Non-Closure Emergency Leave
The University System of Georgia (USG) issued Non-Closure Emergency Leave Procedures on March 20, 2020 that give USG presidents the authority to allow Leave with Pay for emergency leave where the institution remains open but with reduced operations. President Morehead has implemented Non-Closure Emergency Leave Procedures that provide compensation to employees for hours not worked up to the equivalent of their regularly scheduled hours per week when there is no work for those employees to perform. Concurrently, President Morehead has directed unit heads to continue teleworking, remote work assignments, and flexible working arrangements in order for employees to perform their regular duties to the fullest extent possible.
ELIGIBILITY 
All regular full and part-time employees of UGA who are not able to perform their regular duties through telework or other remote and flexible work arrangements, and who are not working in an “on-campus” capacity as essential employees in enabling the University to sustain essential on-campus services and operations, are eligible for Non-Closure Emergency Leave. Regular employment is considered continuous and may also be defined by agreement, contract, term, or restricted funding source(s). Regular employment includes individuals who may be benefits eligible, partial benefits eligible, non-benefits eligible, full-time or part-time, exempt or nonexempt (hourly paid). An “on-campus” capacity includes work that may be occurring on an off-campus site that is essential but cannot be performed remotely.
Temporary Workers, Student Workers and Rehired Retirees are not eligible. These groups are still permitted and encouraged to telework or utilize flexible work arrangements but are not eligible for the Non-Closure Emergency Leave.
FAQs
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These procedures are in effect from March 23, 2020 and extend for 120 days or until the declaration of Georgia’s state of emergency ends (whichever is earlier). The use of Non-Closure Emergency Leave may be extended by the USG Chancellor if necessary.
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Employees can be compensated for hours not worked up to the equivalent of their regularly scheduled hours per week when there is not work for those employees to perform. For example, if the employee’s regularly scheduled hours are 40 hours per week, then they are eligible to receive up to 40 hours of Non-Closure Emergency Leave pay for hours not worked. If their regularly scheduled hours are 25 hours per week, then they are eligible to receive up to 25 hours of Non-Closure Emergency Leave pay. Regularly scheduled hours will be based on the standard hours for the employee in the OneUSG Connect HCM/HR payroll system.
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Federal Work Study students will continue to receive their applicable financial aid for student employment during an emergency in accordance with Department of Education guidance.
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Employees working their regular job, whether on campus or telecommuting should be compensated as normal. For now, all work will be entered as REG (00REG) code.
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Employees should use vacation or sick leave when:
- The employee plans to participate in a non-work activity that one would normally request the use of vacation leave.
- The employee is Ill, caring for an ill family member/dependent, or bereavement that one would normally request the use of sick leave.
Non-Closure Emergency Leave may not be used in place of vacation leave.
Congress enacted a new law this week requiring many employers (including state agencies) to provide emergency paid sick leave and extended FMLA leave to employees affected by COVID-19 in addition to other leave already available to employees. USG is still reviewing the provisions and will provide more details soon. -
Individual employees should work with their manager or supervisor to determine which option applies to them. Employees not designated as essential by their unit head, or employees who have not been provided a telework and/or work-from-home assignment, should be placed on Non-Closure Emergency Leave.
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No, there is no need to seek prior approval from HR before utilizing the Non-Closure Emergency Leave process. Supervisors/managers have the flexibility and authority to work with their employees to implement this as needed.
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An employee who has been notified that they are “essential personnel” is expected to meet all job expectations, including physically reporting to a work location. If the employee does not report to work, he/she should use applicable annual or sick leave. The employee is not eligible for Non-Closure Emergency Leave.
REQUEST PROCESS
Employees should receive approval from their supervisor before using Non-Closure Emergency Leave. Supervisors must then apply Non-Closure Emergency Leave to the employee's timesheet in OneUSG Connect.
RESOURCES