COVID-19 Administrator Resources

DPM Resources

Job Aids

​COVID TRC Queries

The queries below show each active job with the total COVID-19 leave available.  The amount shown with each job is the total amount that is accessible by all jobs.  It is not an amount per job.​

  • WI_TL_COVID_LV_ELIGIBLE_AMTS​ - This query shows how much COVID leave the employee may use.  This is the best source to show payroll the total amount for which each employee is eligible.  There are separate lines if the employee is eligible for both the sick leave and non-essential TRC's.

  • WI_TL_COVID_LV_USED - This query shows the amount of COVID leave used in the time period you select.  Please note this query is meant to show total Covid leave used so an eligible amount for that leave type will only show appear if an employee has used leave in that category.  Use the Eligible Amts query to view total eligibility.

The following over/under queries still work correctly taking all Covid TRC's into consideration without letting the COVA cause any false results:​

  • WI_TL_Payable_Exmpt_Exception

  • WI_TL_Payable_Nonex_Exception

  • WI_TL_Over_Under_FTE_by_PP​​

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Click Here for ​More Information about COVID-19 TRCs​​​​​​

State Paid Administrative Leave

Effective 3/15/20, eligible employees received a balance of up to 80 hours to use with the following TRCs:

  • COVS1—State Leave Child Care

  • COVS2—State Leave Self

  • COVS3—State Leave Family​

To use the above leave, an employee must first use all of his available leave, but does not have to use Saturday Legal holiday not yet earned. In other words, a full time employee can keep 56 hours of Saturday Legal holiday at this point in the year. Payroll should check time sheets for permanent employees, identified in the WI_TL_COVID_LV_USED query, to make sure the TRC is used appropriately.

Effective 3/25/20, employees deemed non-essential have also been granted up to 80 hours to use with the following TRC:

  • COVN1—State Leave Non-essential

Employees do NOT have to use up their other leave prior to using the COVN1 TRC. Employees received only one bucket of hours toward COVS and COVN codes. If an employee is eligible for both types of leave, the maximum they can use is 80 hours (prorated for part time employees).

Federal Emergency Paid Sick Leave (EPSL)

Effective 4/1/20, employees received a balance of up to 80 hours to use with the following TRCs:

  • COVF1—Quarantined/Sick/have symptoms/non-essential (full pay up to $511/day)

  • COVF4—Caring for family member due to sickness or closed schools (2/3 pay up to $200/day)

The system will automatically cap employees at the daily or annual limits by adding a negative earnings row on a separate pay line.
 
Employees do not have to use up their own leave prior to using the COVF codes, but may supplement COVF4 with their own leave to make up the difference in pay.  When supplementing with leave, an amount of TRC COVA must be entered that equals the amount of leave used.​

Payroll Exceptions

Employees will receive a High Exception on the time sheet if they try to use any of the above leave codes and 1) isn’t eligible for that type of leave or 2) is using it before the effective date or 3) has exceeded his limit.  Other exceptions will prevent employees from entering combinations that aren’t allowed.  High Exceptions prevent the employee from being paid for that day and must be corrected.  Payroll should monitor the High Exception query.
 
Employees receive a Low Exception on the time sheet in order to show them how much they have used to date.  Nothing needs to be done with this exception.​​

ETF Resources

​DPM Bulletins and Supporting Resources​

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Employee Messages

​HSA and Healthcare FSA enrollees received an email via Employee Messaging the morning of April 8, 2020 to notify them the that following expenses are now eligible for reimbursement:

  • Over-the-counter drugs and medicines not prescribed by a doctor 

  • Menstrual care products (pads, liners, tampons, etc.)​

HSA enrollees were also notified ​that telehealth services are now covered before the annual deductible is satisfied.

See the following documents for the text of the emails and the query you can run to see who received the message: HSA Message / FSA Message.

These messages were based on information provided to State Payroll Council​ on April 3, 2020.


Employee Benefits Q&A

Is ETF considering removing the ICI Category 3 eligibility rules for next year's annual update?

As of right now, there are no plans to change any ICI category eligibility rules for next year.

Can a new employee enroll in health insurance outside of the intial 30-day enrollment period but before they are eligible for the employer contribution towards health?

There is no change to when a employee can enroll in health insurance.  Employees have the following enrollment options:

  • ​Within the first 30 days of employment (coverage effective on the first 1st of the month within the original 30-day enrollment period)

  • When the employee becomes eligible for the employer contribution towards health insurance

  • Within 30 days of losing other coverage.

​​There are no interim effective dates.

I need to provide a brith certificate to ETF to support adding a child to a single parent's health coverage, but I can't review the original copy. What do I do?

Per ETF guidance, a copy of the birth certificate can be sent to ETF without verification that the employer has reviewed the original in order to establish coverage for the child. Once the Safer at Home order is no longer in place, the employer must view the original birth certificate and resend the statement of verification.​

Is there any increased flexibility regarding when an employee can change their Healthcare FSA election?

​No. The employee must have a qualifying life event.  As a reminder, a change in employment status such as a reduction in hours, leave of absence and FMLA-covered leave does allow an employee to decrease their FSA election.  See the Mid-Plan Year Pre-Tax Savings Account Change Administrator Job Ai​d for details.

Can an employee stop their Dependent Day Care contributions if the daycare center is no longer providing services?

Yes.  The employee can change their dependent day care election for several reasons including if there is a change in the cost of coverage, a change in employment status and a family status change.  If care is no longer needed or a daycare provider is not providing services, this is considered a change in the cost of coverage.  The employee has 30 days from the date of the change to submit a Change in Status form to change their annual election.

Once dependent day care services resume, the employee has 30 days to submit a Change in Status form again to increase their annual election.  ​

See the Mid-Plan Year Pre-Tax Savings Account Change Administrator Job Ai​d for details.



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