Questions and Answers: Duke's Temporary Advancement of Time-Off Policy
Questions about temporary time-off policy, eligibility for the advancement of time off:
Staff & Labor Relations:
684-2808 (University)
684-5557 (DUHS)
Questions about calculating pay, timecards, etc.:
Corporate Payroll Services:
684-2642
Questions about employee health:
Employee Occupational Health & Wellness:
684-3136, Option 2
684-8115 (after hours: ask for EOHW Flu)
Durham Regional Hospital: 470-5350
Duke Raleigh Hospital: 954-3275
Q1: How should the advance time-off be recorded on time cards?
Managers will designate the "sick leave/STB advance" time-off reason code to indicate on the time card the number of hours the staff member should be advanced.
Must all accrued time be exhausted before the 3 days of time can be advanced?
Yes, a staff member who has flu-like symptoms must have exhausted all accrued sick leave, vacation time, and discretionary holidays (University) or short-term, long-term
and carry-over banks for Paid Time-off (DUHS) before receiving an advance of up to 3 days.
Does the temporary time-off policy apply to employees who are in their orientation period?
Per policy, new staff who are in their orientation period accrue time-off but are not eligible to use accrued time-off until they complete their first 90 days of employment.
Therefore, staff in their orientation period would not be eligible to use the temporary time-off policy for an absence due to influenza. Staff who have transferred internally and
are in their 90-day trial period are eligible for the temporary time-off policy.
Is the calculation of the advanced time and deduction of future accrued time done by the department or Corporate Payroll Services?
Corporate Payroll Services will determine the calculation for the advancement of time. All accrued time-off must be used before any time off (up to 3 days) will be advanced.
The advanced time will be paid back automatically through future accrual of sick leave or the short-term bank (Paid Time Off) until the advanced time has been repaid.
How does the 3 days of advance time apply to staff working 10-hour or 12-hour shifts?
The advance of up to 3 days will be based on a staff member's regular work schedule. If the staff member regularly works an 8-hour day, he/she can be advanced up to 24
hours; if a staff member regularly works a 10-hour schedule, he/she can be advanced up to 30 hours; if a staff member regularly works a 12-hour schedule, he/she can be advanced
up to 36 hours.
Can an employee take unpaid time-off for a flu absence if he/she prefers, rather than using all remaining accrued time and receiving advanced time (e.g. he/she is saving
remaining vacation time)?
Yes, a staff member can choose to take unpaid time-off rather than use his/her accrued time-off for an absence due to influenza.
Is the advanced time deducted from the future accrual of all accrued time (vacation, sick and discretionary days) until the balance returns to zero?
No, only the accrual of sick leave (University) and the short-term bank of PTO (DUHS) will be deducted. Any accrued hours applied to these balances will be reversed until
the staff member has repaid the number of hours for which he/she was advanced.
How many times can a staff member take advantage of the temporary accrued time-off policy?
The advancing of time-off can only be used once during the effective period of the temporary policy (September 1, 2009 - March 31, 2009).
Does the temporary policy apply to those who are on a leave of absence?
In most cases, those on leave are not eligible for the temporary time-off policy. The intent of the policy is to limit the exposure of the influenza virus on Duke's campuses. Staff
on leave are already away from Duke's campuses and therefore will not contribute toward spreading the virus on Duke's campuses. If a staff member is on intermittent leave and
becomes sick with flu-like symptoms while scheduled for work, then the temporary time-off policy would apply.
Does the temporary policy apply to those who are not benefits-eligible (work less than 20 hours per week)?
No. The temporary policy is based on a benefit (sick time/PTO) available to those who are in benefits eligible positions and working 20 or more hours per week, so it can only be
advanced to those who are eligible for the benefit.
Does the advanced time off count toward an occurrence for staff under the availability for work policy?
No. In order to discourage the potential that those who have flu-like symptoms report to work, the advanced time-off will not be counted toward an occurrence for staff under
the availability for work policy.
Does the temporary time-off policy apply for sickness other than influenza?
No. The temporary time-off policy is specifically intended to limit the exposure of the novel H1N1 virus during a time when immunity in the general population is limited.
Does the temporary time-off policy apply if a staff member is absent due to a spouse or dependents becoming sick with influenza?
No. The advancing of time off is intended to limit the exposure of the influenza virus on Duke's campuses, so it applies only to staff who work here and become sick with flu-like
symptoms and could potentially spread the virus.
Does the temporary time-off policy apply to postdocs?
The policy applies to Postdoctoral Associates who accrue leave, and Postdoctoral Scholars who accrue personal time, as defined in the
Duke Postdoctoral Policy. The advancement and subsequent deductions should be maintained at the department level
consistent with current practices.
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