employees working in health care.
- Are expected to work less or not at all due to reduced university operations
- Cannot perform their job duties from home
- Cannot work - whether on campus or at home - due to unanticipated caregiving responsibilities for children or adult dependents due to school closures and/or unavailability of services related to COVID-19
Employees who are affected by these various circumstances should work with their managers to determine required work responsibilities.
More Details About Interim Pay Continuation
Eligibility (Updated 5/27/20):
Interim pay continuation is available for benefits-eligible employees who are full- or part-time, whether exempt or non-exempt. The policy is effective March 16 through August 31, 2020.
- If you are sick: Please use your accrued sick time and follow the same process, if applicable, for filing a short-term disability (VDI) claim or workers’ compensation claim. View Disability Leaves to understand what steps to take to apply for benefits.
- If you are self-isolating, but not sick (Updated 7/10/20): If you are self-isolating because of an underlying health condition or if you may have been exposed to COVID-19, and you can’t perform work from home, you will receive interim pay continuation. Please consult with your manager to determine work requirements.
- If you are age 65 or older: If you choose to follow the Governor’s recommendation to self-isolate, you will be eligible for interim pay continuation and will not need to use sick leave if you are not able to perform work from home to the extent possible.*Please see note for employees working in health care.
*Note for employees in health care who are age 65 or older: Employees involved in health care delivery need to consult with appropriate leadership about self-isolation. Governor Newsom’s guidance for individuals age 65 or older was clarified to express a commitment to keeping the health care system strong, stating that individuals age 65+ who work in health care can continue to work, and practice social distancing and home isolation after hours.
- If you cannot work- whether on campus or at home - due to unanticipated caregiving responsibilities for children or adult dependents due to school closures and/or unavailability of services related to COVID-19 (Updated 6/15/20): You will receive interim pay continuation and will not need to use any leave time, though you may be required to perform work from home to the extent possible.
- During the period of time for which Stanford is providing pay continuation (Updated 5/27/20): Expectations about work are not changed by the extended pay continuation period. You should continue to work as required, either on-site or by teleworking depending on your job, and should speak with your manager about any questions related to work requirements. You may still be required to take on different responsibilities to support the university’s operations during the pandemic. If you are provided with alternate work in a different classification for which you meet the minimum qualifications and can perform the work, but decline to comply with the reassignment (for reasons which do not qualify for pay continuation), you may request to use accruals (PTO/vacation) or be placed on an unpaid personal leave of absence.
- If you have a previously approved vacation: If you are able to take a previously approved vacation, please use your vacation or PTO accruals as you normally would.
SLAC employees: Policies may differ from those stated here due to our regulatory environment; please view the policies posted in the SLAC Intranet.
As long as you continue to receive a Stanford paycheck, your contribution and the university’s contribution to your health care and retirement account will be unchanged.
Questions and answers about the interim policies are on the COVID-19 Workplace Guide.